Student Clubs

We provide opportunities for students who want to learn about and experience Korean culture (K-pop, K-drama, K-food, and issues about Korea).

• Instagram
• cascadiakoreanclub@gmail.com

Project Redesign manages an after-school STEM program for elementary schoolers. It emphasizes collaboration and soft skills while students navigate the engineering and design process. Members of the Project Redesign Club will help create lessons and mentor students at Project Redesign programs and empower young children to pursue futures in STEM.

• cascadiaprojectredesign@gmail.com

Our club is a place for anyone interested in fishing to get out there start catching! We are open to anglers of all skill levels, whether you've never fished a day in your life or spend more time on the water than at home this is the club for you.

• Discord
• cascadiafishingclub@gmail.com

SKY Campus Happiness supports individual and campus community happiness, social connection, and resilience so that students can achieve personal and professional success as compassionate and service-minded leaders of tomorrow. We partner with universities to design and implement scalable campus solutions, working with existing programming and structures to provide students and staff with practical tools and frameworks for greater personal resilience and growth, authentic social connections, and a deeper sense of meaning.

• skycascadia@gmail.com

The Ultrasound Club is focused on fostering an on-campus meeting place where industry experts from Bothell, WA can help students identify career pathways into Biomedical technology, especially in burgeoning applications such as Neuromodulation using Pulsed Ultrasound Technology. It's an exciting time to start learning about the future of Med-Tech, and Bothell, WA is the Ultrasound capital of the world. Join our Discord and come meet up with us at Innovation Hall on Tuesdays (Check calendar for exact times).

• Discord
• Ultrasound_dao
• ultrasoundclubcascadia@gmail.com

In order to keep your club's recognition status, each club must fill out a Quarterly Update Form for every quarter they wish to stay active.

Clubs are required to submit their activities/events/meetings to Student Life through the Club Activities Report Form. This form must be submitted two weeks in advance for approval and processing. By submitting this form, clubs can request event spaces, meeting rooms, and info table locations

A variety of meeting and event supplies are available by request for clubs to either use or borrow. These supplies are first come first served, and clubs must fill out the Supply Request Form two weeks prior to date needed. We recommend that you check in with the Student Life Advisor or the EAB Clubs Coordinator to see our inventory of supplies that are available.

When requesting funding from the Club Council for an event or program, submit the Club Council Funding Request Form to the Office of Student Life. All funding requests must be consulted with Student Life prior to submission. After approval from Student Life, the form must be submitted via the Funding Request Form above.

For funding requests under $500, please submit this form by 5:00 PM the Wednesday prior to Friday's Club Council meeting. For larger funding requests, this form is due one week prior to the Club Council meeting.

Clubs are required to submit this Clubs Post-Event Evaluation Form within two weeks after the event. After completing this form, clubs are asked to report out on how their activity/event went at the next Club Council meeting.

The graphic designers on the Community Engagement Officers (CEOs) team are here to design posters, flyers, social media posts or club logos for you! Submit your request using the CEOs Graphic Design Request Form.

Looking to advertise your club's activities to Kody's Weekly and the TP Times? Submit a request through the Kody's Weekly & TP Times Request Form.

Club Council is a committee of club leaders, Events & Advocacy Board (EAB) members, and Student Life professional staff. This committee meets bi-weekly to share campus updates, upcoming club activities/events, vote on funding requests for club activities, recognize new clubs, and share student concerns/feedback. Each club must have one representative attend Club Council meetings. Club representatives will have one (1) vote to recognize new clubs and to vote on all funding requests. Additional club members are welcome to attend but are not permitted to vote.

Club Council is chaired by the EAB Clubs Coordinator and/or the Student Life Advisor in the absence of a Clubs Coordinator. They prepare the agendas, facilitate the meetings, and act as the primary liaison between clubs and The Office of Student Life.

Attending Club Council meetings is a great opportunity to connect with other club leaders on campus. During these meetings, club leaders exchange ideas and information about upcoming events and activities. Club Council serves as a platform for promoting collaboration, collecting feedback, and generating new ideas. Also, it provides a space for club leaders to ask questions and address concerns to EAB and The Office of Student Life on their members' behalf.

Refer to the club website for upcoming Club Council meeting dates and times.

Meeting Agenda & Structure

Club Council meetings must follow the guidelines and meeting structure outlined in the Constitution of the Associated Students of Cascadia College. Robert’s Rules of Order, newly revised, shall be used as a model for all Club Council meetings unless otherwise agreed upon by EAB and The Office of Student Life. All business matters presented to Club Council must receive a majority affirmative vote for approval.

Bylaws to the Constitution of the Associated Students of Cascadia College:

Article IX – MEETINGS

Section 2

Regular club meetings of Student Groups shall be held two to three (2-3) times a month. These meetings will be referred to as Club Council Meetings. Additional meetings may be held if deemed necessary by the EAB Clubs Coordinator or by a majority vote of EAB members.

Section 4

The order of business for all official Club Council meetings shall be:

• A. Call to order
• Roll call
• Approval of minutes
• Approval of agenda
• Special Guests
• EAB Reports
• Club Budget Report
• Advisor Reports
• Club Reports
• Unfinished business
• New business
• Funding Requests
• Club Recognition
• Open Discussion Time
• Open forum/announcements
• Adjournment

Section 5

Changing the order of business for EAB or Club Council meetings shall be ratified by two thirds (2/3) vote of members present.

Prior to Club Council Meetings

The meeting agenda, corresponding funding requests, and Club Application for Recognition documents will be emailed to the club representatives 24 hours prior to the Club Council meeting for advance review.

During the Club Council Meetings

The agenda, funding requests, and Club Application for Recognition documents will be shared on a screen for club representatives to discuss and vote for approval. The Office of Student Life records the meeting minutes, which is a written record of everything that happened during a meeting (motions made, club reports, business conducted, etc.). Meeting minutes are a tangible record of the meeting for its participants and a source of information for club representatives who were unable to attend.

Club Reports

At each meeting, club representatives will share updates during the Club Reports section on the agenda:

• Share the time/date/location of upcoming meetings/events
• Share how your club meeting went (example: Did you host an activity during your club meeting? Tell us more!)
• Did you spend any Club Council funding? If so, tell us what you did and how it went.
• Opportunities for other clubs to collaborate with your club
• Speak slowly and clearly so everyone can hear you, as we are actively taking live meeting minutes and want to ensure they are accurate.
• If you notice anything inaccurate about the minutes for your Club Report, please let us know so we can make corrections.

Robert’s Rules of Order Newly Revised

The Club Council Chair utilizes Robert’s Rules to facilitate discussion and group decision-making during meetings. Robert’s Rules is important for efficient meetings and provides a structured process for discussion, voting, and decision-making.

Each club has one (1) vote for approving agendas/minutes, funding requests and recognizing new clubs. Club representatives express their preference by making a motion. A motion is an action that a club would like to make (example: “I motion to approve today’s Club Council agenda.”). Once a motion has been introduced, another club representative must “second” this motion to indicate their support (example: “I second this motion.”). Once the motion is seconded, the chair of Club Council meetings will open the floor for additional discussion. Club representatives can speak in favor or against the motion, ask questions, or purpose new ideas. After the discussion, the chair will ask club representatives to show their hands to indicate their vote on the motion – yes, no, abstain. All club representatives must vote and can choose to abstain if there is a conflict of interest, they do not have enough information to make a yes or no decision or have missed the information provided. After the votes have been counted, the chair will announce the result of the vote and will record it in the Club Council minutes.

To learn more, please refer to the Basics of Robert’s Rules video or to the Robert’s Rules of Order Cheat Sheet.

After Club Council Meetings

The Clubs Coordinator will email the meeting minutes to the club representatives. The club is encouraged to share the minutes and updates with their club leaders to increase communication between the club and The Office of Student Life.

Whether the club is hosting a small- or large-scale event, the Club Event Planning Checklist is designed to guide you through every step of the planning process from start to finish. Don’t forget The Office of Student Life is here to help! Email clubs@cascadia.edu to start the brainstorming process.

Cascadia Club Council has a budget allocated by the Student Activities Fee (S&A Fees) Committee, for clubs to use to host events, activities, and support club projects and initiatives. Clubs may request funding for their activities and events when funding requests are solely for the use and benefit of the Cascadia Students. The Club Council budget comes from the Services & Activities Fee and is subject to limitations based on permissible use of S&A Fees (Killian Outline) and policies set forth by The Office of Student Life.

Club Council funds may be used for event expenses such as food, facility rentals, A/V costs, or a performer/speaker’s fee. Club Council funds may also cover travel costs for field trips and conferences or purchases of specialized supplies/equipment related to your club’s activities. Questions regarding permissible use of Club Council funds should be directed to The Office of Student Life.

Items purchased with Club Funds belong to The Associated Students of Cascadia College (ASCC) and are meant solely for club use. Personal use of these items outside of club activities is not permitted. All club items purchased will be stored in The Office of Student Life and can be checked out for club meetings and activities. If a club’s recognition status is revoked, all club supplies must be returned to The Office of Student Life and will be added to the general supply inventory for use by the ASCC.

How to Request Funding

Step 1: Gather Information

What do you want to spend funding on? Research the items, quantity, prices, taxes, shipping costs, delivery fees, etc. from the company you wish to purchase from. Refer to the “Killian Outline” found on the Student Life Resources website if you have questions about whether you may use S&A fees to purchase your items.

• Level 1 Clubs may request up to $500 per quarter.
• Level 2 Clubs may request over $500 per quarter.

Step 2: Meet with The Office of Student Life

Clubs must consult with The Office of Student Life to clarify their plans for the activity/event and develop their proposed budget. Schedule an appointment with the Student Life Advisor or attend Club Drop-In Hours prior to the Club Council Funding Request deadline if you have questions regarding your Funding Request.

Step 3: Submit Club Council Funding Request Form

Submit the funding request form by the deadline indicated on the Funding Request Form. Keep in mind Club Council meetings take place every other week. The earlier the club submits the funding request form, the better the chances of having the form processed and added to the next Club Council meeting for approval. Funding requests submitted after the deadline will not be accepted.

Step 4: Present the Club Council Funding Request Form

After the funding request form has been approved and processed by The Office of Student Life, the club must send a currently enrolled Cascadia student to present their request at the next Club Council meeting for budget approval. The voting members of Club Council will ask questions about the necessity of the funds, then approve or deny the funding request with a simple majority vote.

Step 5: Coordinate Purchasing

After Club Council approves the request, the club is responsible for following up with The Office of Student Life to coordinate purchasing. Clubs can schedule an appointment with the Student Life Advisor or attend Club Drop-In Hours to coordinate purchasing. At this time, clubs can make online purchases or schedule a time to check-out the Student Life credit card to make in-person purchases.

Step 6: Club Post-Event Evaluation & Club Council Report

After the club’s activity/event/purchasing, the club must complete the Club Post-Event Evaluation Form within two weeks after the event and give a debrief report at the next Club Council meeting. This evaluation form allows The Office of Student Life to gain an understanding about how the activity/event went, the amount of money spent, and how the club can improve the event in the future. Failure to submit the Post Evaluation Form may limit the club’s ability to request funding in the future.

Spending Club Money

The club will coordinate in advance all necessary purchases with The Office of Student Life. Club funds must be spent on what was allocated on the Club Council Funding Request form.

There are three ways a club may make purchases:

• Request temporary use of a Cascadia College credit card
• Request a purchase order for goods/services from an approved vendor
• Request a check to be paid to a specified vendor (requires at least two weeks advance notice)

The Club will not receive a check made out to an individual student, a personal reimbursement, or cash.

The Office of Student Life has a Cascadia College department credit card that can be checked out for club purchases. A Purchase Request Form must be submitted to reserve the credit card.

The credit card must be returned the same day it is checked out, along with an itemized receipt showing the items purchased. If a club misuses the credit card, makes purchases not approved by Club Council, or fails to return an itemized receipt, the club will lose access to the credit card and future club funding.

If costs are lower than estimated, the club may not spend the extra money on additional purchases not included in the original request. Any unused club funding allocations will be returned to Club Council. Club Council funding may not be used for fundraising purposes. Clubs cannot request funding to donate to an outside organization or request funding to implement an event which will raise money for an outside organization.

Refer to Food at Meetings and Events Policy handbook section for requesting funds for food purchases. Food purchased with Club Council funding must be served only to currently enrolled Cascadia students.

Reimbursement

The Office of Student Life does not reimburse club members for items purchased with their own money. Clubs are encouraged to follow the purchasing process set forth by The Office of Student Life to make purchases on behalf of their club.

The Office of Student Life strongly discourages reimbursing personal funds spent by an advisor or a student employee for club/program expenditures. To process a reimbursement the items must be pre-approved by both the Club Council and Office of Student Life, and the purchaser must be a current Cascadia College employee; non-student employees cannot be reimbursed. The purchaser may have to wait longer for the reimbursement than they expected, due to processing time by the Finance Office. The preferred method of payment for the college is to use a purchase order with a vendor or use the college credit card to make purchases. If a student or advisor makes an approved reimbursable expenditure, they must provide original receipts in order to be reimbursed.

Role of Club Officers

Defining specific leadership roles and structure within your club is not required, but it can be very helpful for effective operation and decision-making. Club officers must be currently enrolled Cascadia students to hold a leadership role. All club officers must maintain good communication with the Office of Student Life and keep them updated on club activities.

Below is a sample of how you might structure the club officer roles.

President

• Has overall responsibility for the operation and vision of the club.
• Schedules, prepares agendas, and facilitates club meetings.
• Coordinates event and program planning.
• Completes budget requests and other necessary paperwork.
• Must complete Club Orientation with Student Life Advisor.
• Delegates tasks to other officers and club members.
• Communicates and/or meets regularly with the Club Advisor.
• Ensure Quarterly Update Forms are completed by the 10th class day of each quarter.
• Ensure the club has a representative attend Club Council meetings.

Vice President

• Assists the President with club duties, examples include event planning, marketing, facilitating club meetings.
• Perform the duties of President in their absence or as needed.
• Must complete Club Orientation with Student Life Advisor.
• Oversees outreach and recruitment of new members.
• Represents the club at Involvement Fairs and schedules regular tabling days on campus.
• Keeps an up-to-date membership roster and contact list.

Club Representative

• Represent the club at Club Council meetings
• Attend all Club Council meetings, or designate another officer as proxy if unable to attend.
• Report on past club meetings and any upcoming activities the club is planning.
• Speak and vote on behalf of the club on questions and decisions put before the Club Council.
• Report on information shared at Club Council back to club officers and members.
• Be familiar with the resources available to the club for publicity and events and the processes for utilizing them.
• Assist the Vice President with promoting the club at Involvement Fairs and tabling events.

Other Positions to Consider

• Event Coordinator – Expert on knowing how to plan events at Cascadia and the policies associated with event planning.
• Publicist – Responsible for posting on all social networks (Facebook, Instagram, Discord), keeps audience/followers informed on upcoming meetings/events, creates graphics and content.
• Secretary - Responsible for all official club correspondence, keep minutes of meetings and record decisions made by the club.

Leadership Transitions

Transitioning from one student leader to another can be a difficult process, but there are ways to make it easier. By planning ahead and setting aside training/transition periods for the outgoing and incoming leaders this will ensure a successful leadership transition. Clubs are encouraged to create and maintain a leadership transition document or digital resource guide that includes the following information:

• Club Advisor Name and Contact Info (if applicable).
• Logins and passwords for any accounts affiliated with the club such as Instagram, Facebook, Gmail, Discord, etc.
  • If you prefer to send The Office of Student Life the logins and passwords, we can share it with the new incoming leadership.
• Consider creating a Google Drive with the following:
  • List of past events and event planning timelines.
  • Previous club flyers (preferably editable versions).
  • Past funding request forms approved by Club Council.
  • Photos from past events (to see what past events/set-ups looked like, future marketing, etc.)
  • Any other historical documents.
• Editable versions of the following:
  • Club description.
  • Learning outcomes/goals/missions.
  • Leadership list.
  • Members list.
  • Alumni list – Would you like to involve alumni club members for future events? (check with alumni if they would like to be contacted by future club members).
  • Advice for future club leaders:
    • What I wish I had known and/or done differently.
    • Ideas I had that I did not get to implement.
    • Tips for future club members.
    • Participate in quarterly Involvement Fairs to recruit members.
    • Create a WhatsApp group or Discord Server for communication.

How to Become a Recognized Club

As a recognized club at Cascadia, members receive numerous benefits, including access to campus facilities, funding for club activities, a wide range of supplies, marketing resources, advisor support, and additional resources outlined in the Student Life Services for Clubs handbook page. Clubs can start the recognition process at the beginning of Fall Quarter and continue to apply for recognition until the third week of Spring Quarter.

Complete the steps below to apply for club recognition status.

Step 1: Complete the Club Application for Recognition Form

To start a club, find three to five (3-5) currently enrolled Cascadia students who share your interest in this club. There are two different club levels with slightly different criteria and privileges. Clubs can choose their club level depending on the extent of involvement and activities they want to lead.

The Student Life Advisor will review your Club Application for Recognition to ensure the club meets the criteria to become a club. If it does, you will be invited to a Club Council meeting to present your club to the Club Council members.

Step 2: Present Proposed Club at Club Council

Club Council meetings are scheduled for every other Friday. After presenting your club during the meeting, Club Council members will evaluate your Club Application for Recognition and vote on your club's recognition.

Tips for approval

• Ensure the club is open to all Cascadia students
• Ensure the club purpose is clear about how it will benefit Cascadia students
• Make sure there is not already a similar club or program serving the same purpose
• Consider the potential risk or liability involved in your club

Step 3: Attend Club Orientation

Within one (1) week of approved recognition status from Club Council, two club representatives from the newly recognized club must complete the required Club Orientation with the Student Life Advisor. During orientation, club representatives will learn about club resources, tour the Involvement and Leadership Office (ARC-130), and complete the Hazing Prevention course. If club members do not complete this required orientation within one (1) week, the club will lose its recognition status.

Returning club leaders are not required to attend orientation unless there have been significant changes to Cascadia’s Club policies and procedures.

Step 4: Submit the Quarterly Update Form

To complete the club recognition process, the club must submit the Quarterly Update Form within one (1) week of completing Club Orientation. If club members do not submit this form, the club will lose its recognition status.

Step 5: Now a Recognized Club

Once recognized, clubs gain access to the following benefits according to their status level. Each level requires a minimum number of enrolled Cascadia students, but there is no maximum limit on the number of club members. Recognized clubs also have access to the resources outlined in the Student Life Services for Clubs handbook page.

Level 1 Club

This level requires a minimum of three (3) currently enrolled Cascadia students. While having a Club Advisor is encouraged, it is not a requirement as a Level 1 Club.

Benefits include:

• One (1) vote during Club Council meetings
• Meet regularly on campus with a dedicated meeting room space
• Use of The Office of Student Life resources, including meeting/event room reservations, supply check-out, Community Engagement Officers (CEOs) Services (ex: graphic arts requests, printing, access to advertising/marketing, etc.)
• The ability to host activities and events on campus, Monday through Friday, with prior approval from The Office of Student Life
• Eligibility to request funding from Club Council for activities/events up to $500.00 per quarter

Level 2 Club

This level requires a minimum of five (5) currently enrolled Cascadia students. Additionally, a Cascadia faculty or staff is required to be a Club Advisor to support the club’s activities.

Benefits include:

• All the benefits provided to Level 1 clubs listed above
• The ability to host off-campus activities and events, including the weekend, with prior approval from both the Club Advisor and The Office of Student Life
• The opportunity to organize day field trips (no overnight stays) with the required participation of a Club Advisor as determined by The Office of Student Life
• Eligibility to request funding from Club Council for activities/events exceeding $500.00 per quarter
• Ability to travel out of state or overnight with the required participation of a Club Advisor as determined by The Office of Student Life (not allowed for the 2024-2025 academic year)

Maintaining Club Recognition

Recognized clubs of Cascadia are governed by the EAB Constitution and club policies written below. To conduct club business on campus, clubs must adhere to the guidelines, policies, and procedures outlined by The Office of Student Life. As a club leader, you are responsible for following and educating your fellow club members on the guidelines, policies, and procedures listed in the Club Handbook.

Attend Club Council Meetings

A club representative is required to attend scheduled Club Council meetings, which occur every other Friday. The club representative acts as the voice for the club, reports on past club meetings and any upcoming activities, speaks and votes on behalf of the club on questions and decisions put before the Club Council. If the club representative is unable to attend the meeting, the club may send another club member to represent the club in their absence. The club representative must be a currently enrolled Cascadia student.

Club representatives must follow the attendance requirements as outlined in the Constitution of the Associated Students of Cascadia College.

Maintain Club Membership

A club must demonstrate student interest by maintaining a membership of 3-5 currently enrolled Cascadia students each quarter. The Student Life Advisor will confirm the enrollment status of these students each quarter to verify club level and recognition status.

Level 1 Clubs require a minimum of three (3) currently enrolled Cascadia students. Level 2 Clubs require a minimum of five (5) currently enrolled Cascadia students and one Cascadia staff or faculty member to serve as the Club Advisor.

Quarterly Update Form

To maintain your club’s recognition status, each club must fill out a Quarterly Update Form every quarter they wish to stay active. The Quarterly Update Form must be completed by the 10th day of class. If the club does not complete this form by the 10th day of class, the club will lose its recognition status.

Communication with The Office of Student Life

Aside from Club Council meetings, clubs should maintain open communication with The Office of Student Life by regularly checking their emails. Club representatives should email clubs@cascadia.edu for any questions and assistance needs. The Office of Student Life is closed on weekends and will not respond to any emails during this time, please allow 24-48 business hours for a reply.

Club activities are led by students and are for students. Club Advisors, guests, and community members are not permitted to submit club forms or make purchases on behalf of club representatives. All correspondence between the club and The Office of Student Life, including the submission of club-related forms, must be submitted by a currently enrolled Cascadia student. When a Cascadia club has UW Bothell student members, the club’s leadership must consist of currently enrolled Cascadia students, UW Bothell students may not represent the club in an official capacity.

Hazing Prevention Policy

Hazing is prohibited within the Cascadia College community as defined by Cascadia’s Hazing Prevention Policy. Hazing involves any action during recruitment, initiation, or affiliation with a student organization that risks bodily danger, physical harm, or serious psychological or emotional harm to any student. This includes forcing or directing a person to consume food, liquid, alcohol, or other substances, regardless of the person’s willingness to participate.

As a recognized club, members must follow the Hazing prevention policy and are responsible in ensuring its activities are acceptable under this policy. The Office of Student Life requires two club members to complete the Hazing Prevention course during Club Orientation. If club membership changes during the academic year, the club must ensure that at least two club members have completed the course and notify The Office of Student Life of these changes. The club’s recognition status is contingent upon successful completion of the course.

Cascadia College Disclaimer

By recognizing a club, the college does not assume responsibility for the club’s action or activities; nor does it imply that the college in any way endorses the club’s stated aims, objectives, policies, or practices. Clubs may not lend their name to non-college groups to procure college facilities or services for non- college events. A club may not use the college name without the college's written authorization, except to identify its institutional recognition.

Non-Cascadia Affiliated Groups

Individuals not employed by Cascadia College are prohibited from serving as a Club Advisor in an official capacity and are considered community members/guests. If a club is affiliated with a national organization, a meeting with the representatives from the organization and The Office of Student Life is required before their involvement with the club. The club’s recognition status is contingent upon a successful meeting with The Office of Student Life, as additional guidelines may be established during this meeting.

Student Code of Conduct

Cascadia expects that all students will conduct themselves as responsible members of the college community both on campus and while attending off campus activities. Cascadia has adopted policies governing student conduct, including disciplinary procedures and procedures for resolving conflicts related to student discipline. To learn more, visit the Cascadia Policies and Procedures website and then select Student Code of Conduct.

Cascadia College Non-Discrimination Statement

Cascadia is committed to creating a supportive environment for a diverse student, faculty, and staff population. Individual differences are celebrated in a pluralistic community of learners.

Cascadia does not discriminate on the basis of race, color, religion, gender and/or sex, sexual orientation, national origin, citizenship or immigration status, age, marital or veteran status, or the presence of any sensory, mental or physical disability, or genetic information, and is prohibited from discrimination in such a manner by college policy and state and federal law.

For more information, visit Cascadia's Board Policies.

EAB Constitution

Recognized clubs of Cascadia must adhere to the Guidelines and Bylaws outlined in the Constitution of the Associated Students of Cascadia College.

Revoking Club Recognition

The Office of Student Life has the right to review club activities and may put a club on probation or terminate a club’s recognition status at any time.

Reasons for probation or termination include any of the following:

• Miss one (1) or two (2) Club Council meetings in one quarter
• Insufficient student interest in club
• Failure to adhere to federal and state law including, but not limited to, Cascadia College policies and procedures, EAB Constitution, and the policies set forth in the Club Handbook
• Violates the Cascadia College Student Code of Conduct
• Any violation of a Prohibited Club Action as referenced below

The following actions are prohibited and will result in the immediate termination of club recognition status, as notified by The Office of Student Life via email:

• Inappropriate use of club funds and college resources
• The purchase, serving, or sale of alcoholic beverages at any club activity, whether using personal or S&A funds
• Off-campus club bank accounts
• Non-Cascadia members misrepresenting themselves as current Cascadia students
• Hazing and harassment of any kind as referenced in the Hazing Prevention Policy
• Discrimination of any kind
• Personal profiting from the club
• Community members/guests who violate Cascadia College policies, including the policies listed in the Club Handbook
• Unauthorized fundraising activities

Loss of Recognition Status

When a club loses its recognized status, students will no longer have access to all club privileges mentioned in the “Club Benefits section” of this club handbook page. After notification, the club must return all items purchased with S&A funds to The Office of Student Life within three business days. The club must immediately remove Cascadia’s name from all social media and email accounts.

Reinstate Recognition Status

Reinstatement Process

When a club loses its recognition status, the club must wait one full quarter (12 weeks equivalent) have passed from the quarter in which the termination occurred before it can apply for re-recognition.

Step 1: Notification Received

The club will receive an official notification via email from The Office of Student Life regarding the club’s recognition status. The club can choose to return as a recognized club by following the Reinstatement Process below.

Step 2: Meet with The Office of Student Life

Email clubs@cascadia.edu to schedule a meeting with the Student Life Advisor. This meeting should occur within two weeks of receiving the notification regarding the club’s recognition status. During the meeting, the club and Student Life Advisor will outline goals for future club conduct and review policies.

Step 3: Complete the Club Recognition Process

After two quarters have elapsed since the club’s termination quarter, the club can submit the Club Application for Recognition Form and present at Club Council. After the club has been approved for re-recognition status, the club must attend Club Orientation and submit the required club forms to officially regain recognition and access club benefits.

Appeal Process

Clubs may appeal probation and termination decisions to the Director of Student Life by following the steps written below.

Step 1: Notification Received

The club will receive an official notification via email from The Office of Student Life regarding the club’s recognition status. The club can choose to appeal by following the Appeal Process below.

Step 2: Submit Evidence

The club must provide evidence to support their appeal in a written statement of 200 words or less. The statement should address the issues mentioned in the notification and include the club’s name and the names of its representatives. This appeal statement must be emailed to the Director of Student Life within five (5) business days of receiving the notification.

Step 3: Meet with the Director of Student Life

The Director of Student Life will schedule a meeting to discuss the appeal within five (5) business days of receipt of the appeal. The club may present their evidence in more detail at this time.

Step 4: Decision Notification

Following the meeting or after reviewing the club’s written appeal statement, the Director of Student Life will email the club the final decision regarding the club’s recognition status within five (5) business days.

Step 5: Post-Appeal Decision Notification

If the appeal is successful, the club must schedule and attend a meeting with the Student Life Advisor to discuss the next steps for reinstatement. This meeting should occur within one (1) week of receiving the successful appeal notification.

If the appeal is unsuccessful, the club can apply for re-recognition status by submitting the Club Application for Recognition form one full quarter (12 weeks equivalent) after their recognition has been terminated.

Intra-Campus Club Policies

Cascadia students are allowed to join and participate in the University of Washington Bothell (UWB) clubs, and similarly, UWB students can participate in Cascadia clubs.

UWB Students Participating in Cascadia Clubs

Cascadia Club Council funding may only be used to support and fund currently enrolled Cascadia student participation in club activities. When a UWB student is participating in a Cascadia club, they are responsible for coordinating any funding requests related to their participation in the activity by working with UWB Club Council to secure their own funding. UWB students will need to email uwbclubs@uw.edu for assistance. If you have questions about the permissible use of Cascadia funds, please email The Cascadia College Office of Student Life, clubs@cascadia.edu.

UWB students are not permitted to hold officer positions in a Cascadia club. All correspondence between the club and The Office of Student Life must come from currently enrolled Cascadia students as referenced above in the Communication with The Office of Student Life section.

Cascadia Students Participating in UWB Clubs

Cascadia students are welcome to attend and participate in UWB club events/activities unless otherwise stated by the UWB club. There may be UWB club events where Cascadia students can only attend if accompanied by a UWB student as their guest. This information will be communicated through the UWB’s club event registration form.

If a Cascadia student is traveling to an off-campus event with a UWB club, they must submit Assumption of Risk forms to both campuses.

Food at Meetings

Meetings are defined as regularly scheduled gatherings of recognized club members.

• Requests for funding to cover the costs of food at a club meeting may be made for ONE club meeting per quarter, typically for new member welcome and/or end of quarter celebrations.
• Total costs for food funding requests are not to exceed $20 per person (includes any additional tax, tip & delivery fees).
• Funding for food may not be requested for recurring club meetings.
• A club may choose to use personal funds to pay for food at other club meetings, not to exceed $20 per member per quarter. Club members will not be reimbursed for food purchases.

Food at In Person Events

Events are defined as advertised, in person gatherings sponsored by a recognized club or organization that take place outside of regularly scheduled meeting times.

• Requests for funding to cover the costs of food must show that food is integral to the event.
• Total costs for food funding requests are not to exceed $20 per person (includes any additional tax, tip & delivery fees)
• A club may not use personal funds to pay for the cost of food at an event.

Food at Virtual Events Hosted by Cascadia Student Organizations

Virtual events are defined as advertised events that are hosted on a virtual platform and are virtually attended or sponsored by Cascadia student clubs or organizations.

• Food may not be purchased for virtual events unless it is integral to the event outcomes or necessary in order to participate in the event, e.g. online food making event.
• If integral to the event, groups may not use food delivery services such as: Amazon Fresh, Instacart, Door Dash, Grub Hub, etc.
• Total costs for food funding requests are not to exceed $20 per person (includes any additional tax, tip & delivery fees).
• Food purchased for virtual events may be subject to the approval of The Office of Student Life staff

Food at Virtual Events Attended by Cascadia Student Organizations

Virtual events are defined as advertised events that are hosted on a virtual platform and are virtually attended by Cascadia Students. These events can be sponsored by Cascadia or an outside organization and may include conferences, tournaments and workshops.

• Virtual event costs that can be requested include conference/event registration fees and conference/event required resources.
• Funding for food as virtual event attendees may not be requested.

Cascadia students can participate in University of Washington Bothell (UWB) clubs, and correspondingly, UWB students can participate in Cascadia club activities. UWB students cannot participate in the Cascadia club in any type of leadership capacity. Club correspondence between the club and The Office of Student Life must come from a currently enrolled Cascadia student. All club forms must be submitted by currently enrolled Cascadia students.

Hosting an Event

Events and activities are some of the most impactful ways to engage with your peers and the Cascadia community. Clubs may host a variety of events and activities such as field trips, movie nights, workshops, guest speakers, etc. Do you already have an idea of something the club wants to host? Check in with the Student Life Advisor to help you brainstorm ideas, offer advice, and assistance. Clubs do not need to have any event planning experience in order to plan an event or activity. The Office of Student Life has an event planning checklist to help manage the planning workload and keep the club on track.

Showing a Movie

If the club wants to show a movie, they must work with The Office of Student Life to obtain a public performance license. A club may not advertise and show a movie on campus without contacting The Office of Student Life to ensure we are complying with copyright law.

Funding

Cascadia Club Council has a budget allocated by the Student Activities Fee (S&A Fees) Committee, for clubs to use to host events, activities, and support club projects and initiatives. Clubs may request funding for their activities and events when funding requests are solely for the use and benefit of the Cascadia Students. The Club Council budget comes from the Services & Activities Fee and is subject to limitations based on permissible use of S&A Fees (Killian Outline) and policies set forth by The Office of Student Life.

Club Council funds may be used for event expenses such as food, facility rentals, A/V costs, or a performer/speaker’s fee. Club Council funds may also cover travel costs for field trips and conferences or purchases of specialized supplies/equipment related to your club’s activities. Questions regarding permissible use of Club Council funds should be directed to The Office of Student Life.

Items purchased with Club Funds belong to The Associated Students of Cascadia College (ASCC) and are meant solely for club use. Personal use of these items outside of club activities is not permitted. All club items purchased will be stored in The Office of Student Life and can be checked out for club meetings and activities. If a club’s recognition status is revoked, all club supplies must be returned to The Office of Student Life and will be added to the general supply inventory for use by the ASCC. refer to the Club Funding handbook section for more information.

Meeting Rooms, Event Spaces & Information Table Reservations

Clubs have access to use Cascadia classrooms, conference rooms, ARC meeting rooms and event spaces, and information tables for official club activities. Meeting room reservations for weekly meetings are available to reserve on a quarterly basis and are free, while reservations for events and activities are reserved as needed and may have a cost associated depending on the location requested.

All club events and activities must be reported to The Office of Student Life. When planning an in-person or virtual activity or event, all activities and events must be submitted to The Office of Student Life for approval and processing, regardless of whether the activity is on or off-campus.

All club events, activities, room reservations, event spaces, and information table requests are made using the Club Activities Report Form.

Meeting & Event Supplies

A variety of meeting and event supplies are available upon request for clubs to use or borrow.

To review the supply inventory available for club use, contact the Student Life Advisor or the EAB Clubs Coordinator. Supplies are first come, first reserved.

To request event supplies from the Student Life inventory, fill out the Supply Request Form and email it to clubs@cascadia.edu, two weeks prior to the date needed to reserve supplies.

Marketing

There are many ways to advertise the club’s upcoming activities and events. For information on how to market your club and club events on campus, refer to the Marketing handbook section.

Social Media

Many clubs choose to maintain their own social media accounts on Instagram, Twitter, Facebook, Snapchat, Discord, and others. It is important to remember that these social media accounts, while not maintained by the college, are still reflective of Cascadia College. Make sure to include your social media accounts on the Quarterly Update form. If the club no longer uses an account, please delete it completely. If a club is no longer recognized at Cascadia, the club must remove Cascadia’s name from all social media accounts.

The club may request to have their event/activity shared on the Student Life social media accounts by sending the image and details they would like shared to CEO@cascadia.edu. The CEOs can also reshare posts to the Student Life Instagram/Facebook stories by tagging @Cascadia_Kodiaks or sending us a direct message of the post. Instagram takeovers on our feed will not be available.

All clubs must adhere to the Cascadia College social media terms of use policy.

Community Engagement Officers (CEOs) Services

The Community Engagement Officers (CEOs) are student leaders who work for Student Life focusing on promoting the Kodiak spirit, and outreach and marketing for clubs and student programs. Access these services on the Student Life Resources page.

Club Walls

The CEOs manage the club wall on campus, located in the Lower Level of CC1. The club wall includes information about club meeting times and location, and social media accounts. When clubs submit their meeting/activity/event to the Kody’s Weekly & TP Times Request Form, the CEOs will automatically include this information on the club wall.

Information Tables

Tabling in high-traffic locations on campus is a great way to publicize your club’s activities and meet interested students. Requests can be submitted 2 weeks in advance through the Club Activities Report Form. Available locations for these info tables include the Activities &Recreation Center (ARC) 1st Floor Lobby, CC1 Lower Level Lobby, CC2 (1st Floor, 2nd Floor, and 3rd Floor vistas), CC3 Lobby, and outdoor spaces such as on the CC3 patio and the library promenade.

General Tabling Guidelines

• A representative of the club must always be present at the table.
• The flow of traffic through the area may not be disturbed either by the table space itself or by the actions of those at the table space.
• Table spaces must not block access to elevators, stairs, classrooms, offices or building exits.
• Distribution of materials may not involve intimidation, harassment, or coercion of persons solicited nor any action that interferes with the free flow of traffic.
• Tabling located in proximity to a classroom must not be disruptive to the learning environment.

Posters

Clubs may choose to create and post their own posters. Clubs who choose to post their own posters must adhere to the Cascadia College’s materials posting policy. Clubs may check out blue tape from The Office of Student Life to use when posting their posters/flyers.

All posters must include the following information:

• Event title, time, date, location
• Sponsoring club’s name and club email
• Event accommodation statement:
• Cascadia College is committed to providing equal opportunity and reasonable accommodation in their services, programs, activities, education, and employment for individuals with disabilities. To request disability related accommodations, students should contact Student Accessibility Services at 425.352.8128, accessibility@cascadia.edu. It is preferred that arrangements are made 10 days prior to the event.

Cascadia Club Council has a budget allocated by the Student Activities Fee (S&A Fees) Committee, for clubs to use to host events, activities, and support club projects and initiatives. Clubs may request funding for their activities and events when funding requests are solely for the use and benefit of the Cascadia Students. The Club Council budget comes from the Services & Activities Fee and is subject to limitations based on permissible use of S&A Fees (Killian Outline) and policies set forth by The Office of Student Life

Club Council funds may be used for event expenses such as food, facility rentals, A/V costs, or a performer/speaker’s fee. Club Council funds may also cover travel costs for field trips and conferences or purchases of specialized supplies/equipment related to your club’s activities. Questions regarding permissible use of Club Council funds should be directed to The Office of Student Life.

Items purchased with Club Funds belong to The Associated Students of Cascadia College (ASCC) and are meant solely for club use. Personal use of these items outside of club activities is not permitted. All club items purchased will be stored in The Office of Student Life and can be checked out for club meetings and activities. If a club’s recognition status is revoked, all club supplies must be returned to The Office of Student Life and will be added to the general supply inventory for use by the ASCC.

Student Life Advisor

The Student Life Advisor is available to all Cascadia club leaders who need assistance and support coordinating club activities/events and general club operations, as well as students who are considering starting a club. The Student Life Advisor can assist with questions regarding policies, resources, planning events, funding requests, and with advice on general club management. The Student Life Advisor attends all Club Council Meetings and is available for drop-in advising in ARC-140 or by appointment.

The Clubs Coordinator for the Events & Advocacy Board (EAB) serves as the primary contact between EAB and student clubs. They can support clubs with general questions, brainstorming ideas for activities and events, building club awareness and involvement, and assisting clubs collaborating with EAB on large-scale events as appropriate..

Activities & Recreation Center (ARC)

The Office of Student Life is located in ARC-140. There are many supplies, meeting rooms, computers, workstations, and additional resources available for recognized clubs to use.

Involvement & Leadership Office (ILO)

Clubs may utilize the Involvement and Leadership Office (ILO) in the ARC (ARC-130). This space is available for official club business, and includes small meeting rooms, open worktables, meeting nooks, and a workroom with publicity-creation supplies like paint, butcher paper, button-maker, etc. Computers are also available in the ILO for clubs and can only be utilized for club-related work. Clubs do not have access to the workroom printers; however, clubs may email CEO@cascadia.edu for copying and printing requests. Refer to the Available Resources table below for more information.

Club Storage

Clubs have access to store their club items in The Office of Student Life’s storage room. Each club is given one storage bin to store items purchased with Club Council funds. If a club would like access to their storage bin to use for club meetings/events, contact clubs@cascadia.edu with the date and time the items are needed, and the items will be placed in the ILO for pick up.

Meeting & Event Supplies

A variety of meeting and event supplies are available upon request for clubs to use or borrow. The Office of Student Life can provide you access to the following items:

• Pens, notepads, name tags, dry-erase markers
• ingle use items such as: cups, plates, utensils, napkins, serving spoons
• Food service supplies including: serving utensils, drink dispensers, coffee makers, bowls, coolers and serving platters
• A spinning wheel, outdoor games, board games and card games such as Uno, Jenga, chess and more
• Event supplies including decorations, balloons, extension cords tablecloths, event carts, pop-up tents, folding tables, and more

To review the supply inventory available for club use, contact the Student Life Advisor or the EAB Clubs Coordinator. Supplies are first come, first reserved.

To request event supplies from the Student Life inventory, fill out the Supply Request Form and email it to clubs@cascadia.edu two weeks prior to the date needed to reserve supplies.

Online Graphic Design Platform

The Office of Student Life provides access to an online graphic design platform that clubs can use for creating social media graphics, posters, presentations, and more. To request access, clubs can email clubs@cascadia.edu.

Meeting Rooms, Event Spaces & Information Table Reservations

Clubs have access to use Cascadia classrooms, conference rooms, ARC meeting rooms and event spaces, and information tables for official club activities. Meeting room reservations for weekly meetings are available to reserve on a quarterly basis and are free, while reservations for events and activities are reserved as needed and may have a cost associated depending on the location requested.

All club events and activities must be reported to The Office of Student Life. When planning an in-person or virtual activity or event, all activities and events must be submitted to The Office of Student Life for approval and processing, regardless of whether the activity is on or off-campus.

All club events, activities, room reservations, event spaces, and information table requests are made using the Club Activities Report Form

Club Access to Resources

Below is a list of resources clubs have access to, including services provided by the Community Engagement Officers (CEOs). For more information about each service, please reference the Marketing handbook section. The links to the forms listed below can be found on the Student Life Resources website.

Level 1 and 2 Club Available Resources

* Club Travel is currently limited, check with The Office of Student Life for more information.