August 2018 Advisor eNotes
Here are important items for your chapter as the academic year begins:
- Learn about fall reports and how to access the Electronic Reporting System.
- Consider attending the annual Convention in Denver, CO, October 11-13, 2018.
- Be sure your chapter has cleared their balance at HQ.
- Congratulate the TBP Fellows and Scholars at your school.
- Read about the Chapter Endowment Initiative.
- Check out the notice from ACHS.
- Ensure keys and certificates are delivered to new members.
- Report of Eligibility is due at HQ within the first five weeks after the start of your school term. Assist your chapter in acquiring the list as soon as school starts. If you need an extension (before the deadline), . Your chapter should submit its Report of Eligibility using an Excel spreadsheet. Instructions are here.
- Fall Information Update informs HQ of any address changes from the Report of Officer and Advisor Election (completed in spring).This report requests the chapter's shipping address, contact information for the Dean of Engineering and president of the institution, and academic terms.
- Access to the Electronic Reporting System is available to Advisors separate from the login credentials used by the chapter president. Email or to get your login credentials.
- Convention Travel Plan is due September 1. Login to the online system here.
Our 113th Convention will be held in Denver, CO, October 11-13. Due to budget constraints, the Association will continue to not pay on-site or travel expenses for advisors this year. Some advisors have suggested that, if given a specific assignment, such as serving on a committee, they might be able to arrange financial help from their college or company.
Roger (HQ) if you want an official assignment. Convention credentials for your chapter's voting delegate were due on June 1.
Ensure your chapterhas paid any outstanding balance owed to HQ. The Association has a new email address for any chapter billing, payments, statements, or accounting related questions. Contact TBP HQ at . Click here for financial report details.
The Association would like to congratulate the 2018-19 class of 31 Fellows and 288 Scholars. This year's class of Scholars sets a new record for the largest in the history of Tau Beta Pi. Applications will be available in the fall, on the website, to apply for the 2019-20 TBP Fellowships and Scholarships.
We are truly delighted to report on the continuing success of our Chapter Endowment Initiative, by which alumni, companies, and foundations can permanently endow the Association's activities that support any of our 247 collegiate chapters. Last year we reported 45 gifts or pledges to either fully or partially endow chapters, and this year we have 16 to add to the list as we strive to endow all of our chapters. Investment income from the endowments will provide permanent funding for students of the endowed chapter to: attend the annual Tau Beta Pi Convention; receive officer leadership training through the District Program; obtain professional development through Engineering Futures sessions; participate and facilitate MindSET activities; support Headquarters operations; and conduct chapter-directed activities on the college campus and in the local community. Headquarters will work with chapters to disburse funds when a chapter's endowment annual payout permits support of chapter activities.
As chapter advisors, we want to keep you in the loop as this initiative progresses. While there is nothing we need from you on an ongoing basis, we may periodically need your help in preparing a thank you note from your chapter, providing an update about your chapter, or perhaps meeting with a supporter of this initiative when they visit campus. Sherry Jennings-King, TN A '93, is our Major Gifts Officer and lead in this initiative. If you have questions, contact her by or by phone at 612/226-2922.
As a member society of ACHS (Association of College Honor Societies), the ACHS Public Information Committee asked us to share this letter with our chapter advisors. The letter addresses the issue of "bogus" organizations claiming to be honor societies, which has posed problems over the years for students who are confused and paying fees to groups they did not intend to pay.
The letter also promotes the value of ACHS standards and certification. You might also share the letter with other departments on your campus, such as the registrar, honors program, new student orientation, student activities, and any other appropriate office. Please let know if you have any questions. Read the letter for more details.
Keys and certificates will be delivered after the catalog cards and the Report of Election are submitted online. It is vital that a valid email for each electee be entered into your Report of Election. Delivery requires up to four weeks, and there are no shipping costs unless someone's card is filled out late and vendors have to send them separately from the main order, unless the chapter requests expedited shipping for the original order. Your chapter will be charged $10 for the key, $4 for the certificate, and $1 for the membership card for each electee who is NOT initiated. If the person is initiated later, the $10 key charge will be credited to your chapter's account. Keys that will never be used can be sent to HQ for a $0.10 credit, but certificates are dated and worthless; please destroy them. Our vendors have a 30-day replacement policy for damaged or undelivered keys and certificates; notify HQ if you haven't received these items within 30 days of submitting your Report of Final Action. If keys and certificates are not distributed to initiates, your chapter will be responsible for the charges to issue them separately from HQ or to order replacements. The cost is $28 for a key, $13 for a certificate, and $4 for a membership card.
There has been a significant increase in the number of chapters that are not distributing keys, certificates, and membership cards to new initiates. Please ensure that your chapter does not fall into this category. Make sure they are shipped to a responsible party who can ensure their delivery to the new members.
Headquarters appreciates your service. Your work is vital, especially in initiating elected students and helping your local chapter thrive. Thank you!