Tau Beta Pi April Officer eNotes
This page contains critical information and links to help YOU succeed with your spring election and initiation process and your other chapter responsibilities. Please bookmark the page and visit often to locate answers to questions you may have. A summary is at the top of the page with links to more detailed information and references.
- Finalize your new members via the Report of Final Action, Roll Book Signatures, and Initiation Fees
- Submit the Report of Officer and Advisor Election
- Elect your Convention voting delegate and register your Convention Credentials by June 1
- Deadline to submit Convention site bids
- Complete the end of year reports
- Review the Ratification Ballot results
- Distribute keys and certificates to your members
- Order graduation stoles and honor cords
- Confirm that your chapter has read the April Officer eNotes
Submit your Report of Final Action online. This report confirms who was initiated. If all of your electees were not initiated, you may hold a second ceremony or go with your electee(s) to another chapter’s initiation. In either case, you need to contact for approval. If these are not valid options, you can postpone your electees until next semester to be initiated. For this, you need to send an official letter from your Advisory Board to HQ. Email a copy of your Roll Book Signatures to HQ with each person’s name printed beside their signature. Submit your initiation fees ($45 per initiate). Information about the initiation fees and our billing process is available on the website. Pass this information to your new chapter president and treasurer. The Report of Final Action, copy of Roll Book signatures, and Initiation fees are due two weeks after initiation. If you need an extension, contact BEFORE the deadline.
If you haven't already, it is time to elect chapter officers and advisors – BEFORE the term ends. Submit the online Report of Officer and Advisor Election within two weeks of election. Terms for new officers should start when school is out in the spring, not in August/September when school begins. HQ will need to contact the new officers over the summer.
Your advisors MUST be updated when this report is submitted. If not, the chapter WILL NOT be eligible for a Recognition Award. Each chapter should have at least four advisors; their terms should have valid expiration dates to keep them through next year (May 2017). It is preferred to stagger their terms – one ends May 2016, another 2017, another 2018, and the other 2019. If you need to find an advisor, you can look up faculty members here to see if they are TBP members. If you have questions, contact .
If one or more of your new officers was initiated this semester, they may not appear on our database yet. If this is the case, contact so the system can be updated (and you can receive credit for submitting your Report of Officer and Advisor Election on time).
HQ has updated the process for the Officer Signatures Report. They are due within two weeks of electing officers, same as the Report of Officer and Advisor Election.
The 111th annual Convention will be in San Diego, CA, from October 6-8. Elect your official chapter delegate and an alternate and submit their information using the electronic reporting system. This process is new; please review the instructions. Note: your chapter president and corresponding secretary will receive an email that they will need to approve the credentials after they have been submitted. Tau Beta Pi pays the full travel and on-site expenses of one voting delegate and will pay 20 percent of airfare expenses for one non-voting delegate from your chapter.
Advisors are also encouraged to attend Convention. However, due to budget constraints, the Association will not pay on-site expenses or travel expenses for advisors this year.
The deadline to submit Convention site bids is June 1, 2016. Interested alumni or collegiate chapters may submit a documented request to host a Convention in a given location. The TBP Executive Council will secure financial and logistical data for all submitted chapter requests and other locations from all parts of the country. Click here for more information.
The following reports are due by June 1:
- Financial Report – submit online (see additional note on IRS-990 below)
- Chapter Survey – submit online
- Project Reports – create PDF file and to Roger by June 1
We encourage you to complete these reports with both the outgoing and incoming officers present (BEFORE everyone leaves school). This will ensure the incoming officers know the status of their chapter and can keep a copy for the chapter's records. The Project Report form is here.
Note: Any Project Reports included on your Chapter Survey need to have reports filed. Did you hold a banquet or serve refreshments after initiation? That's a project! Did you polish individual Bents before initiation? That's a project! Did you host an Engineering Futures session? That's a project! These reports help determine the recipients of the Project Awards presented at Convention and are used to determine the Outstanding Chapter and Most Improved Chapter awards. A list of last year's Project Award winners is here.
Valid ballots were received from 270 alumni and collegiate chapters, and 213 affirmative votes were required to ratify the amendment. The amendment received enough votes to be automatically ratified by the chapters. All amendments are effective now. Thank you for voting! More details are available in this letter.
Keys and certificates will be ordered after each electee completes their catalog card online. It is vital that a valid email for each electee be entered into your Report of Eligibility. Delivery requires up to four weeks, and shipping costs will be charged to your chapter's account. Your chapter will be charged $9 for the engraved key and $3.40 for the certificate for each electee who is NOT initiated. If the person is initiated later, the $9 for the key 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 you do not distribute keys and certificates 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 and $13 for a certificate.
There has been a significant increase in the number of chapters that are not distributing keys and certificates 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. If for some reason your chapter is unable to complete the distribution process, send your keys and certificates to HQ who will package and ship the items to the initiates and your chapter account will be charged $5 per member.
Order your graduation items early to ensure prompt arrival for distribution to members before graduation. Chapter officers may order stoles and cords for the chapter at a discounted price on the materials order page. If your chapter has changed its restrictions, please email . However, it is the chapter's responsibility to notify all graduating members of their chapter's policy. The online store no longer accepts individual orders from restricted chapters. Members from chapters without restrictions may order cords and stoles from the online Store.
Thank you for all of your great work this academic year. There are still things to do before you hand over the reins of the chapter to your successors. Please stay connected to Tau Beta Pi by keeping your address up-to-date by emailing , joining an alumni chapter, or volunteering as a chapter advisor, District Director, Engineering Futures Facilitator, or even an Executive Councillor. Good luck with your finals and projects. If you have questions about any of the information on this page, contact HQ at 865-546-4578 or .