Tau Beta Pi December Officer eNotes
This page contains information and links to help YOU succeed with your chapter responsibilities. Please bookmark the page 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. Collegiate chapter presidents are encouraged to join this Facebook group for discussions and networking with other chapter presidents.
- Review the 2018 Convention information and recap
- Mark your calendar for your District Conference
- Submit Ratification Ballots by April 1
- Publicize Tau Beta Pi Fellowship information
- Finalize your new members via your Report of Final Action and copy of Roll Book Signatures
- Join the Student Advisory Board
- Distribute keys and certificates to your members
- Elect New Chapter Officers
- Review the billing information and pay initiation fees for fall
- Shopping on Amazon? Use AmazonSmile and support Tau Beta Pi
- Roger Hawks departure
District Conference locations and dates were selected by your district at the Convention. Your chapter is required to send at least one member to the District Conference. Contact your District Director to register. Dates and locations are listed here.
The Ratification Ballot is due April 1 and available here. Review the nine amendment changes here. There are no extensions and it is counted towards a Chapter Excellence Award. You must have 3/4 of your active members vote on the changes for your ballot to be valid; at least 3/4 of those voting must vote in the affirmative to approve an amendment. Voting may be done by email. If mailing, postmark by April 1; no need for special shipping. You may also scan and email the ballot to . Keep a copy for your records.
Any current undergraduate member or electee is eligible as long as they are an initiated member on the date the fellowship is awarded. Please inform your members of the Fellowship Program!
Applications for fellowships are available online beginning December 10, 2018. Fellowship applications are due by February 1, 2019; the stipend is $10,000 for a year of graduate study. Additional information can be found here.
Submit your Report of Final Action online. This report tells us who was actually initiated and who was not. 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 term to be initiated. For this, send an official letter from your Advisory Board to HQ. In addition to the Report of Final Action, send a copy of your Roll Book Signatures to HQ and submit your initiation fees ($55 per initiate). Roll Book Signatures should have each person’s name printed beside their signature.
An initiation invoice is generated when the Final Action is submitted. Fees are due two weeks after the initiation. An extension can be given, but the chapter must request it before the deadline.
The Student Advisory Board of the Association has opened applications for new candidates, each of whom will serve a 3-year term from 2018-22. The application deadline is mid-January 2019. Click here to complete the online application.
Keys, certificates, and membership cards will be ordered after the catalog cards and Report of Election are submitted. Delivery requires up to three weeks. Your chapter will be charged $10.00 for the key, $4.00 for the certificate, and $1.00 for the membership card for each electee who is NOT initiated. If the person is initiated later, the $10.00 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 and membership cards are dated and worthless; please destroy them. Our vendors have a 30-day replacement policy for damaged or undelivered keys, certificates, and membership cards; notify HQ if you haven't received these items within 30 days of submitting your Report of Final Action. Plan ahead to ensure these items can be presented to the new initiates – it makes the ceremony more meaningful. If you do not distribute keys, certificates, and membership cards to initiates, your chapter will be responsible for the replacement charges to issue them separately from HQ. Because they are ordered separately, the cost for replacements is $28 for a key, $13 for a certificate, and $7 for a membership card.
Chapters will be charged for shipping of keys, certificates, and membership cards. If your chapter has one or more initiates that does not complete his/her catalog card, an additional order must be placed and the chapter will be charged for the separate shipping charges.
Your chapter may be one that elects new officers every term, or perhaps one or more of your current officers is graduating at the end of this term. In either case, now is the time to elect chapter officers and advisors to replace them – BEFORE their term ends. Submit the Report of Officer and Advisor Election online and a new Officer Signatures Report within two weeks of election. If you need to change the term for your current officers so you can submit the new report, contact
Each chapter should have at least four advisors, update them in the report, if needed. Their terms should have valid expiration dates to keep them through next year. It is preferred to stagger their terms – one ends May 2019, another 2020, another 2021, and the other 2022. If you need to find an advisor, you can look up faculty members here to see if they are TBP members.
If one or more of your new officers was initiated this term, they may not appear on our database yet. If this is the case, contact Rebecca or Sherry so the system can be updated (and you can receive credit for submitting your Report of Officer and Advisor Election on time).
Information about the initiation fees and our billing process is available on the website. Invoices are now posted in the electronic reporting system and emailed around the first of the month. If your chapter owes money, please pay it promptly. Credit cards are accepted by calling HQ at 865/546-4578. The office is open from 7:30 a.m. to 5:00 p.m. ET Monday through Friday. We are closed December 23-26 and December 30 – January 2.
Your chapter's statement may not include fall initiation fees because your Report of Final Action may not have been processed. Initiation fees total $55 per new member and are due to HQ within two weeks of initiation. Contact if you have any questions.
When you shop on Amazon, support Tau Beta Pi this holiday season using AmazonSmile. The same products and prices are available and the Association receives 0.5% of the price of your eligible AmazonSmile purchases. Tau Beta Pi is an approved charitable organization. Use this link and start shopping.
After 32 years of dedicated service, Roger Hawks has left his position at Tau Beta Pi Headquarters. The Association is grateful to Roger for his commitment and contributions to Tau Beta Pi. In recognition of his years of service, Roger has been granted the title of Assistant Executive Director Emeritus. Read the press release. Contact for chapter related questions.
Happy Holidays, contact HQ at 865/546-4578 or by with questions.