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.
- Use the new Electronic Project Reporting System
- Review the 2019 Convention information and recap
- Mark the calendar for your District Conference
- Submit Ratification Ballot by April 1
- Publicize Tau Beta Pi Fellowship information
- Finalize your new members via the Report of Final Action and copy of Roll Book Signatures
- Join the Student Advisory Board
- Distribute keys and certificates to your members
- Review the billing information and pay initiation fees for fall
- Shopping on Amazon? Use AmazonSmile and support Tau Beta Pi
We have launched a new Electronic Project Reporting System that was developed by TBP HQ in collaboration with the 2018 and 2019 Convention Awards Committees. The goal of this new platform is to ease the chapter workload by providing tools to quickly and comprehensively develop a report, serve as a central hub for all project reports for the full year, and quickly combine all reports for a given year into an annual report. Furthermore, the system keeps track of project reports from previous years, which provides examples for incoming members and officers during chapter transition periods.
For Chapter Officers:
- You can access the system using the same method above. However, an additional Officer Portal is provided within the system to help manage your chapter's reports. You can access this part of the Electronic Reporting System by visiting the Eligibility System, logging in, selecting Other Reports, then Project Reports.
- A video walkthrough of the Officer Portal can be found here.
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 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 next day delivery service. You may also scan and email the ballot to . Keep a copy for your records.
Please inform your members of the Fellowship Program! Any current undergraduate member or electee is eligible as long as they are an initiated member on the date the fellowship is awarded.
Applications for fellowships are available online beginning December 15, 2019. Fellowship applications are due by February 1, 2020; the stipend is $10,000 for a year of graduate study. Additional information is 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 must 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 must 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 2020-23. The application deadline is February 7, 2020. Click here to complete the online application. You can also read this document for more details on the TBP SAB.
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.
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 800/TAU-BETA. The office is open from 7:30 a.m. to 5:00 p.m. ET Monday through Friday. We are closed December 24-25 and January 1, with limited staff on December 26, 27, 30, and 31.
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.
Happy Holidays and Best Wishes for a prosperous New Year, contact HQ at 865/546-4578, or 800-828-2382, or by with questions.