Tau Beta Pi February Officer eNotes
This page contains critical information and links to help YOU succeed with spring election and other chapter responsibilities. Please bookmark the page to locate answers to your questions. 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.
- Finalize your plans and share them with TBP HQ for Tau Beta Pi Day 2019 (3.14.19)
- Apply for a Tau Beta Pi Scholarship by April 1, 2019
- Review the Reporting Checklist to ensure you do not miss any deadlines
- Complete spring eligibility reports and schedule officer elections for 2019
- Stay compliant with the IRS regarding your tax-exempt status
- Plan to attend your District Conference and work with your District Directors
- Schedule an Engineering Futures session, including a new module
- Order free Image & Membership materials. See four new invitation templates for use
- Elect your 2019 Convention delegate and alternate
Join your fellow Tau Bates in making Pi Day (3.14.19) an international event for the Association. You and your chapter are encouraged to host events on Pi Day and to proudly wear your TBP apparel (available from the online store). If Pi Day is during your school's spring break, plan to host events throughout the month. We want to what activities your chapter has planned so we can share this information with others in your geographic area. Click here for a list of known activities and ideas of what you can do.
Applications for Scholarships are due by April 1, 2019; the stipend is $2,000 for a year of study.
An electee whose initiation is accurately reported to HQ before the deadline is eligible to apply. To receive the award, scholars must be initiated by the time of the award. Additional information is available on the scholarships page. Please publicize this opportunity to your members!
A checklist of reports and fees due during the school year is available online. This includes membership, Convention, and chapter operations reports. Your Ratification Ballot is due April 1 and there are NO extensions! Some chapters need to file a form 990-N in the coming months; check the list of due dates.
Your Report of Eligibility is due at HQ within the first five weeks after the start of your school term. Bylaw VIII requires that a fine be levied if the report is not received, but we're usually flexible; request an extension. Your chapter may submit its Report of Eligibility using an Excel spreadsheet; instructions are available here.
Your report must list the entire top-fifth of the senior class and the entire top-eighth of the junior class, (including members) even if some names are below a GPA cutoff set by your chapter. If your chapter has one, indicate the GPA minimum on the Report of Eligibility. Round any fraction up to the next whole number. For example, 1/8 of 100 is 12.5, so you would list the top 13 students. Also, if a tie exists you must list all students with the same GPA in the last position. It's ok to exceed the total number of eligible students in this case.
Headquarters must approve the eligibility of graduate students, alumni, and eminent engineers BEFORE they are elected to membership. A paper version of the Report of Eligibility along with the required documentation must be submitted to HQ AT LEAST two weeks before your election meeting. As you hold candidate election meetings to determine character of electees, it is also a good time to schedule officer elections and gauge interest from potential candidates.
Most Tau Beta Pi chapters are tax-exempt 501(c)(7) organizations and are NOT eligible to receive deductible gifts from donors. The primary source of income for a 501(c)(7) organization must be from its members through fees or dues. Income from non-members should not exceed 35 percent of a chapter's gross receipts. If your chapter receives more than 35 percent of its income from sources other than members, its 501(c)(7) status could be in jeopardy. Please check out our 501(c)(7) webpage for more information.
All chapters with less than $50,000 in gross income must file an "electronic postcard" with the IRS. This form must be filed by the 15th day of the fifth month after the close of your fiscal year. A list of due dates by chapters is available on our website along with some general information about the filing process. You must forward a copy of your confirmation email from the IRS to by August 1. This is a required report to receive a Chapter Excellence Award. You can check the status of your report using the electronic reporting system.
District Conferences are held from February to April; check the schedule to locate the date of the conference nearest you. These are an invaluable training tool for new officers and members who want to be involved with the organization. They also provide a great opportunity to network and have fun! Conferences are coordinated by your District Directors who are a vital resource for your chapter. Your directors' contact information is available online.
The Engineering Futures (EF) program was established to provide interpersonal skills for engineering students. Sessions are offered in People Skills, Team Chartering, Analytical Problem Solving, Group Process, and Effective Presentation Skills. A new module: Equity, Inclusion, & Ethics was presented in 2018.
You may request a session by completing this form or contacting or . These sessions are free to the chapters; as long as a minimum of 15 participants pre-register to attend. An EF session also counts as a chapter project! Having a session earlier in the term is better – members tend to be busier later in the academic term.
- NEW chapter presidents will receive samples by March 2.
- Free image materials are available, including posters and brochures to place around campus to showcase TBP; order here.
- Send a professional membership invitation email or letter; however, a recent marketing study suggested candidates are more likely to respond to a mailed invitation. Find a follow-up email template here.
- Work with the dean's office to send a letter to student candidates or parents.
- Hand deliver invitations to eligible candidates.
- Discuss TBP member benefits during meetings with eligible candidates; a list of benefits is here.
At your March TBP meeting(s), plant to choose a voting delegate and alternate to attend the 2019 Convention in Ohio. Before school is out, submit Convention credentials.
Keep up the good work! The HQ staff is available to help you; contact us whenever you have questions via email at or phone at 865/546-4578. HQ contact information, including mailing addresses, is available online.