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.
- Check out these April 1 deadlines:
- Apply for Tau Beta Pi Scholarships
- Submit Association award nominations (Laureate, McDonald Mentor, Outstanding Advisor)
- Submit Ratification Ballot
- Review the Reporting Checklist to ensure you do not miss any deadlines
- Complete spring eligibility reports and schedule officer elections for 2020
- Use the new Electronic Project Reporting System
- Stay compliant with the IRS regarding your tax-exempt status
- Plan to attend your District Conference and work with your District Directors
- Order free Image & Membership materials. See four new invitation templates for use
Applications for Scholarships are due by April 1, 2020; 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, applicants must be initiated by June1. Additional information is available on the scholarships page. Please publicize this opportunity to your members!
The Laureate Program recognizes members who excel in areas outside of engineering (arts, athletics, service, and diverse achievements). Nominations and reference letters must be emailed to by April 1. Selections will be made in June by three District Directors appointed by the Executive Council. Winners will be announced in July. Each recipient receives $2,500, a recognition plaque, and is invited to the Convention.
The McDonald Mentor Award celebrates excellence in mentoring. The honoree receives an engraved medallion, pin, and $1,000, and the nominating chapter receives $1,000. Nominations are requested by April 1.
The Association's Outstanding Advisor Award recognizes outstanding performance among the Chapter Advisors of Tau Beta Pi. The winner receives a plaque and $1,000, and the nominating chapter's dean receives $1,000 for its discretionary fund. Nominations are requested by April 1.
Your Constitution Ratification Ballot is due April 1 (postmark/ email deadline); there are no extensions and it is a required report. You may also scan and email the ballot to
. Download the ballot here. An overview presentation summarizing the changes can be shared with your members.
A checklist of reports and fees due during the school year is available online. This includes membership, Convention, and chapter operations reports. 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.
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.
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.
- 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.
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 800/828-2382. HQ contact information, including mailing addresses, is available online.