Tau Beta Pi January Officer eNotes
Welcome Back! 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 to locate answers to your questions. A summary is at the top of the page with links to more detailed information and references. The deadline to apply for a TBP Fellowship is February 1, 2018.
- If your chapter has new officers this term, submit your Report of Officer & Advisor Election and Officer Signatures Report
- Tout Tau Beta Pi Day (3.14.18) and let us know your plans
- Review the Reporting Checklist to ensure you do not miss any deadlines
- New Chapter Officer tips on reporting, eligibility, image materials, and the dean's letter
- Chapter Presidents: look for a large white cardboard envelope of image materials in your mail soon!!
- Submit Final Action, Roll Book Signatures, & fees within two weeks after initiation
- Plan to attend your District Conference and work with your District Directors
- Submit award nominations (Laureate, McDonald Mentor, Outstanding Advisor) by April 1
- Find ideas for new chapter projects
- Contact HQ with any questions or concerns
If you elected new officers for this term, submit your Report of Officer & Advisor Election and an updated Officer Signatures Report within two weeks of election or as soon as possible if you have already held your election.
We encourage you and your chapter to host or participate in Tau Beta Pi Day events and to proudly wear your TBP apparel and Tau Beta Pi Day t-shirt (available from the online store). If Pi Day is during your school's spring break, consider hosting events throughout the month. Send an email by February 12, 2018, as to what activities your chapter has planned so we can share this information with others in your geographic area. Learn more.
A checklist of reports and fees due during the school year is available online. This includes membership, Convention, and chapter operations reports. Please note that 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.
- Chapters must use the interactive, electronic-reporting system for all undergraduate membership reports. Your chapter has only one username and password; email if you do not have or remember your login or password. Details on how to submit the membership reports are available online.
- 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 must be submitted to HQ AT LEAST two weeks before your election meeting.
- Use the free image materials from HQ to help improve your chapter's image on campus. A one-page materials summary sheet is available for download. Chapter presidents will receive samples of posters, brochures, etc., soon.
- A letter from the dean to the parents of a candidate increases the likelihood that a candidate will pursue membership. You must coordinate with the dean and dean's staff to ensure the letter is sent early enough. See instructions and a sample dean's letter.
Complete Final Action, and email a copy of the Roll Book Signatures (PDF or JPEG). Signatures and initiation fees are due two weeks after initiation. An INITIATION INVOICE is located on the reporting website under "Chapter Info" then "Initiation Invoice" and is available after the Final Action is submitted. If the payment is processed through the school (which can take longer), request an extension.
District Conferences are held from January to April; check the schedule to locate 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 Laureate Program recognizes members who excel in areas outside of engineering (arts, athletics, service, and diverse achievements).
Detailed information cab be found here. Nomination 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, and each winner receives $2,500, a recognition plaque, and is invited to the Convention.
Nominations are to be made by your nominating committee, which excludes your candidate. The committee should prepare the package, which is to be signed by your seven-member Advisory Board and submitted in pdf format. Your chapter may nominate more than one candidate, but all should be of equal high quality. Current chapter members who were nominated previously, but not selected, may be renominated. The website and Fall issues of The Bent list accomplishments of past Laureates.
The McDonald Mentor Award celebrates excellence in mentoring. The winner receives an engraved medallion, pin, and $1,000, and the nominating chapter receives $1,000. Nominations are requested by April 1. See nomination instructions here.
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. More details available here.
The project reports from last year's winning chapters are posted online. Check with your dean's office, campus volunteer center, or local charities for possible projects; find additional ideas here.
Each chapter is encouraged to report their projects each year. Have you been keeping track of each activity or event your chapter has hosted? Do you know who participated in and how many hours were spent on each event? If the answer is no, we suggest taking time at the beginning of this term to fill out project report forms which are due June 1. Headquarters encourages chapters to package their report forms together in a PDF and submit via email. A well-prepared and documented project report is vital in determining project awards. Plus, after three project award years in a row, the chapter receives $500 to be used for a scholarship.
Any chapter indicating projects/activities on their Chapter Survey at the end of the year MUST submit a project report or lose points woards the Chapter Excellence Award.
Welcome to the start of a new year! We look forward to working with you. If you have questions, contact HQ at 865/546-4578 or by .