Tau Beta Pi January Officer eNotes
Welcome Back! This page contains important information and links to help you succeed with your spring election, initiation process, 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. The deadline to apply for a TBP Fellowship is February 1, 2020.
- New Chapter Officer tips on reporting, eligibility, image materials, and membership invitation letters
- New Chapter Presidents: look for a large white cardboard envelope of image materials in your mail soon!!
- If your chapter has new officers this term, submit your Report of Officer & Advisor Election and Officer Signatures Report
- Review the Reporting Checklist to ensure you do not miss any deadlines
- Submit Final Action, Roll Book Signatures & fees within two weeks after initiation
- Find ideas for new chapter projects
- Plan to attend your District Conference and work with your District Directors
- Show Up Tau Beta Pi Day (3.14.20) and let us know your plans
- Submit award nominations (Distinguished Alumnus, Laureate, McDonald Mentor, Outstanding Advisor)
- Contact HQ with any questions or concerns. TBP HQ will be closed January 21 for in-service training.
- 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 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. New chapter presidents will receive samples of posters, brochures, etc., soon.
- Use the four sample letters for membership invitations. A letter from the dean to the candidate or to the parents of the 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 sample letters.
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.
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 the 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.
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.
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.
Any chapter reporting projects/activities on their Chapter Survey at the end of the year MUST submit a project report or lose points towards the Chapter Excellence Award. Be sure to use the NEW Electronic Project Reporting System, located under Other Reports in the Chapter Reporting System, to ease the chapter workload by providing tools to quicky 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. Watch the video on how to use the new reporting portal.
District Conferences are held from February 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. Note: District 13 Conference has been changed to April 17-19.
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 15, 2020, as to what activities your chapter has planned so we can share this information with others in your geographic area. Learn more.
The Distinguished Alumnus Award recognizes alumni who have continued to live up to the ideals of TBP as stated in our Eligibility Code and to foster a spirit of liberal culture throughout their lives after their college years. Any chapter or member may nominate one (or more) alumnus member(s) for the award. A nomination must be submitted by February 1. Selection is made by a committee of Association Officials. Read the information sheet & download a Distinguished Alumnus nomination form. Watch the MaybeU video
The Laureate Program recognizes members who excel in areas outside of engineering (arts, athletics, service, and diverse achievements). 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.
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.
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.
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 .