Tau Beta Pi June Officer eNotes
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 and visit often 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. Collegiate chapter presidents are encouraged to join this Facebook group for discussions and networking with other chapter presidents.
- Review Convention Information
- Complete the end of year reports
- Review the Ratification Ballot results
- Distribute keys and certificates to your members
- Confirm that your chapter has read the June Officer eNotes
After you have elected new officers, choose the chapter's designated voting delegate; this is usually, but not always, the chapter president. This year's Convention will be held October 29-31 in Providence, Rhode Island, hosted by RI Alpha. The deadline to submit credentials was June 1. We will email more Convention information in July.
The expenses (travel, lodging, meals, registration) for voting delegates are covered by the Association; it is in your chapter's best interest to send a delegate. Plan to attend Thursday's corporate and graduate school recruiting fair.
Non-voting delegates and chapter advisors are also encouraged to attend, but full expenses are not paid. The on-site expenses (lodging, meals, and registration) for one advisor per chapter are covered by HQ. Anyone attending needs to complete Convention registration online by August 1. The Executive Council will select fully-paid non-voting delegates from chapters that applied by the May 1 deadline.
Elect your official chapter delegate and an alternate and submit their information using the electronic reporting system. This process is new; please review the instructions. After credentials are submitted, the chapter president and secretary will receive an email to verify the credentials. Please respond to the link in that email. Provide an email and mailing address where Convention information can be sent over the summer. If you have questions, contact . This is a graded report.
The following reports were due by June 1:
- Financial Report – submit online (see additional note on IRS-990 below)
- Chapter Survey – submit online
- Project Reports – create PDF file and to Roger by June 1
We encourage you to complete these reports with both the outgoing and incoming officers present (BEFORE everyone leaves school). This will ensure the incoming officers know the status of their chapter and can keep a copy for the chapter's records.The Project Report form and can be found here. Even though the deadline has passed, please submit any outstanding reports.
Note: Any Project Reports included on your Chapter Survey need to have reports filed. Otherwise, the chapter will not be eligible for a Secretary's Commendation. Did you hold a banquet or serve refreshments after initiation? That's a project! Did you polish individual Bents before initiation? That's a project! Did you host an Engineering Futures session? That's a project! These reports help determine the recipients of the Project Awards presented at Convention and are used to determine the Outstanding Chapter and Most Improved Chapter awards. A list of last year's Project Award winners is here.
Valid ballots were received from 245 chapters, and 211 affirmative votes were required to ratify each amendment. Three amendments received enough votes to be automatically ratified by the chapters. The Executive Council voted for invalid and missing chapters on the remaining three amendments. All amendments are effective now. Thank you for voting! More details are available in this letter.
Keys and certificates will be ordered after each electee completes their catalog card online. It is vital that a valid email for each electee be entered into your Report of Eligibility. Delivery requires up to four weeks, and shipping costs will be charged to your chapter's account. Your chapter will be charged $9 for the engraved key and $3.40 for the certificate for each electee who is NOT initiated. If the person is initiated later, the $9 for the key 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 are dated and worthless; please destroy them. Our vendors have a 30-day replacement policy for damaged or undelivered keys and certificates; notify HQ if you haven't received these items within 30 days of submitting your Report of Final Action. If you do not distribute keys and certificates to initiates, your chapter will be responsible for the charges to issue them separately from HQ or to order replacements. The cost is $28 for a key and $13 for a certificate.
There has been a significant increase in the number of chapters that are not distributing keys and certificates to new initiates. Please ensure that your chapter does not fall into this category. Make sure they are shipped to a responsible party who can ensure their delivery to the new members. If for some reason your chapter is unable to complete the distribution process, send your keys and certificates to HQ. HQ will package and ship the items to the initiates and your chapter will be charged $5 per member to the chapter acount.
Thank you for all of your great work this academic year. There are still things to do before you hand over the reigns of the chapter to your successors. Please stay connected to Tau Beta Pi by keeping your address up-to-date by emailing . Good luck with your finals and projects. If you have questions about any of the information on this page, contact HQ at 865-546-4578 or .