Tau Beta Pi June Officer eNotes
This page contains important information and links to help YOU succeed with your spring election, initiation process, and other chapter responsibilities — as they have been affected by the COVID-19 quarantine. 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. Check out additional chapter resources as important chapter operations are now being conducted virtually.
- Note these deadlines extended to July 1:
- Complete the End of Year Reports
- Deadline to submit Convention Site Bids
- Submit your Convention Credentials
- Learn about Executive Council Nominations
- Add a program to your Chapter Bylaws
- New this Month:
- Congratulations to all TBP Fellows
- Review the Ratification Ballot results
- Updated Constitution & Bylaws
- Consider these Chapter Website updates
- Review Convention Information updates
- Important Reminders from May eNotes:
- Chapter Resources for Summer/Fall 2020
- Hold an Officer Transition
- Verify the date your IRS 990-N is due and file by the appropriate time
The deadlines for these reports have been extended to July 1. However, we encourage you to submit as soon as possible.
We encourage you to complete these reports with both the outgoing and incoming officers. This will ensure the incoming officers know the status of their chapter reports and can keep a copy for the chapter's records. Required reports are graded and count toward a Chapter Excellence Award.
- Financial Report – submit online (be sure to clear your chapter balance)
- Chapter Survey – submit online
- Project Reports – submit through the Online Project Reporting System
Note: Any Project Reports included on your Chapter Survey need to have reports filed. 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 which are used to determine the Outstanding Chapter and Most Improved Chapter awards. A list of last year's Project Award winners is here.
Take time to review the status of all your chapter's reports; ensure that your Final Action, Officer Election Report, Officer Signatures Report, and more are submitted. On your chapter's home screen in the online reporting system, you can view the status and grades of each required report. If you have any questions about a particular report, please contact .
The new deadline to submit Convention site bids is July 1, 2020. Interested alumni or collegiate chapters may submit a documented request to host a Convention in a given location. The TBP Executive Council will secure financial and logistical data for all submitted chapter requests and other locations from all parts of the country. Click here for more information.
As of today, we plan to move forward with the 115th annual Convention in Atlanta, GA, October 22-24, but this may change. See Convention Information for details (below).
Elect your official chapter voting delegate and an alternate and submit their information using the electronic reporting system; please review the instructions. Note: After submitting the credentials, TBP will email your chapter president that the report has been approved. Tau Beta Pi pays the full travel and on-site expenses of one voting delegate and 20 percent of airfare expenses (up to $200) for one non-voting delegate from your chapter. Convention credentials are due no later than July 1.
The 2020 TBP Convention will elect three members to serve on the Executive Council (EC). Members interested in serving on the EC must be nominated by a chapter—either collegiate or alumni—by July 1. The Executive Director can work with candidates needing a formal nomination.
Candidates with experience in a variety of functions—management, finance, teaching, business, research, etc. and those with knowledge in the areas of image enhancement, branding, fundraising/development, alumni relations, and advising collegiate chapters are strongly encouraged to consider running. Read the position description for more information. If you think you know of a good candidate or are interested in learning more, check out this letter for more information. Send nominations to .
If you are considering adding a program to your chapter's bylaws, review Constitution Article II, Section 1, for the criteria to be an eligible program.
A chapter appealing to include a non-compliant program should submit an appeal to HQ, no later than July 1. You must include a one-page summary for each program being appealed. Complete details on requirements for the appeals process is available here. If you have questions, contact .
The Association would like to congratulate the 2020-21 class of 30 Fellows. The Scholars will be announced in July. Applications for the 2021-22 TBP Fellowships and Scholarships will be available on the website in the fall.
Valid ballots were received from 119 alumni and collegiate chapters, and 222 affirmative votes were required to ratify the four amendments. The Executive Council acted and voted in favor of all four amendments on behalf of those chapters submitting an invalid ballot or no ballot. All amendments are effective now, including approval of the new seal. Thank you for voting! See all details in this letter.
The 2020 version of the Constitution and Bylaws is available on the website.
Most of the collegiate chapter websites include Association graphics (logo and seal), historical, and statistical facts about Tau Beta Pi. A quick spot check of websites showed that older, non-approved graphics and out of date facts are being used. Now might be a good time to review your websites and make upgrades using the following guidelines.
- New Logos and New Seal: Find graphics and guidelines here. Use of slanted logo is no longer permitted.
- There are now 250 active collegiate chapters and 47 active alumni chapters.
- Tau Beta Pi will be 135 years old on June 15, 2020.
- To find out initiated members and current chapter stats, go here.
To help chapters during the COVID-19 crisis, Headquarters has prepared various tools to keep your chapters operating virtually. All resources are stored in the Chapter Resources Google Site. On this site, you can review the various documents, resources, recordings, and FAQ to assist you in holding a successful virtual initiation.
If you are looking for ideas to determine exemplary character in an online environment, need recommendations for conducting a virtual meeting, or want tools to conduct online voting, we have you covered! A group of volunteers developed some best practice documents which were discussed in the April 2 Chapter Chat and are available in the Documents section of the Google Site.
HQ is continuing Chapter Chats, a new video discussion with the chapters. These sessions will be held periodically to discuss announcements, answer questions, and provide resources to the chapters in a more personal manner. Visit the Association's YouTube channel for recordings of previous Chapter Chats. You can also visit the Chapter Resource Google Site for announcements on upcoming Chats. A new Chapter Chat to discuss the required revision of chapter bylaws and officer transitions, will be scheduled in the coming weeks.
As previously stated, as of now, we plan to move forward with an in person Convention in Atlanta, GA, October 22-24. A survey was sent to all potential Convention delegates to determine interest in attending an in person or virtual Convention. The Executive Council is reviewing the results and plans to meet on June 23 to discuss and make a decision. We will communicate that decision as soon as possible. In the meantime, the information below pertains to plans for an in person event. The Convention will be hosted by the Georgia Alpha Chapter at Georgia Institute of Technology and the Atlanta Alumni Chapter. 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 arrive Wednesday evening or Thursday by 10:00 a.m. and attend Thursday's Corporate and Graduate School Recruiting Fair and Professional Development Sessions.
After you have elected new officers, choose the chapter's designated voting delegate; this is usually, but not always, the chapter president. The deadline to submit credentials is July 1. If your chapter has not already submitted credentials, please review the instructions. After credentials are submitted, the chapter president will receive an email to verify the credentials. Please respond to the link in that email. The profle you complete will allow us to keep in touch with you over the summer as details for Convention are finalized. If you have questions, contact .
After you have elected new officers, meet with them (virtually) and pass on the acquired knowledge for your position. This includes obtaining the eligibility list, reserving rooms, location of initiation kit, responsibilities of officer positions, etc. Keep good notes and pass them on to your successor. Ensure that all Advisors and new officers are acquainted.
Check the website for information about filing this IMPORTANT form with the IRS. There are serious consequences for failure to do so.
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 5th 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. You can check the status of your report using the electronic reporting system. This is a required report.
Thank you for all of your hard work this semester adapting to the many challenges presented by the COVID-19 quarantine while meeting the needs of your chapter. There is still much uncertainty as we face the new academic year. Be sure to check on HQ and Convention updates here. Please stay connected to Tau Beta Pi by keeping your address up-to-date by . If you have questions about any of the information on this page, contact HQ at 865-546-4578 or .