Tau Beta Pi March 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 to locate answers to your questions. A summary is at the top of the page with links to more detailed information and references. More chapter resources are availble here.
- Join in a Tau Beta Pi Day 2019 (3.14.19) event
- Prepare for an APPROVED initiation
- Ensure keys and certificates are received by submitting catalog cards & election report promptly
- Submit your Report of Officer and Advisor Election within two weeks of electing new officers
- Order graduation stoles and honor cords
- Plan to attend your District Conference and work with your District Directors
- Be aware of emails requesting payments
- Check out these opportunities with April 1 deadlines:
- Learn about Executive Council Nominations
- Apply for Tau Beta Pi Scholarships
- Submit Association award nominations
- Submit Ratification Ballot
Join your fellow Tau Bates in making Pi Day (3.14.19) an international event for the Association. You and your chapter are encouraged to host events on Pi Day and to proudly wear your TBP apparel (available from the online store). If Pi Day is during your school's spring break, plan to host events throughout the month. We want to what activities your chapter has planned so we can share this information with others in your geographic area. Click here for a list of scheduled activities.
DO NOT INITIATE until you have received approval from HQ via email. This occurs AFTER you submit your Report of Election of new members and HQ sends you an approval email. This is NOT the acknowledgment received after the Report of Eligibility is submitted. After your Report of Election and catalog cards have been submitted online AND you have received approval from HQ to hold your initiation you may proceed. If you do not have approval two business days BEFORE your scheduled initiation, contact
to check the status.
You are strongly encouraged to review the model membership process schedule when planning your chapter's activities. An initiation checklist is also available to help you with the process.
Keys, certificates, and membership cards will be delivered to the address you provide on the delivery instructions form after the catalog cards and the Report of Election are submitted. Delivery requires up to three weeks, and shipping costs will be charged to your chapter's account. Your chapter will be charged $10 for the key, $4 for the certificate, & $1 for the membership card for each electee who is NOT initiated. If the person is initiated later, the $10 key charge 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 and cards 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 to order replacements. Because they are ordered separately, the cost for replacements is $27 for a key and $10 for a certificate.
If you fail to provide change of address for key and certificate shipping, you will also be charged for reshipment. Note: If all electronic catalog cards are not filled out at the same time, those that are completed later will be sent separately to our key and certificate vendor and additional shipping charges will be incurred.
You should report your newly elected officers using the electronic reporting system within two weeks of holding elections. Plan a transition meeting with new and old officers and consider utilizing the official installation procedure in the President's Book. (Note: The President's Book is now the Officer's Handbook and is currently being updated.) One of the most important roles of a current officer is to ensure a smooth and effective transition of chapter leadership.
In addition to student officers, you must also elect and update your advisors. You can do this in the electronic reporting system by selecting Modify Advisor before you submit your Report of Officer and Advisor Election. Change an advisor's term to "none" if their term has expired or update the term if the advisor was re-elected. Each chapter should have at least four advisors (including one chief advisor), and each should serve four years. Ideally, one advisor's term should expire each year. Review the February 2013 issue of The Bulletin for ways to find advisors and utilize them. A chapter must submit four advisors with valid terms of office on the Report of Officer and Advisor Election.
Order your graduation items early to ensure prompt arrival for distribution to members before graduation. Chapter officers may order stoles and cords for the chapter at a discounted price on the TBP online store.
Many chapters have placed restrictions on individual orders for stoles and honor cords. While there is no list of these chapters, you can determine if your chapter has a restriction by using the drop down while ordering. If your chapter does not appear, it has a restriction. If your chapter needs to be added or removed, . It is the Chapters responsibility to notify all graduating members of this policy. HQ has seen a significant increase in members of restricted chapters ordering honor cords and stoles. Individual members from chapters without restrictions may order cords and stoles from the TBP Store. Please let your chapter know!
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.
The 2019 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 April 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 .
Any electee whose initiation is accurately reported to HQ before the Fellowship Board meets is eligible to apply. Students must have been elected and accepted membership to apply.
Applications for Scholarships are due by April 1, 2019; the stipend is $2,000 for a year of study. More information on scholarships is available on the scholarships page. Please publicize this opportunity to your members!
Nominations for three of our award programs are due April 1 and materials should be by that date. If you need an extension, let us know. Additional information on each program is available on our website.
- The Laureate Program recognizes members who excel in areas outside of engineering (arts, athletics, service, diverse achievements). Winners receive $2,500 and a plaque. (Information sheet)
- The Outstanding Advisor Program recognizes Chapter Advisors who demonstrate exemplary service to their chapters. The winner receives $1,000 and a plaque, and the dean's discretionary fund also receives $1,000. (Information sheet)
- The McDonald Mentor Program celebrates excellence in mentoring. The winner receives an engraved medallion, pin, and $1,000, and the nominating chapter receives $1,000. (Information sheet)
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 (HQ). Download the ballot here. A presentation summarizing the changes can be shared with your members.
There have been reports of phishing emails being sent to collegiate chapter advisors and leaders. Please be careful when responding to emails requesting payment from another chapter officer, Headquarters, or another group. Check with TBP HQ before providing any personal information or payments.
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 865/546-4578. HQ contact information, including mailing addresses, is available online.