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. Checkout additional resources are here.
- Take note of these April 1 deadlines:
- Submit Ratification Ballot
- Apply for a Tau Beta Pi Scholarship
- Submit Association award nominations
- Learn about the Executive Council Nomination process
- Join in a Tau Beta Pi Day 2020 (3.14.20) event
- Prepare for an APPROVED initiation
- Ensure keys and certificates are received by promptly submitting catalog cards & election report
- Information on shipping and sales tax charges for chapter orders
- Submit your Report of Officer and Advisor Election within two weeks of electing new officers
- Order graduation stoles and honor cords
- Use the new Electronic Project Reporting System
- Plan to attend your District Conference and work with your District Directors
Your Constitution Ratification Ballot is due April 1 (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. A summary of the minutes from Convention related to changes is available here.
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, 2020; the stipend is $2,000 for a year of study. Additional information 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)
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 know of a qualified candidate or are interested in learning more, review this letter for more information. Send nominations to .
Join your fellow Tau Bates in making Pi Day (3.14.20) 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.
- Initiation approval is NOT the acknowledgment received after the Report of Eligibility is submitted. Approval occurs AFTER you submit your Report of Election and HQ sends you an initiation approval email.
- Only after your Report of Election and catalog cards have been submitted online AND you have received initiation approval from HQ can you proceed with an initiation. DO NOT HOLD AN INITIATION until you have received approval from HQ via email.
- If you do not have approval two business days BEFORE your scheduled initiation, contact or to check the status.
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, and $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 membership 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, certificates, and membership cards to initiates, HQ will order replacements and 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, $10 for a certificate, and $5 for a membership card.
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.
State sales tax rule changes have forced our vendor of keys for initiates to charge sales tax. This affects over 40 states and corresponding chapters. Due to these changes, sales taxes for shipments of initiate keys will be passed along to the corresponding chapter. with questions.
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 of stoles and honor cords; you can determine if your chapter has a restriction by using the drop down menu when ordering. If your chapter does not appear; it has a restriction. HQ has seen a significant increase in members of restricted chapters ordering stoles and honor cords. This is due to chapters not properly notifying all graduating members of this policy PRIOR to graduation. This has resulted in members not having the opportunity to wear Tau Beta Pi regalia to this very important occasion. If your chapter needs to be added or removed, . Individual members from chapters without restrictions may order stoles and cords from the TBP Store.
We have launched a new Electronic Project Reporting System that was developed by TBP HQ in collaboration with the 2018 and 2019 Convention Awards Committees. The goal of this new platform is to ease the chapter workload by providing tools to quickly 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. Furthermore, the system keeps track of project reports from previous years, which provides examples for incoming members and officers during chapter transition periods.
For Chapter Officers:
- You can access the system using the same method above. However, an additional Officer Portal is provided within the system to help manage your chapter's reports. You can access this part of the Electronic Reporting System by visiting the Eligibility System, logging in, selecting Other Reports, then Project Reports.
- A video walkthrough of the Officer Portal can be found here.
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 here.
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 or 800/828-2382. HQ contact information, including mailing addresses, is available here.