Tau Beta Pi May 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. If your Ritual is not up to date, at least one week prior to initiation.
- Finalize the Membership Process and Initiation
- Hold an Officer Transition
- Verify the date your IRS 990-N is due and file by the appropriate time
- Elect your Convention voting delegate and submit your Convention Credentials by June 1
- Deadline to submit Convention site bids
- Appeal to add a program to your chapter bylaws
- Complete end of year reports
If you have not held your initiation yet, DO NOT INITIATE until you have received approval via email or phone from HQ. Approval is given AFTER you submit your Report of Election and catalog cards. When you receive your approval email, read in its entirety. You should have received an acknowledgement email after submitting the Report of Eligibility; this is NOT the Initiation approval email!
Catalog cards should be completed at the time the Report of Election is completed. A chapter officer should notify the electees to complete their catalog cards using the Send Emails button on the Catalog Card Member Selection page. Be sure to include a due date in the email and follow up with the electee if the card has not been submitted properly.
Invite your entire membership, including advisors and other alumni, to your initiation. The more the merrier (as long as they are TBP members)! Let them know the date and time as soon as possible.
Read through your assigned roles to ensure you know how to pronounce all the words. Ask an advisor, District Director, or contact HQ if you have questions. Also, verify your lighting system is working and that you have flashlights with working batteries for the ceremony.
When roll book signatures are submitted, ensure that each initiate's name is printed legibly beside their signature.
After initiation, submit the following items within TWO WEEKS:
- Report of Final Action
- Copy of Roll Book Signatures
- Any catalog cards not previously submitted
- Payment of initiation fees
If you have any questions about the membership process/ initiation, contact or .
Ensure that all Advisors and new officers are acquainted. After you have elected new officers, meet with them 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.
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.
The 114th annual Convention will be in Columbus, OH, October 10-12. 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.
Advisors are also encouraged to attend Convention. However, due to budget constraints, the Association is unable to pay any expenses, including on-site and travel.
The deadline to submit Convention site bids is June 1, 2019. 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.
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 June 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 .
Due by June 1:
- Financial Report – submit online (be sure to clear your chapter balance)
- Chapter Survey – submit online (new for 2019)
- Project Reports – create PDF file and to Alex
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 reports and can keep a copy for the chapter's records.The Project Report form can be found here. Required reports are graded and count toward the Chapter Excellence Award.
Note: Any Project Reports included on your Chapter Survey need to have reports filed. Otherwise, the chapter will not receive full points for the survey. 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 that are used to determine the Outstanding Chapter and Most Improved Chapter awards. A list of last year's Project Award winners is here.
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 .