Tau Beta Pi May Officer eNotes
This page contains important information and links to help YOU succeed with your spring election and initiation process and your other chapter responsibilities, especially during this time of 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.
- Complete end of year reports by July 1
- Chapter Resources for Spring 2020
- Online Initiation Ceremony vs Postponement to fall for an in-person ceremony
- Finalize the Membership Process and Initiation
- Hold an Officer Transition
- Learn about Executive Council Nominations
- 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
- Place chapter graduation regalia orders early
- Appeal to add a program to your chapter bylaws
The deadlines for these reports have been extended to July 1. However, we encourage you to submit as soon as possible:
- Financial Report – submit online (be sure to clear your chapter balance)
- Chapter Survey – submit online
- Project Reports – submit through the Online Project Reporting System
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 the Chapter Excellence Award.
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 that are used to determine the Outstanding Chapter and Most Improved Chapter awards. A list of last year's Project Award winners is here.
To help chapters address the challenges around the country due to 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. (See Membership Process and Initiation section below.)
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 has started 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.
It is left to individual chapters whether or not to conduct an online ceremony this term. However, TBP HQ strongly encourages chapters to conduct an online ceremony for three reasons.
- Only members of Tau Beta Pi can serve as chapter officers. For some chapters, not having an initiation this term will severely limit the number of possible officers.
- You must be a member of Tau Beta Pi to receive a scholarship. Candidates can apply, but must be initiated by the time the selections are made in June.
- Some candidates may be graduating this term and will not be returning in the fall.
If any of these circumstances impact your chapter or candidates, you are encouraged to conduct an online initiation ceremony at least for individuals impacted by any of these circumstances. Anyone initiated in an online ceremony is encouraged to attend an in-person ceremony in the future to appreciate the ceremony as it was originally intended. Contact your chapter or TBP HQ for more details.
After contacting your eligible candidates, the chapter must decide who they will elect to membership. The list should be voted on by the chapter membership and submitted to HQ as the Report of Election. This report must be submitted with each electee's online catalog card (which should be completed by electee) and APPROVAL RECEIVED BEFORE you hold initiation. Contact HQ if you have not received approval at least two days in advance. Online catalog cards must be completed before membership items can be ordered. If you want keys and certificates for initiation, plan to submit at least three weeks before initiation.
After your approved initiation, submit the Report of Final Action indicating who was initiated. Upload your rollbook signatures with your Final Action and submit your initiation fees within two weeks of your initiation. See Online Initiation page in Chapter Resources.
If you plan to hold a virtual initiation, complete the Online Initiation Ceremony Request Form. Access instructions will be distributed via email and text following conclusion of this form. Once your chapter registers for a virtual initiation, your chapter can opt to have Headquarters collect your initiation fees. After we update the site based on your form answers, you can use one of the below links to distribute to your initiates for fee payment.
- Initiation Fees (AL Alpha - KY Gamma)
- Initiation Fees (LA Alpha - ND Beta)
- Initiation Fees (OH Alpha - WY Alpha)
The quickest way to know that your initiates have paid their fees is to request that they forward their email receipt of payment to you immediately after payment. Headquarters will notify the chapters who has paid on a weekly basis, but receiving confirmation directly from the initiate will be much quicker. If the chapter charges an additional amount above the $55 national fee, the chapter portion will be credited on the next statement balance. If the chapter would like this amount disbursed via a check, submit a request to who will then distribute the money after collecting any needed information. We'll be formalizing this process throughout the month, but basically it will be a one time distribution after HQ has received all the fees and taken out the national fee of $55 per initiate.
If you have any questions about initiation, the membership process, or need an extension, contact or call 865-546-4578.
Ensure that all Advisors and new officers are acquainted. 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.
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 .
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.
As of today, we plan to move forward with the 115th annual Convention in Atlanta, GA, October 22-24. Watch a video update on the 2020 Convention from TBP Executive Director Curt Gomulinski.
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 June 1.
The deadline to submit Convention site bids is June 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.
All requests for chapter graduation regalia should be placed through the Chapter Supplies area of the Tau Beta Pi Store. Please order as early as possible and allow a minimum of 2-4 weeks for processing and shipping. As a reminder, requested regalia will be held until any old outstanding chapter balances are paid in full.
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 .
Headquarters appreciates your service and hard work during the past year, especially during the recent challenges that dealing with COVID-19 has presented. Your continued work is vital, especially in providing continuity and stability to the chapter from one year to the next. 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 .