Tau Beta Pi September Officer eNotes
This page contains information and links to help YOU succeed with your chapter responsibilities. Please bookmark the page 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.
The accompanying Officer Welcome Letter provides updated information about the Association, introduces the Chapter Programs Team, and briefly discusses resources and responsibilities as a chapter officer.
- Finalize and update Convention travel plans
- Officer Signatures Report and Fall Information Update due
- Start your undergraduate membership reporting as soon as possible (List membership reports)
- Complete paper eligibility reports for graduate students, alumni, and eminent engineers
- Utilize the online catalog card process for candidates
- DO NOT initiate without email approval from Headquarters
- Review the reporting checklist to ensure you do not miss any deadlines
- Involve your advisors
- Review Engineering Futures updated program policies
- Promote your chapter with a website
- Image Material mailing
HQ requires the Officer Signatures Report from the president, corresponding secretary, treasurer, and chief advisor. It is due two weeks after election of officers. If you submitted a form after your last election of officers, nothing else is needed. If you have NOT submitted one, download a copy of the form and either mail a copy or email high quality (300 dpi) scanned copy, if legible.
Although your chapter may have completed a Report of Officer and Advisor Election, you must complete the Fall Information Update five weeks after the start of the term. This informs HQ of any updates from earlier reports (in case an officer moved over the summer). The report also requests information about your dean of engineering, the president of your institution, and start dates of your school terms.
Do you want to see how your chapter is doing in the membership process? Go to the Membership Menu, click on the Membership Reports button, and then Membership Info. You can view your chapter's statistics for current and previous semesters.
Chapters must use the interactive, electronic reporting system on the web for all undergraduate membership reports. Your chapter has only one username and password; email if you do not have or remember your login or password. Details on how to submit the membership reports are available online. You are strongly encouraged to review the model membership process schedule when planning your chapter's activities and to read The Bulletin, which provides helpful information on the process.
Your Report of Eligibility is due at HQ within the first five weeks after the start of your school term. Bylaw III requires that a fine be levied if the report is not received, but we're usually flexible. Just request an extension by email. Your chapter may submit its Report of Eligibility using an Excel spreadsheet. Instructions are available here.
Your report must list the entire top-fifth of the senior class and the entire top-eighth of the junior class, (including members) even if some names are below a GPA cutoff set by your chapter. If your chapter has one, indicate the GPA minimum on the Report of Eligibility. Round any fraction up to the next whole number. For example, 1/8 of 100 is 12.5, so you would list the top 13 students. Also, if a tie exists you must list all students with the same GPA in the last position. It's okay to exceed the total number of eligible students in this case.
HQ must approve the eligibility of graduate students, alumni, and eminent engineers before they are elected to membership. A paper version of the Report of Eligibility (download) and required documentation must be submitted to HQ AT LEAST two weeks before your election meeting. The remaining portion of the membership process for these candidates is the same as for undergraduates.
Each new member is required to complete a catalog card which is a permanent record of his/her membership. Since 2012, catalog card information is collected using a web-based form. While collection of this information is not required until members are actually elected, many chapters have indicated interest in collecting this information during introductory meetings with candidates.
DO NOT HOLD AN UNAPPROVED INITIATION as your chapter could be fined and placed on probation. You will receive email initiation approval AFTER you have submitted your Report of Election and the electees have completed their catalog cards online. Do not wait until the last minute to contact HQ if you have not received approval. Review the required documents for initiation approval and review your report status online at any time.
A checklist of reports and fees due during the school year is available online. This includes all the membership, Convention, and chapter operations reports that must be completed. If your chapter submits all reports correctly and on time, your chapter is in the running to receive a Chapter Excellence Award at the next Convention.
To find out who your advisors are, go to the TBP online system. Select "Officer Information Related Reports" then "Election of Officers" then "Election Information." Click on "View Advisor." This will show you everyone that has served as an advisor to your chapter in the last ten years. You can determine the current ones by their term expiration date.
Each chapter should have at least four advisors. If not, you should locate additional advisors to add to your corps, perhaps in a discipline not currently represented on the advisory corps, someone local in industry, or an alumnus of the chapter. They must be a member of Tau Beta Pi. If you need help determining if faculty members are Tau Bates, email your list to or .
Invite all your advisors to chapter meetings, activities, and initiations. Include them on the membership email distribution list, if they are not already on it. Request they display a TBP poster outside their office. Ask them to talk to potential candidates and promote TBP in their classes.
The award-winning Engineering Futures (EF) curriculum provides professional skills training in interpersonal communications, team and meeting management, creative problem solving, and oral presentations. Please read the program policies for hosting an EF session. Engineering Futures sessions count as a chapter project.
If you are looking for another officer in your TBP chapter organization, consider electing a webmaster to take care of your web page. Check out the chapter websites; some have very old links. If your chapter's link is old, or if you have a chapter website and it is not linked from this page, notify . If your chapter doesn't have one, it might be a good chapter project!
HQ is in the process of sending samples of our image materials to prepare you for the start of the school year. This package will be sent by UPS to chapter presidents, based on when your school starts. Tau Beta Pi chapter visibility can be improved by the use of these materials.
Have a great fall term! We look forward to working with you and are available to help. Contact us whenever you have questions via email at or phone at 865/546-4578. We are in the office from 7:30 a.m. to 5:00 p.m. ET Monday thru Friday. HQ contact information, including mailing addresses, is available online.