Tau Beta Pi September Officer eNotes
Welcome Back! We're looking forward to another excellent year in working with our chapters. You will discover that eNotes contain information and links to help YOU succeed with your chapter responsibilities as an officer. Let's get started!
BOOKMARK this page to quickly find answers to questions you will have.
HINT: The bulleted list below has links to more details and references.
BONUS ATTACHMENT: The Officer Welcome Letter provides updated information about the Association, introduces the Chapter Programs Team, and briefly discusses available resources and responsibilities of a chapter officer.
- Upload your resume! www.tbp.org/resumes
- Gear Up for Convention events and Finalize your registration
- Submit your Officer Signatures Report and Fall Information Update now
- Create your undergraduate membership reporting ASAP (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 for don't miss deadlines
- Involve your advisors
- Review Engineering Futures updated program policies
- Promote your chapter with a website
- Image Material mailing
|A new portal has been created on TBP's website for you and your chapter members to upload resumes. Most recruiters (grad school, government, and corporate) at the October 11 Convention Recruiting Fair will have access to them, so be sure to tell your fellow Tau Bates to submit their resumes by October 1. Don't forget to upload yours, too! See list of recruiters here
Convention kicks off Thursday, October 10 with committee meetings, Professional Development Sessions, the First Business Meeting, and recognition of our four outstanding Laureates.
Friday's events include Business Meetings, Recruiting Fair, with over 55 booths —be sure to upload your resume, Professional Development and ICE Sessions, and recognition of our Outstanding Advisor and McDonald Mentor.
Most of Saturday's events will be held on the OSU campus, including a Business Meeting, Group Photo, Model Initiation, and Campus Tours. A reception to honor the award winners and to celebrate 50 years of Women in Tau Beta Pi will be held at the hotel followed by the Alumni and Chapter Awards Banquet where our four Distinguished Alumni and Chapter Awards will be presented.
For the chapters who have not started the Registration process, please do so by September 15 to ensure a room at the hotel.
HQ requires the Officer Signatures Report from the president, corresponding secretary, treasurer, and chief advisor. It is due within 2 weeks after Officer Elections. (Already submitteda form after your election of current officers, great! Nothing else is needed at this time.) However, If you have NOT submitted the Officer Signatures Report after the officers were elected, please do so now. You can download a copy of the form, scan, and
Although your chapter may have completed a Report of Officer and Advisor Election, you must complete the Fall Information Update within 2 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.
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.
- Free image materials are available, including posters and brochures to place around campus to showcase TBP; order here.
- Send professional membership invitation or email; samples here.
- Work with the dean's office to send a letter to candidates and their parents; sample letter here.
- Discuss TBP member benefits during meetings with eligible candidates; a list of benefits is here.
Your Report of Eligibility is due at HQ within the first 5 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. Simply request an extension by . 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.
Do you want to see how your chapter is doing in the membership process?
- Go to the Membership Menu in the TBP online system
- click on the Membership Reports button,
- select Membership Info.
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 2 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 membership. Since 2012, catalog card information is collected using a web-based form. While this information is not required until members are actually elected, many chapters have indicated interest in obtaining 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. 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
- Click on the section for Election of Officers
- Tap the link to 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 .
Invite all 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 – Friday. HQ contact information, including mailing addresses, is available online.
HQ Staff 2019