Chapter Reporting

1. Chapter Reporting

2. Summer To-Do List Convention Reporting during the Summer

3. Convention Registration • Due: July 31 • Purpose: Estimate on Convention attendance • Additional Information: • Additional students = non-voting delegates • Notify HQ of any address changes immediately • Does not count towards a Secretary’s Commendation • If you have NOT received this letter by early July, contact HQ ASAP!

4. Convention Travel Plan • Due: by deadline in informational letter received over the summer • Purpose: To establish Convention travel and attendance plans • Additional Information: • Constitution requires 1 voting delegate • Notify HQ of any changes immediately • Does not count towards a Secretary’s Commendation • Each person attending Convention has own travel plan

5. Getting the House in Order Reports to Complete after Returning to School

6. Fall Officer Information Update • Due online: • Within 3 weeks of the start of the fall term • Purpose: Reference for chapter contacts • Additional Information: • VERY important!! • All contact information taken from this report!! • Counts toward a Secretary’s Commendation • If anything changes, inform HQ immediately!!

7. Officer Signatures • Online: No (but form is mailed to officers in September and can be downloaded at www.tbp.org) Due: October 15 • Submit new form each time election occurs • Purpose: • Preserve copy of signature • Legal requirement for membership reports • Additional Information: • MUST submit hard copy • Signed by Chapter President, Corresponding Secretary, and Chief Advisor

8. 2011 Convention October 27 - 29, 2011 Indianapolis, Indiana

9. Convention Credentials • Print online • Due (counted as two separate reports): • Bottom due 2 weeks after officer/delegate election • MUST bring top portion to Convention • Purpose: Confirm voting delegate • Additional Information: • Keep top half someplace safe!! • Counts toward a Secretary’s Commendation

10. Convention Expense Report • Sent snail-mail: August, with convention materials • Due: 2 weeks after convention • Purpose: Get your money back! • Additional Information: • Required, even if $0 • Signed by Delegate AND Chief Advisor • Counts toward a Secretary’s Commendation

11. Constitution Ratification Ballot • Sent snail-mail: October after convention • Due: POSTMARKED by April 1 • Purpose: Ratification of amendments • Additional Information • Your chapter must meet the quorum to have a valid ballot – three-fourths of the active members • Extensions eliminate Secretary’s Commendation • Available for download on web in PDF

12. Quorum • Comprised of ACTIVE members • ACTIVE is term determined by each chapter • Members may be declared INACTIVE • To declare any member inactive: • Approval of five-sevenths of your advisory board • This is NOT a chapter or officer decision alone!! • Inactive members can become active again by approval of the advisory board • Often used for members on co-op assignments

13. What is an Inactive Member? • Inactive members are excluded only from those rights and privileges which the Constitution and Bylaws specify for active members. • Convention delegate • Officers • Quorum • Voting • Members declared inactive are still members, just aren’t counted toward quorum

14. Initiation Process The #1 most important thing you do!

15. Eligible Curriculum in Bylaws • Due: Prior to wanting to initiate students from a specific curriculum • Purpose: Ensure only engineering students become members of TBP • Additional Information: • Bylaws need to be updated any time eligible curriculum changes are made • Curricula in question need to be appealed • Chapters with bylaws containing out-of-date/ineligible curricula are not eligible for a Secretary’s Commendation • Chapter bylaws may be requested from Headquarters

16. Report of Eligibility • Due: Within first 5 weeks of term • Purpose: To report all students eligible for membership • Additional Information: • Start the process as EARLY as possible! • Order materials (invitations, bent castings)

17. Eligibility Rules • Seniors = top 1/5 • Junior = top 1/8 • Do NOT include in the original list: • Transfer students • Must be in 3rd semester at your school • Watch for “true” junior / senior ranking • AP credits • Check for engineering class enrollment • Check your chapter bylaws for rules

18. What information is on the form? • Full Name (first, middle initial, last, title) • Month & year of expected graduation • Curriculum • Have they been previously elected? • Letter from HQ • Are they a present member? • List available online • Double-check for large chapters

19. What about Graduate Students? • Eligible if: • Completed 50% of degree requirements AND • Top 1/5 of class OR Faculty recommendation • Solicit nominations from faculty • Submit Report of Eligibility on paper • Submit Report of Election and Report of Final Action using the online system

20. What about Alumni? • Eligible as an undergraduate • Need to submit paperwork HARDCOPY • Watch for changes on website this year! Only initial information will be required hardcopy. • Contact HQ BEFORE taking any action at all!! • To avoid embarrassment to the chapter AND to the candidate • Complete files of chapter reports since 1935 are maintained at headquarters and may contain data of importance

21. What about Eminent Engineers? • Demonstrated evidence of creative and/or scholarly work • Excellence in the workplace • Leadership/active in professional/technical organizations and/or honor societies • Consultant • Community service/leadership

22. What about Eminent Engineers? • Eligible if: • Earned either: • An engineering degree from a recognized engineering college more than 10 years ago • A non-engineering degree more than 10 years ago, has since earned a graduate degree in engineering • OR does not hold a college degree of any kind or holds a degree in a non-engineering field but has had at least 15 years experience as a practicing engineer • AND has achieved distinction in the field of engineering • Contact HQ before the candidate is made aware of being considered • Submit same paperwork as for Alumni to HQ HARDCOPY

23. Determining Character • Part of the membership criteria is to have exemplary character • Ways to Determine Character • Service and/or other activity requirements • Personal interviews • Test of Tau Beta Pi information • Resumes • Recommendations of Tau Beta Pi members

24. Report of Election • Online: Chapter Reports Due: At least two weeks before Initiation • Purpose: Report results of election • Additional Information: • 2 hard copy catalog cards filled out by each elected person • 1 for your chapter • 1 for HQ • 1 e-card for each elected person

25. Initiation Approval • Receive email or verbal approval from Headquarters • Call 1-800-TAU-BETA if unsure • Receipt of eligibility or election report is NOT approval! • READ ENTIRE APPROVAL LETTER!! May be only tentative approval ~ which, if not fixed = UNAPPROVED!! • Do NOT hold an initiation without approval NO UNAPPROVED INITIATIONS!!

26. Report of Final Action • Due: Immediately after Initiation (Within 2 weeks) • Purpose: Initiation Results • Additional Information: • Initiates are not official members until the complete report and signatures are received by National Headquarters • Send fees ($39 / initiate) with report • Send copy of roll book signatures with report

27. What if one or more electeeswere not initiated? • Hold a second initiation at your chapter • Notify HQ that you intend to do this • Contact another chapter to initiate with them • Notify HQ that you intend to do this • Coordinate with the other chapter • Send a representative with your roll book to initiation • Postpone them until next semester • Advisory Board must approve • Notice of approved postponements is emailed by Chief Advisor or mailed via formal letter to HQ

28. Midterm Officer Electionsand Officer Signatures • Some chapters elect officers twice per year • Submit a Report of Election of Officers • Submit an updated Officers Signatures • Additional Information: • Check information on these reports elsewhere in this presentation • If you hold midterm elections, these reports will count towards a Secretary’s Commendation

29. The Cycle Repeats Completing the Initiation Process the Second Time

30. Membership Reporting • Submit the same items the second time around • Report of Eligibility • Report of Election • 2 hardcopy of catalog cards for each elected person • 1 e-card for each elected person • Report of Final Action • Send fees ($39 / initiate) • Send copy of roll book signatures

31. The Light atthe End… Reports to Complete before Transitioning

32. Report of Election of Officers • Due: Within two weeks of election • Purpose: Notify HQ of new officers & advisors • Additional Information: • VERY important!! • If the information changes, inform HQ ASAP!!

33. Advisor Verification • Due: With officer elections • Purpose: Verify who are the chapter’s advisors • Additional Information: • Four advisors per chapter with staggered terms • Not verifying your advisor information will disqualify you from receiving a Secretary’s Commendation

34. Financial Report • Due: June 1 • Purpose: • Inform HQ of the Chapter’s financial status • Additional Information: • Chapters grossing over $25,000 a year must file an IRS form 990 • Other chapters must file a IRS 990-N

35. IRS Form 990-N • Due: 15th Day of the fifth month following the close of the Chapter’s previous Fiscal Year • Purpose: • Verify that your Chapter makes less than $25,000 • Additional Information: • Counts towards your Secretary’s Commendation • Must forward the confirmation email from the IRS to roger@tbp.org at HQ to count • Look in your chapter’s bylaws to determine the end of your fiscal year

36. IRS Form 990-N

37. Chapter Survey • Due: June 1 • Purpose: • Inform HQ of chapter health • Additional Information: • Survey is entered online and required for a Secretary’s Commendation

38. Project Reports • Due: June 1 • Purpose: • Inform HQ of chapter activities • The primary goal: information for next year’s officers!! • Additional Information: • Project reports are used to determine Project Awards • Not submitting project reports counted on the Chapter Survey disqualifies you from receiving the Secretary’s Commendation