Model 10-Week Membership Process Schedule

Jump to Week: 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10

Week 1
  • Order any needed candidate materials.
  • Request a list of scholastically eligible students from the appropriate person or department.
  • Request a list of parent's names and addresses for dean's letter to parents.
  • Compose the letter from dean to parents or family members with the dean's approval. (current sample dean's letter)
  • Choose dates for chapter activities and reserve rooms for these functions.

Week 2
  • Receive list of scholastically eligible students.
  • Submit Report of Eligibility through the online system.
    • The ENTIRE top 1/5 of seniors and top 1/8 of juniors MUST be listed, including members!
    • Indicate whether students are members or were previously elected - NOT both.
  • Mail the Report of Eligibility for graduate students, alumni, and eminent engineers.
    • The Report of Eligibility of these candidates CANNOT be submitted through the online system.
  • Receive eligibility acknowledgment email from Headquarters (HQ).
    • Make sure eligibility acknowledgment has been received before holding the election of candidates.
  • Send orientation invitation letter and information brochures to eligible candidates.
  • Mail the letter from the dean and information brochures to parents or family members of candidates.

Week 3
  • Conduct orientation meeting (show video, CD, PowerPoint show, distribute brochures).
    • Follow up with students who do not respond or attend orientation!
  • Invite members (including District Directors, advisors, dean, and alumni) to attend initiation.

Weeks 4
  • Begin candidate character evaluations and participation in projects.

Week 5
  • Hold an election of candidates meeting.
  • Submit a Report of Election and e-cards online.
    • Indicate whether each student was elected or rejected.
    • If elected – whether each student accepted or refused.
    • Use the proper code for rejections or refusals!
  • Mail catalog cards to HQ.
    • Keys and certificates are ordered ONLY after catalog cards are received!
    • Allow three weeks for delivery of keys and certificates.
  • Continue participation in projects.

Week 6
  • Hold a meeting of electees (distribute electee materials).
    • Follow up with students who do not respond or attend electee meeting!
  • Receive initiation approval email from HQ!
    • This is a constitutional requirement, and failure to receive approval can result in probation!
  • Continue participation in projects.

Week 7
  • CALL HQ if approval has not arrived
    • DO NOT wait until the last minute as approval MUST be received from HQ before initiation.
    • DO NOT initiate anyone without approval!
  • Choose and notify the initiation team.
  • Check Ritual and initiation equipment and supplies.
    • Verify supply of ribbon for keys, order if necessary.
    • Check that equipment is in safe working order.
    • Call HQ for help with repairs or replacement.
  • Continue participation in projects.

Week 8
  • Remind members (including District Directors, advisors, dean, and alumni) to attend initiation.
  • Hold initiation rehearsal.
  • Continue participation in projects.

Week 9
  • Receive keys and certificates.
    • This is a result of planning ahead and makes the ceremony more meaningful.
  • Sign certificates.
  • Hold a formal initiation ceremony.
    • This is what all the hard work is for, '... to mark in a fitting manner.'

Week 10
  • Advertise the names of initiates in the school newspaper or by posting an announcement.
  • Submit the Report of Final Action online.
    • Indicate whether students were initiated, not initiated, or postponed.
    • Initiates are NOT officially members until HQ receives this report and copy of roll book signatures!
  • Mail a copy of roll book signatures and payment of initiation fees.
  • Inform HQ of Advisory Board action regarding postponements.
  • Replenish supplies for the next term.
  • GOOD JOB!


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