Model 12-Week Membership Process Schedule
- Request list of scholastically eligible students from registrar, advisor, or whoever provides the list at your
school
- Compose letter from dean to parents (may use version
currently on web), and get dean's approval.
- Meet with chapter officers to choose important dates for candidate process (orientation meeting, election
meeting, electee meeting, projects, initiation).
- Reserve rooms for ALL of these functions.
- Notify Headquarters, District Director(s), advisors, dean, faculty, and alumni of initiation date
- Obtain list of scholastically eligible students from registrar, etc
- Request list of parent's names and addresses for letter from dean to parents
- Submit Report of Eligibility online
- 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
- Send orientation invitation letter and information brochure to eligible candidates
- Mail letter from dean and information brochure to parents of candidates
- Order any candidate materials you may need.
- Conduct orientation meeting (show video, CD, PowerPoint show, distribute brochures)
- Follow up with students who do not attend orientation!
- Follow up with students who do not respond!
- Receive eligibility acknowledgment email from Headquarters
- Mail
Report of Eligibility for graduate students or eminent engineers
- Graduate,alumni,and eminent engineer reports must be mailed
- Make sure eligibility acknowledgment has been received before holding election
- Begin candidate character evaluations
- Begin candidate participation in projects
- Continue candidate character evaluations
- Continue candidate participation in projects
- Hold election meeting
- Invite members to initiation
- Hold meeting of electees (distribute electee materials)
- Submit Report of Election and E-cards
- Indicate whether student was elected or rejected
- If elected - whether student accepted or refused
- Use proper code for rejections or refusals!
- Include email addresses in online information
- Mail Catalog Cards to Headquarters
- Keys and certificates are ordered ONLY after Catalog Cards are received!
- Allow 3 weeks for delivery of keys and certificates.
- Send letter to all candidates
- Follow up with students who do not respond to election invitation!
- Continue candidate character evaluations
- Continue electee participation in projects
- Receive initiation approval by email from Headquarters!
- This is an ABSOLUTE constitutional requirement
- Failure to obtain approval can result in probation!
- CALL Headquarters if approval has not arrived!
- DO NOT wait until the last minute
- Approval MUST come from Headquarters
- DO NOT initiate anyone without approval!!
- Continue electee participation in projects
- Remind District Director(s), advisors, and dean to attend initiation
- Hold electee meeting
- Continue electee participation in projects
- Obtain ribbon for keys
- Choose and notify initiation team
- Check Ritual and initiation equipment
- Check that equipment is in safe working order
- Call Headquarters for help with repairs or replacement
- Hold initiation rehearsal
- Receive keys and certificates
- This is the result of planning ahead and makes ceremony more meaningful
- Sign certificates
- Hold formal initiation ceremony
- This is what all the hard work is for '... to mark in a fitting manner.'
- Advertise names of initiates in school newspaper or by posting an announcement
- Submit Report of Final Action
- Mail copy of Roll Book signatures
- Send payment of initiation fees
- Indicate whether student was initiated or postponed
- Inform Headquarters of Advisory Board action regarding approved postponements
- Initiates are NOT officially members until Headquarters receives this report and copy of roll book signatures!
- Replenish supplies (You did a good job!)
