Membership Process - Points to Consider

Getting started - list of eligible students 
  • List of eligible students
    • Request list from registrar as soon as classes start.
      • Request the list in a format you can use to cut and paste into a spreadsheet.
      • Incoming president should prepare for this over the Summer.
      • Be sure to request postal and email addresses.
    • If registrar will not release the list to a student, ask an Advisor to make request.
    • Verify the list contains the ENTIRE top 1/5th of the seniors and top 1/8th of the juniors.
      • Number of students may exceed the calculated value if students at the end of the list have the same GPA.
    • Take into account any restrictions in your chapter bylaws.
    • Include ALL students in report even if chapter has GPA cutoff.
    • Include current members in report.
    • Always round up.

  • Privacy law issues or 'The registrar won't give out the names'
    • Ask registrar for GPA ranges which cover the top 1/5th of seniors and top 1/8th of juniors instead.
      Request the number of students in each group as well. This will help on the Report of Eligibility.
    • Post flyers asking students with GPA's in those ranges to contact the chapter president.
      Post this information where students can see it!
    • Ask students for release to verify GPA and establish eligibility.
    • Notify Headquarters. There is a way to work around this problem and submit your Report of Eligibility.

Now that you have your list - Report of Eligibility 
  • ALL students in the top 1/8th of junior class and top 1/5th of senior class MUST be listed.
    • If chapter has a GPA cutoff, ALL students must be listed and the cutoff marked.
  • How to submit the Report of Eligibility
    • Download a copy of the Eligibility spreadsheet. It's best to do this each time to get the current members correct.
    • Check the list of eligibles and note any who are currently members.
    • Copy and paste (or type in) names of students on list who are not members
    • Remove any members on the spreadsheet who are not on the list of eligibles. They're still members, just not on the list.
    • Select the appropriate curriculum from the pick list.
      • Chapters may consider only students in those curricula listed in the chapter bylaws.
    • Email spreadsheet to Headquarters. Spreadsheet will be used to enter the students into the online system.
  • Notify candidates and follow up
  • Hold an orientation meeting
    • Powerpoint presentation available. Edit as needed.

Determining character 
  • Don't over do it
    • Excessive duties placed on electees may cause some to refuse election.
      • Review your electees duties to be sure they are reasonable.
    • Allow for class work and other outside activities.
    • Some students may already be doing projects which demonstrate exemplary character.
      • Take into consideration any volunteering electees do ouside of Tau Beta Pi!
    • Be flexible.

What to do at election time - Report of Election/E-cards/Catalog Cards. 
  •  The election meeting
    • Read Eligibility Code
    • Proper quorum - 3/4 of active membership.
    • Members may be declared inactive (check bylaws for procedure). They're still members of TBP, just not actively participating.
  • How to submit the Report of Election
  • Each electee must fill out their own Catalog Card.

Letting candidates know they're now electees. 
  • Sending invitations and following up 
    • Email is OK. Check addresses!
    • Sample letter
    • Letter from dean could be sent at this point.

Marking in a fitting manner - the Initiation ceremony. 
  • Getting approval to hold your initiation
    • Headquarters will email approval to hold initiation
    • DO NOT under ANY circumstances hold an initiation without approval.
    • Unapproved initiations subject the chapter to fines and probation. Two in a 2 year period may result in loss of charter.
  • Inform initiates of what to expect in the ceremony
    • What to expect at Initiation .doc | .pdf
  • Practice, practice, practice
    • Rehearse before conducting ceremony.
    • Practice pronouncing difficult words/names.
    • Check out initiation equipment well in advance of the ceremony so repairs may be made if necessary.

Finishing the paper work: Reports of FA, roll book signatures/fees.
  •  What about the one's who couldn't/didn't make the initiation?
    • Postpone or mark as Refused Election.
    • Advisory Board should approve those who missed for legitimate reasons.
    • Postponed students must be initiated in NEXT semester.
    • If student does not appear on that semester's list and the postponement was not approved by the Advisory Board, the student may NOT be initiated.
    • Students missing the initiation may also be initiated in a special initiation or by another chapter. Check with Headquarters.
  • It's not over till ...
    • ... the paperwork's done.
    • Students are NOT members until Headquarters receives the chapters roll book signatures.
  • How to submit the Report of Final Action.
  • Copy of roll book signatures must be mailed to Headquarters.

Beyond the Basics


What about grad students, alumni & eminent engineers? 
  •  What's different about the reports?
  • What documentation is needed?
    • Graduate student (Section 3)
      • Class rank statement from registrar showing standing in top 1/5th of class AND letter from primary academic advisor stating completion of at least 50% of degree requirements including course work and research.
      • Do not need actual rank, statement that student is in top 1/5th is sufficient.
      • Letter of recommendation from primary academic advisor may be substituted for class rank IF AND ONLY IF class rank is unavailable.
    • Alumni of your institution (Section 4)
      • Statement from registrar or other official document showing graduation in top 1/5th of class.
      • Being listed on Report of Eligibility in last semester before graduation meets this requirement. Headquarters can check for you.
    • Alumni of another institution(Section 5)
      • Statement from registrar or other official document showing graduation in top 1/5th of class.
      • Being listed on Report of Eligibility in last semester before graduation meets this requirement. Headquarters can check for you.
      • Waiver from the chapter at that institution if one exists.
    • Eminent engineer (Section 6)
      • Graduated at least 10 years ago with degree in engineering or at least 15 years ago with a degree in an area other than engineering.
      • Career in engineering meeting the requirements (Section B).
      • The work MUST be in engineering. Teaching engineering classes and administration of an engineering school (ie. dean of engineering) qualifies.
      • Please submit a detailed resume including publications and other society memberships.
      • Some foreign schools will meet the requirement for an engineering degree, check with Headquarters.

Initiating your electee at a different chapter (or vice versa) 
  • How to arrange for a student to be initiated at another chapter?
    • Contact Headquarters who can let you know where and when an initiation is available.
    • Can be used to initiate alumnus who lives in a different part of the country.
  • How to initiate a student for another chapter?
    • Contact Headquarters who will make arrangements.
    • Plan to send a chapter officer or member along to take roll book if possible.


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