Tau Beta Pi President's Book - Manual of Chapter Operations
Section B

Section V - Electees to be Initiated by Other Chapters

(2005 Edition - last update 01/24/2005)

• Procedure for the Home Chapter
  Here is the Tau Beta Pi procedure for arranging the initiation of an electee of your chapter by another chapter near the electee's home. This is done when the person cannot return to your chapter for formal initiation. This electee will be a member of your chapter.
• Establish candidate's eligibility in accordance with Tau Beta Pi membership rules and secure approval for election from the national headquarters, based on candidate's qualifications under Constitution Article VIII.
• Notify candidate by mail of election and include a Tau Beta Pi introductory brochure.
• Do not contact any chapter in electee's behalf.
• Tell electee not to contact any other chapter concerning initiation.
• Tell electee to wait and hear directly from national headquarters.
• Receive acceptance of election from electee.
• Tell electee the amount of your chapter's initiation fee and to whom it should be sent. (It is your responsibility to collect the initiation fee; the initiating chapter will not collect any money from the initiate.)
• Report election either by letter or Report of Election to headquarters. Include:
  
  • Full name of electee,
  • Class year — year of electee's first engineering degree, and
  • Mailing address of electee.
• National headquarters will contact the electee and will arrange direct communications with the president of the nearest chapter. Copies of the letter will be sent to both you and the initiating chapter.
• When electee responds favorably to the first letter, national headquarters will approve initiation by sending an official Initiation Approval letter to the president of the initiating chapter (with a blank initiation report, two catalog cards, and a signature slip).
• Copy of official Initiation Approval will be sent to you. (You should now check with your chapter treasurer to ascertain that the electee has paid the initiation fee. If not, your treasurer should write and request payment.)
• Copy of official Initiation Approval will be sent to electee to advise that arrangements are complete.
• After initiation, the president of the initiating chapter will send to headquarters:
• Report of Initiation for your new member,
• Two completed catalog cards, and
• Signature slip.
• The headquarters staff will complete all chapter membership records:
• Final letter will be sent to new member.
• Copy of final letter will be sent to initiating chapter.
• c. Copy of final letter will be sent to you along with:
• One catalog card for your chapter files, and
• Signature slip — cut your new member's signature from slip and paste into your chapter roll book.
• National headquarters will:
  • Charge new member's national initiation fee to your chapter account,
  • Order engraved key and membership certificate for new member, and

Procedure for the Initiating Chapter
When your chapter is asked to initiate an electee for another chapter:

• You will receive a copy of our first letter to the electee.
• Electee should contact you requesting details of your chapter's next initiation ceremony:
• Date,
• Time of ceremony,
• Place ceremony will be held, and
• Initiation banquet details.
• If details are unknown, make arrangements to inform the electee later to provide date, time, and location.
• If you do not hear from the electee and the time of your chapter's initiation is near, it would be kind of you to invite him or her to attend.
• When you know that the electee plans to be initiated, please write to the national headquarters or instruct the electee to notify the national Headquarters of his or her intentions. The headquarters staff will send an official Initiation Approval to you along with:
• Blank initiation report,
• Two catalog cards, and
• Signature slip.
• NOTE: Do not collect any money from the electee. He or she will have paid the regular initiation fee covering chapter charges and initiation banquet (see 3-b below) to the home chapter. The home chapter will be billed for the national fee. The electee should pay you for the meal of any guest.
• Initiate the electee, who must complete both catalog cards and sign the signature slip.
• Send the completed Initiation Report, both catalog cards, and the signature slip to the national Headquarters.
• If the new initiate attended your chapter's banquet, tell the national Headquarters the amount you paid for the dinner so that your chapter's account can be credited and the home chapter's account can be charged.
• You will receive a copy of a letter to the person you initiated, thanking you for assisting another chapter.