Immediately after data on scholastic eligibility of juniors and seniors have been compiled, the corresponding secretary submit the REPORT OF ELIGIBILITY to Headquarters, prepared as follows:

a. List entire upper-fifth of the senior class and entire upper-eighth of the junior class, even if some names are below the chapter's grade-point-average cut-off. Be sure to indicate such a cut-off, if your chapter has one.

b. List candidates separately by classes, alphabetically or by point rating, including the names of current chapter members. Show class and curriculum in the appropriate columns for each student.

c. Indicate present chapter members by placing an "M" in the proper column opposite their names on the report; DO NOT PLACE MARKS IN ANY OTHER COLUMNS ON THIS OR SUBSEQUENT REPORTS FOR PRESENT MEMBERS.

d. Indicate previously elected (postponed or financial refusal from prior elections) candidates by placing an "E" in the proper column opposite their names on the report. A list of candidates in this category is sent to the chapter at the beginning of each term. (See page B-21.)

e. State the number of sets of electees' materials (Constitution and Bylaws & Information booklets, etc.) required. Please estimate the number needed as accurately as possible to avoid waste.

f. State the number and type of Bent castings desired, if any, in the space provided at the bottom of the report. The chapter account will be charged for castings ordered and shipped.

NOTE: WE RECOMMEND THAT YOU DO NOT ELECT THESE CANDIDATES WITHOUT APPROVAL FROM NATIONAL HEADQUARTERS, TO PREVENT POTENTIAL EMBARRASSMENT TO YOU, YOUR CHAPTER, AND THE ASSOCIATION.

Immediately after you have collected the permanent-record catalog cards from the electees who have accepted election, the corresponding secretary should submit the REPORT OF ELECTION and catalog cards to the national Headquarters, prepared as follows:

a. Place X in the appropriate columns opposite the names of candidates, indicating election or rejection by the chapter, and acceptance or refusal by the electee. For those who have been rejected by the chapter, place A1, A2, B, C, or D in the proper column to indicate the reason. If an electee refused membership, simply place an X in the appropriate column. You will be asked to indicate his or her reason for refusal on the REPORT OF FINAL ACTION. (See notes and explanations on the reports.)

b. For present chapter members, place nothing in columns to the right of the "Present Member" column.

c. For persons previously elected (postponed or financial refusal), put X in Elected and Accepted columns if they are to be initiated.

d. State your planned date of initiation in the space provided.

e. Send one paper, permanent-record catalog card for each electee who has accepted election to Headquarters with the REPORT OF ELECTION; the second completed card is for your chapter records.

f. If your chapter has any postponed or financial refusal electees, be sure to return the Postponed and Financial Refusal Electee list from previous elections, marked appropriately for action by chapter, with the Report of Election. (See page B-26.)

NOTE: DO NOT INITIATE THESE ELECTEES WITHOUT APPROVAL FROM NATIONAL HEADQUARTERS (Bylaw VI, Sec. 6.04(b)). (See page B-35.)

Immediately after the initiation, the corresponding secretary should submit the REPORT OF FINAL ACTION and mail a photocopy of the Roll Book signatures to Headquarters, prepared as follows:

a. Be sure that the action on each candidate is clearly indicated by marks in the appropriate columns opposite each name.

b. For present members, place nothing in columns to the right of the "Present Member" column.

c.  (1) If a candidate was marked as refused on the
  Report of Election indicate the reason for refusal by 
  placing "A" or "B" in the appropriate column.

(2) If a candidate was marked as having accepted election on the Report of Election but he or she later refused, indicate the reason ("A" or "B") in the Reason Refused column.

d. Place an X in the proper column for electees who were initiated. For an electee whose initiation has had to be postponed, please write the estimated approximate date of his or her initiation (i.e., Spring 2004). Postponed electees can be initiated only if they remain eligible, unless your Advisory Board properly approves the postponement and documents that approval to the Secretary-Treasurer (see below).

e. Place the date your initiation was held in the space provided. Make a photocopy of the Roll Book signatures and mail REPORT of FINAL ACTION (copy all names on each page pertinent to this initiation). Your initiates will not be processed as members until the signatures arrive.

Postponed and Financial Refusal Electees:

a. If your chapter has any postponed or financial refusal electees, be sure to indicate this information on the on-line Report of Final Action so that they may have a chance of being initiated in the future. (See page B-29.)

b. Those persons listed on this report whose postponements are approved and documented by the Advisory Board and reported to the Secretary-Treasurer may be initiated at the next regular election. Their postponements will be considered approved. Examples of valid reasons to miss an initiation include: Military duty, death in family, personal accident or illness, natural disaster, employment work schedule, and job interview.

You may also decide, document, and report that a person's postponement is unapproved. Please refer to the three options explained on the Postponed Electee list (page B-29).

Immediately after data on candidates have been compiled, the corresponding secretary should send the REPORT(s) OF ELIGIBILITY to the national headquarters, prepared as follows:

a. Complete the special REPORT OF ELIGIBILITY for graduate-student, alumnus, and eminent-engineer candidates, giving names, educational background, and sections of Constitution Article VIII under which they are being considered.

Additional letters for graduate students and resumes for alumni and eminent engineers documenting other necessary qualifications and evidence of eligibility of these candidates must be appended to this report.

A graduate student must have been in residence for at least one semester or two quarters and have completed at least 50% of the degree requirements, including coursework and research, as determined by the student's primary academic advisor and certified directly on the report.

b. The Advisory Board must certify the worthiness of these candidates; this may be accomplished by asking the chair of your Advisory Board to sign the report form.

c. Please typewrite or letter the data on the report and be sure that the two carbon copies in the set are legible. DO NOT TEAR THESE LAST TWO REPORTS APART — KEEP THEM IN A SAFE PLACE SO THAT ELECTION AND INITIATION DATA CAN BE ENTERED ON THEM WHEN THEY ARE SENT TO NATIONAL HEADQUARTERS AT THE APPROPRIATE TIMES.

NOTE: PLEASE DO NOT ELECT THESE CANDIDATES WITHOUT APPROVAL FROM NATIONAL HEADQUARTERS. One or more of them may be ineligible (Const. VIII, Sec. 3 and 7(c); Bylaw VIII, Sec. 8.04).

Immediately after you have collected the catalog cards from the electees who have accepted election, the corresponding secretary should send the REPORT OF ELECTION and catalog cards to Headquarters, prepared as follows:

a. Complete the special REPORT OF ELECTION for graduate-student, alumnus, and eminent-engineer candidates, indicating election or rejection by the chapter, and acceptance or refusal by the electee.

Explanation for rejection of any candidate should accompany this report, on a separate sheet.

b. Be sure that the marks made on the REPORT OF ELECTION are legible on the REPORT OF FINAL ACTION. KEEP THE REPORT OF FINAL ACTION IN A SAFE PLACE SO THAT INITIATION DATA CAN BE ENTERED ON IT WHEN IT IS SENT TO HEADQUARTERS AT THE APPROPRIATE TIME.

c. Write your planned date of initiation in the space provided.

d. Send one catalog card for each electee who has accepted election to Headquarters with the REPORT OF ELECTION; the second completed card is for your chapter records.

NOTE: DO NOT INITIATE THESE ELECTEES WITHOUT APPROVAL FROM HEADQUARTERS, regardless of instructions from your advisors or dean of engineering. This will protect you, your chapter, and Tau Beta Pi from the embarrassment of initiating an ineligible candidate or a member and protect your chapter from suspension (Bylaw VI, Sec. 6.04(b); Bylaw VIII, Sec. 8.04). (See page B-35.)

Immediately after the initiation, the corresponding secretary should send the REPORT OF FINAL ACTION and mail a photocopy of the Roll Book signatures to Headquarters, prepared as follows:

a. Complete the special REPORT OF FINAL ACTION for graduate-student, alumnus, and eminent-engineer candidates. Be sure that the action taken on each candidate is clearly indicated by marks in the appropriate columns opposite each name.

b. If an electee refused membership, please explain the specific reasons on a separate sheet.

c. Place an X in the proper column for electees who were initiated. For an electee whose initiation has had to be postponed, please write the estimated approximate date of his or her initiation (i.e., Spring 2004). Postponed electees can be initiated only if they remain eligible, unless your Advisory Board properly approves the postponement and documents that approval to the Secretary-Treasurer (see page B-36).

d. Insert the date your initiation was held in the proper space.

e. Make a photocopy of the Roll Book signatures and send with Report of Final Action (be sure to copy all names on each page pertinent to this initiation).

In 1989 the chapters ratified an amendment to the Constitution and Bylaws which makes chapters which conduct two unapproved initiations within two years subject to probation by the Executive Council. The policy of the Council regarding chapters holding unapproved initiations is:

1. After a Chapter's first unapproved initiation, the Secretary-Treasurer of the Association will send a letter to the Chapter with copies to the dean of engineering and Chapter Advisors warning it of impending discipline by probation.

2. After a Chapter's second unapproved initiation within a period of two consecutive fiscal years (refer to C-IX, 2(b)), the Executive Council will notify the Chapter that within four weeks: 1) it must provide the Secretary-Treasurer of the Association the name of the faculty Advisor it has designated to be in charge of the election process, including the securing of approval to conduct each of the next two initiations, and 2) it must temporarily return its charter to the Secretary-Treasurer. The Secretary-Treasurer will contact the designated Advisor and review the election procedures.

3. If the Chapter fails to comply with the Executive Council's requirements within the specified four-week period and/or it holds a third unapproved initiation within two consecutive fiscal years, it will be placed on probation. Further elections will be null and void until the Chapter is removed from probation. The Council will "present at the next regular Convention the complaint against the Chapter and the Chapter's reply" and follow the procedure given in C-IX, 2(b).