How to submit Membership reports
(
President's Book section)
- Either:
- log on to the system and entering the
individual names online or
- download the Excel spreadsheet template, completing it, and emailing it to Headquarters.
- Please READ the instructions for downloading and submitting the
spreadsheet.
It is very important they be followed exactly.
- Remember you MUST list the ENTIRE top 1/8th of the junior and top 1/5th of the senior class!
- You MUST list current members who are included in the list you obtain from your registrar.
- The online system checks these name against our member records system.
If the name listed does not match the name in our records, you will receive an error.
- You may obtain a list of current members as entered in our records by clicking on the 'Current Members' button
found on the Eligibility Menu in the online system.
The list can be exported in Excel format by clicking the 'Export to Excel' button.
You may use this list to copy and paste into the spreadsheet you will be submitting.
- Each student must have:
- Month and Year of Graduation
- Curriculum selected from pulldown list
(NOTE: Chapters are restricted to ONLY those approved curricula listed in the bylaws.)
- Previously elected: check appropriate box.
- Current members: DO NOT mark as Previously Elected. Check appropriate box.
(
President's Book section)
- Log on to the system and
enter the information for each student in the appropriate column(s).
- Catalog and online e-cards are part of this report. Keys and certificates will NOT be ordered until HQ receives an
original Catalog Cards filled out by each student marked 'Elected' and 'Accepted'.
- Each student must be marked either:
- Rejected (select appropriate code) or
- Reason codes. (Click 'Help' to see explanation of codes.)
- A1 - Candidate was known to have no interest in membership.
- A2 - Candidate did not respond.
- B - Candidate does not meet the exemplary character requirements of the Eligibility Code.
- C - Candidate is not technically qualified because of transfer-student rule or other restrictions under
Constitution Art. VIII, Sec. 2 and Bylaw VI, Sec. 6.02(e).
- D - Candidate was on Co-op or below chapter deadline and was not contacted.
- Elected
- Each student marked 'Elected' must also be marked either:
(
President's Book section)
- Log on to the system and
enter the information for each student in the appropriate column(s).
- A copy of your Rollbook signatures is part of this report.
Students are NOT officially members until this report is received and processed by HQ.
- Each student marked 'Elected' and 'Accepted' must also be marked:
- Initiated
- Postponed
- Enter date or Semester/Year student will be initiated.
- Remember to send a letter from your Advisory Board for any approved postponement.
Approval is required to initiate a postponed student who does not appear on the eligibility list in the next
semester.
- Process begins by completing and mailing the PAPER Report of Eligibility (
download).
- Does not need to be submitted at the same time you submit your undergraduate Report of Eligibility, but MUST be
submitted AT LEAST 2 weeks before the election.
- Please be sure the report has been signed by the chapter president and chief advisor.
- You may NOT submit the Report of Election online until HQ has entered them into the system and informed you the
candidates are eligible.
- The information required on the Report of Eligibility differs from the online reports.
- Instead of the month and year of graduation and curriculum, each person's educational background is required.
- You must list each degree received (whether engineering or not) by institution, degree, major, and graduation date.
- A Catalog Card is required for each electee accepting election.
- The Key and cetificate is ordered from this card as for undergraduates.
- Documentation showing scholastic eligibility is required for all but eminent engineers.
- The acceptable documentation is listed below:
- Graduate Students (Constitution Article VIII, Sec. 3)
- Either statement from registrar showing standing in top 1/5th of graduate class OR recommendation from
student's primary academic advisor AND statment that student has completed at least 50% of the degree requirements
including research.
- The student's primary academic advisor may sign the Report of Eligibility in lieu of the above.
- Alumni of your school (Constitution Article VIII, Sec. 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.
- Alumni of another school (Constitution Article VIII, Sec. 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.
- AND a waiver from the chapter at the other school if one exists.
- Eminent engineer (Constitution Article VIII, Sec. 6)
- Graduated at least 10 years ago with degree in engineering (some foreign schools will meet this requirement,
check with HQ) or at least 15 years ago with a degree in an area other than engineering.
- AND a career in engineering which meets the
requirements.
- 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.
- The Reports of Election and Final Action require the same information as the undergraduate online reports and are
submitted online.
- Paper Reports of Election and Final Action will no longer be accepted.
