Required Reports for Secretary's Commendation

Important Information!
  • Reports shouldsubmitted (online reports) or postmarked by the due date ( paper reports) to be on time.
  • Call HQ before shipping reports by overnight delivery to check if necessary.
  • HQ may request that a report be faxed if the timing becomes critical.
    If Reports are faxed, originals must still be mailed to HQ within two weeks
  • Chapter may obtain an extension from HQ (except Ratification Ballot).

List of required reports

Fall Reports

FALL CONTACT INFORMATION UPDATE
  • ONLINE report
  • Required by Headquarters
  • Due to HQ by October 15
  • Used by HQ as vital reference for certain chapter contacts. Accurate addresses and phone numbers are extremely important.

OFFICER ELECTION REPORT
  • ONLINE report
  • Required by Bylaw V, 5.01 (Fines for no report)
  • Due to HQ within 2 weeks after election
  • Used to notify HQ of names, addresses, and phone numbers of new officers and advisor. HQ sends Fall and Spring mailings to
  • president using information supplied.

OFFICER SIGNATURES
  • PAPER report
  • Required by Headquarters
  • Due to HQ by October 15 or if there is a change in officers
  • Used by HQ as record of officer signatures and to sign replacement certificates.

Spring Reports

CHAPTER SURVEY
  • ONLINE report
  • Required by Bylaw V, 5.03(d) (8)
  • Due by June 1
  • Used to inform HQ about health of chapter. Data for all chapters summarized and reported in THE BULLETIN.

CHAPTER PROJECT REPORTS
  • PAPER report
  • Required if number of projects reported on Survey > 0
  • Due by June 1
  • Used to determine winners of Project Awards and by Convention Awards Committee.

FINANCIAL REPORT
  • ONLINE report
  • Required by Convention action
  • Due by May 31
  • Used to report on chapter's financial situation and to have a contact person who has financial records during summer.

Membership Reports (Fall & Spring)

REPORT of ELIGIBILITY
  • ONLINE report
  • Required by Bylaws V, 5.03(d) (2) & VI, 6.04(a) (Fines for no report)
  • Due to HQ as soon as list is available (within first five weeks of term)
  • Used to report top 1/8 of juniors and top 1/5 of seniors as required by Constitution. Kept by HQ to process reports for graduate student, alumni, and eminent engineer candidates. Data used by Executive Council in membership study.

REPORT of ELECTION & CATALOG CARDS
  • ONLINE report
  • Required by Bylaws V, 5.03(d) (3) & VI, 6.04(b) (Fines for no report)
  • Due to HQ as soon as electees accept (at least two weeks before initiation)
  • Used to report results of election vote. Kept by HQ to process graduate students, etc. (for example: rejection by chapter requires 7/8 rather than 3/4 vote for later election). Data used in membership study. Catalog cards used to order keys/certificates and to add new members to national records. Accurate, legible card is vital. Initiation approval required by Constitution and ensures uniform application of eligibility standards.

REPORT of FINAL ACTION & ROLL BOOK SIGNATURES
  • ONLINE report
  • Required by Bylaws V, 5.03(d) (4); VI, 6.04(c); & Bylaw VII,7.07 (Fines for no report)
  • Due to HQ immediately after initiation
  • Used to report initiation results. Initiates not officially members until report and signatures received by HQ. Postponed initiations require eligibility at time of actual initiation or have written Advisory Board approval at time of postponement. Send Advisory Board letter with report or soon thereafter. Data used in membership study. Roll book signatures (and printed names) confirm report.

INITIATION FEES/CONVENTION ASSESSMENTS
  • Required by Bylaws V, 5.03(e) & I, 1.05
  • Billed after Final Action received
  • Due to HQ within 10 days after initiation (regardless of invoice from HQ)
    • Used to pay for key/certificate, 4-year subscription to THE BENT, copy of the Constitution and Bylaws, THE BULLETIN while in school, and Association expenses. Convention assessment helps fund the Convention.

Convention related reports

BOTTOM PORTION of CONVENTION DELEGATE CREDENTIALS
  • PAPER report
  • Required by Bylaw V, 5.03(d) (5)  and Tennessee law (Fines for no report)
  • Sent in March
  • Due to HQ within 2 weeks after election
    • Used to notify HQ of name, address, and phone number of Voting delegate and alternate. HQ uses information to send Convention mailings.

TOP PORTION of CONVENTION DELEGATE CREDENTIALS
  • PAPER report
  • Required by Bylaw V, 5.03(d) (5)  and Tennessee law (Fines for no report)
  • Bring to Convention
  • Used to confirm member as chapter delegate at Convention.

CONVENTION DELEGATE EXPENSE REPORT
  • PAPER report
  • Required by Bylaw I, 1.06(a)
  • Sent in August
  • Due to HQ by deadline on expense report
  • Used by HQ to reimburse voting delegate for approved expenses.
  • Required even if voting delegate incurred no expenses.

CONSTITUTION RATIFICATION BALLOT
  • PAPER report
  • Required by Constitution Art. XVIII, Section 3
  • Sent in October after Convention if amendment is approved by the Convention
  • Due to HQ by April 1 (no extensions)
  • Constitution amendments require ratification by the chapters.


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