Model 12-Week Membership Process Schedule
Jump to Week: 1 | 2 | 3 | 4-6 | 7 | 8 | 9 | 10 | 11 | 12 Other schedules: 12-week alternate | 10-week | 10-week alternate
- Order candidate materials online.
- Request a list of scholastically eligible students from the appropriate person or department.
- Request a list of parent's names and addresses for dean's letter to parents.
- Compose the letter from dean to parents or family members with the dean's approval.
(current sample dean's letter) - Choose dates for chapter activities and reserve rooms for these functions.
- Receive list of scholastically eligible students.
- Submit Report of Eligibility through the online system.
- The ENTIRE top 1/5 of seniors and top 1/8 of juniors MUST be listed, including members!
- Indicate whether students are members or were previously elected - NOT both.
- Mailor email the Report of Eligibility for graduate students, alumni, and eminent engineers to HQ, including required dcoumentation.
- The Report of Eligibility of these candiates CANNOT be submitted through the online system.
- Receive eligibility acknowledgment email from Headquarters (HQ).
- Make sure eligibility acknowledgment has been received before holding the election of candidates.
- Send orientation invitation letter and information brochures to eligible candidates.
- Mail the letter from the dean and information brochures to parents or family members of candidates.
- Conduct orientation meeting (show video, CD, PowerPoint show, distribute brochures).
- Follow up with students who do not respond or attend orientation!
- Receive eligibility acknowledgment email from Headquarters.
- Invite members (including District Directors, advisors, dean, and alumni) to attend initiation.
- Hold an election of candidates meeting.
- Submit a Report of Election and e-cards online.
- Indicate whether each student was elected or rejected.
- If elected – whether each student accepted or refused.
- Use the proper code for rejections or refusals!
- Have electees fill out catalog cards online.
- Keys, certificates, and membership cards are ordered ONLY after catalog cards are submitted!
- Allow 3 weeks for delivery of keys and certificates.
- Continue participation in projects.
- Receive initiation approval email from HQ!
- This is a constitutional requirement, and failure to receive approval can result in probation and a $50 fine!
- Continue participation in projects.
- CALL HQ if approval email has not been received.
- DO NOT wait until the last minute as approval MUST be received from HQ before initiation.
- DO NOT initiate anyone without approval!
- Choose and notify the initiation team.
- Check Ritual and initiation equipment and supplies.
- Verify supply of ribbon for keys, order if necessary.
- Check that equipment is in safe working order.
- Call HQ for help with repairs or replacement.
- Continue participation in projects.
- Remind members (including District Directors, advisors, dean, and alumni) to attend initiation.
- Hold initiation rehearsal.
- Continue participation in projects.
- Receive keys and certificates; This is a result of planning ahead and makes the ceremony more meaningful.
- Sign certificates.
- Hold a formal initiation ceremony.
- This is what all the hard work is for, '... to mark in a fitting manner.'
- Advertise the names of initiates in the school newspaper or by posting an announcement.
- Submit the Report of Final Action online.
- Indicate whether students were initiated, not initiated, or postponed.
- Initiates are NOT officially members until HQ receives this report and copy of roll book signatures!
- Email or mail a copy of roll book signatures.
- Each initiate's name should be printed beside their signature.
- Mail initiation fees to HQ or call 800/TAU-BETA to pay by credit card. Request invoice if school requires it.
- Inform HQ of Advisory Board action regarding postponements.
- Replenish supplies for the next term.
- GOOD JOB!