Tau Beta Pi February 2022 Officer eNotes
This page contains important information and links to help you and your chapter officers succeed with your spring election, initiation process, and other chapter responsibilities. Bookmark the page to locate answers to your questions. A summary is at the top of the page with links to more detailed information and references. Review additional chapter resources as some chapter operations will continue to be conducted virtually. Please share this information with your chapter members.
- APRIL 1 DEADLINES:
- Review the Reporting Checklist to ensure you do not miss any deadlines
- Complete spring Eligibility Reports and schedule officer elections for 2022
- Use the Electronic Project Reporting System
- Order free Image & Membership materials. See four invitation templates for use
- Stay compliant with the IRS regarding your tax-exempt status
- Submit Executive Council Nominations
- Read latest update from the Student Advisory Board
- NOTE THESE UPCOMING EVENTS:
- Plan to attend your District Conference and work with your District Directors
- Celebrate Tau Beta Pi Day (3.14.22) and let us know your plans
- Attend the next Tau Bate Talk on February 20
- Don't miss the next Chapter Chat and Chapter Development Committee sessions
- Register for Spring virtual Engineering Futures Sessions
Applications for Scholarships are due April 1, 2022; the stipend is $2,000 for a year of study and $1,000 for one semester.
An electee whose initiation is accurately reported to HQ before the deadline is eligible to apply. To receive the award, applicants must be initiated by June 1. Additional information is available on the Scholarships page. Please publicize this opportunity to your members!
The Laureate Program recognizes members who excel in areas outside of engineering (arts, athletics, service, and diverse achievements). Nominations and reference letters must be emailed to by April 1. Selections will be made in June by three District Directors appointed by the Executive Council. Winners will be announced in July. Each recipient receives $2,500, a recognition plaque, and is invited to our annual Convention.
The McDonald Mentor Award celebrates excellence in mentoring. The honoree receives an engraved medallion, pin, and $1,000, and the nominating chapter receives $1,000.
The Association's Outstanding Advisor Award recognizes outstanding performance among the Chapter Advisors of Tau Beta Pi. The winner receives a plaque and $1,000, and the nominating chapter's dean receives $1,000 for its discretionary fund.
The Executive Council has approved a constitutional amendment to the Tau Beta Pi Constitution and has submitted it to the chapters for ratification. This amendment would update the Executive Council election process used during the Convention. The Executive Council extended the deadline from October 15 to April 1. The deadline will not be extended again and this is a required report towards a Chapter Excellence Award. If your chapter did not submit a ballot in the fall, you should do so immediately. You may verify your chapter's submission status by checking the Ratification Ballot grade in the reporting system.
Please reference this Google Site which contains all the information you need to know about the amendment and ratification process. Chapters are asked to submit their ballot by April 1, 2022. The site also has an information sheet about the amendment, a presentation for chapter members, and a letter from the Executive Director.
If you have any questions, contact Alex with the Chapter Services Team or 865-546-4578.
Review the checklist of reports and fees due during the school year. This includes membership, Convention, and chapter operations reports. Some chapters need to file a form 990-N in the coming months; check the list of due dates.
Your Report of Eligibility is due at HQ within the first five weeks after the start of your school term. Bylaw III requires that a fine be levied if the report is not received, but we're usually flexible; request an extension. Your chapter may submit its Report of Eligibility using an Excel spreadsheet; instructions are available here.
Your report must list the entire top-fifth of the senior class and the entire top-eighth of the junior class, (including members) even if some names are below a GPA cutoff set by your chapter. If your chapter has one, indicate the GPA minimum on the Report of Eligibility. Round any fraction up to the next whole number. For example, 1/8 of 100 is 12.5, so you would list the top 13 students. Also, if a tie exists you must list all students with the same GPA in the last position. It's all right to exceed the total number of eligible students in this case.
Headquarters must approve the eligibility of graduate students, alumni, and eminent engineers BEFORE they are elected to membership. A paper version of the Report of Eligibility along with the required documentation must be submitted to HQ AT LEAST two weeks before your election meeting. As you hold candidate election meetings to determine character of electees, it is also a good time to schedule officer elections and gauge interest from potential candidates.
The Electronic Project Reporting System was developed to ease the chapter workload by providing tools to quickly and comprehensively develop a report, serve as a central hub for all project reports for the full year, and quickly combine all reports for a given year into an annual report. Furthermore, the system keeps track of project reports from previous years, which provides examples for incoming members and officers during chapter transition periods.
For Chapter Officers:
- You can access this part of the Electronic Project Reporting System by visiting the Eligibility System, logging in, selecting Other Reports, then Project Reports. However, an additional Officer Portal is provided within the system to help manage your chapter's reports.
- A video walkthrough of the Officer Portal can be found here.
- Free image materials are available, including posters and brochures to place around campus to showcase TBP; order here.
- Send a professional membership invitation email or letter. A recent marketing study suggested candidates are more likely to respond to a mailed invitation. Find a follow-up email template here.
- Work with the dean's office to send a letter to student candidates or parents.
- Hand deliver invitations to eligible candidates.
- Discuss TBP Member Benefits during meetings with eligible candidates; a list of benefits is here.
Most Tau Beta Pi chapters are tax-exempt 501(c)(7) organizations and are NOT eligible to receive deductible gifts from donors. The primary source of income for a 501(c)(7) organization must be from its members through fees or dues. Income from non-members should not exceed 35 percent of a chapter's gross receipts. If your chapter receives more than 35 percent of its income from sources other than members, its 501(c)(7) status could be in jeopardy. Please view our 501(c)(7) web page for more information.
All chapters with less than $50,000 in gross income must file an "electronic postcard" with the IRS. This form must be filed by the 15th day of the 5th month after the close of your fiscal year. A list of due dates by chapters is available on our website along with some general information about the filing process. You must forward a copy of your confirmation email from the IRS to by August 1. This is a required report to receive a Chapter Excellence Award. You can check the status of your report using the Electronic Reporting System.
The 2022 TBP Convention will elect three members to serve on the Executive Council (EC). Members interested in serving on the EC must be nominated by a collegiate or alumni chapter by July 1. The Executive Director can work with candidates needing a formal nomination.
Candidates with experience in a variety of functions—management, finance, teaching, business, research, etc. and those with knowledge in the areas of image enhancement, branding, fundraising/development, alumni relations, and advising collegiate chapters are strongly encouraged to consider running. Read the position description for more information. If you know of a qualified candidate or are interested in learning more, review this letter. Send nominations to TBP HQ.
The SAB's Chapter Toolkit Committee is continuing to develop new resources for the Chapter Toolkit, which contains a wide range of documents that offer advice, templates, and suggestions stemming from the SAB's experience. The Chapter Toolkit Committee has published a "Guide to Hosting Asynchronous Events" to help chapters brainstorm ideas to engage their initiates and members. The guide presents several no-cost ways your chapter can contribute to meaningful organizations. Check out these other documents: "List of Campus Fundraising Opportunities" and the "Notice of Changing Active-Inactive Member Status." Let us know what you think!
Also, please join the newly revamped discord server! Initially started for the 2020 Unvention, the server has been updated to serve the General TBP community. Use it as a hub to ask questions, see upcoming events, and connect with other Tau Bates. Here's a link to join.
The SAB is a committee of TBP members who provide recent graduate and student input to the Executive Council and Executive Director. If you have questions for the SAB, you can reach out to .
District Conferences will be held in both in-person and virtual formats this year and are scheduled from February to April. These conferences include members from all the chapters in your District and are an invaluable training tool for new officers and members who want to be more involved with the Association. The primary goal is to aid in chapter officer transition and onboarding to help maintain continuity for chapter leadership. They also provide a great opportunity to network and have fun! Conferences are coordinated by your District Directors who are a vital resource for your chapter. Your Directors' contact information is available online. The 2022 District Conference schedule can be found here.
Join your fellow Tau Bates in making Pi Day an international event for the Association by wearing your Tau Beta Pi apparel or insignia on Pi Day, Monday, March 14. Because there may be fewer in-person events held this year, we are asking all members to take a picture of themselves wearing TBP apparel or holding insignia items. Share it on social media with #TauBetaPiDay and/or send them to TBP Communications. We will incorporate your pictures into a series of videos and post them on social media and our website beginning in February and continuing through Pi Day. View the first video here. You can purchase TBP apparel, including Pi Day T-shirts, from the online store. NOTE: New PiDay shirts will not be available until after February 20!!
If your chapter is planning to host an activity, send TBP media an email by February 22, 2022, telling us about activities your chapter has planned so we can share this information with others in your geographic area. Learn more.
Please join us for the next Tau Bate Talk on Sunday, February 20, at 4 p.m. Eastern / 1 p.m. Pacific. Julie Fogarty, PhD, TX A '13, will present on the "Engineering Impact in Drug Discovery and Development."
Dr. Fogarty received her B.S. in chemical engineering from the University of Texas at Austin in 2013. Immediately following her undergraduate studies, Julie pursued a Ph.D. in chemical engineering at Stanford, receiving her MS in 2015 and her Ph.D. in 2019. Since graduating from Stanford, Julie has worked as a Research Scientist in Formulation and Process Development at Gilead Sciences.
Julie will discuss the role and the rich history of drug development at Gilead and how formulation and process development has been critical to the progress that has been made in advancing many of Gilead’s therapeutics. Julie will also detail the impact a chemical engineer can have on the drug discovery and development process from early stage pre-clinical studies all the way to a commercial product. She will wrap up with some thoughts on the future of drug discovery and development.
Register to attend here
After registering, you will receive a confirmation email containing information about joining the meeting. This event is limited to the first 300 people to register.
The next Chapter Chats will take place on Tuesday, February 15, at 7:30 p.m. ET. Join Alex Cross as he presents "Ratification Ballots: Revisited." This session will cover the content of the ballot, how to conduct a vote, and how to submit your ballot for any chapters that have not already submitted this required form. The session will also include open Q&A if you have any questions for Headquarters or other chapters in attendance.
This session will also cover the various free resources and supplies Headquarters offers for your chapter's use.
All sessions are conducted using Zoom. Anyone interested in attending should register using the Google Form. A reminder will be sent one week prior to the session with the actual session information being provided on the day of the event. Sessions will be recorded and posted for viewing for those unable to attend. For links and passwords to Zoom recordings of past Chapter Chats, click here.
The Chapter Development Committee invites you to their March Office Hours on Wednesday, March 9 from 6:00 - 9:00 p.m. ET. You can chat one-on-one with committee members about anything related to your chapter. Have any issues you want to talk about? Join us at any time during that three-hour period. Click here to register.
The Chapter Development Committee is a group of Tau Bate alumni working on resources and programs to help TBP chapters in their efforts to grow and improve. The committee will present at least one special topic discussion each month on a different topic. These sessions focus on improving chapter health by increasing membership and leadership, developing engaging chapter activities, and increasing campus visibility.
Please contact the with any questions. We look forward to your participation!
The next four sessions of the Engineering Futures 2022 Online program are scheduled to take place February 17 and 24, and March 3 and 8. The respective session titles are:
- The Advantages of Learning a Second Language for Engineers, Presented by Amy Kurr
- Choosing a Graduate Program: How to Decide between Admissions Offers, Presented by Katy Luchini Colbry
- Preparing for a Behavioral Interview and the STAR Method, Presented by Jim Paradise
- Learn About an Asset with Benefits for Life, Presented by Matt Hennemann
Registration for the Zoom sessions is free and anyone can attend. Full descriptions of the sessions, presenter bios, and registration details can be found here.
As we begin a new semester, we are proud of your chapter's accomplishments and look forward to even better times for everyone. Please stay connected to Tau Beta Pi and keep your address up-to-date by . If you have questions about any of the information on this page, contact HQ at 865-546-4578 or .