March Officer eNotes 18

Tau Beta Pi March Officer eNotes

This page contains critical information and links to help YOU succeed with your spring election and initiation process and your other chapter responsibilities. Please 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.

Submit Ratification Ballot by April 1
Prepare for an APPROVED initiation
Apply for Tau Beta Pi Scholarships
Ensure keys and certificates are received by submitting catalog cards promptly
Submit Association award nominations by April 1
Submit your Report of Officer and Advisor Election within two weeks of electing new officers
Stay compliant with the IRS regarding your tax-exempt status
Order graduation stoles and honor cords
Plan to attend your District Conference and work with your District Directors
Apply for a Greater Interest in Government (GIG) or a MindSET Grant
Order free Image & Membership materials. Chapter presidents have received samples.
Learn about Executive Council Nominations

Ratification Ballot

Your Constitution Ratification Ballot is due April 1 (postmark/ email deadline); there are no extensions and it is a required report. You may also scan and email the ballot to (HQ). Download the ballot here. The text of the new proposed Constitution and Bylaws is available as a version with rationale for the changes. A presentation summarizing the changes can be shared with your members. Read the 2017 Convention minutes and Convention summary.

Initiation Preparation

DO NOT INITIATE until you have received approval from HQ via email or phone. This occurs AFTER you submit your Report of Election of new members and HQ sends you an approval email. This is NOT the acknowledgment received after the eligibility report is submitted. After your Report of Election and catalog cards have been submitted online AND you have received approval from HQ to hold your initiation you may proceed. If you do not have approval two business days BEFORE your scheduled initiation, call Rebecca at 865-546-4578 to check the status.

You are strongly encouraged to review the model membership process schedule when planning your chapter's activities. An initiation checklist is also available to help you with the process.

Scholarships

Any electee whose initiation is accurately reported to HQ before the Fellowship Board meets is eligible to apply. Students must have been elected and accepted membership to apply.

Applications for Scholarships are due by April 1, 2018; the stipend is $2,000 for a year of study. More information on scholarships is available on the scholarships page. Please publicize this opportunity to your members!

Keys and Certificates

Keys and certificates will be delivered after the catalog cards and the Report of Election are submitted. Delivery requires up to four weeks, and shipping costs will be charged to your chapter's account. Your chapter will be charged $9 for the key and $4 for the certificate for each electee who is NOT initiated. If the person is initiated later, $10 key charge will be credited to your chapter's account. Keys that will never be used can be sent to HQ for a $0.10 credit, but certificates are dated and worthless; please destroy them. Our vendors have a 30-day replacement policy for damaged or undelivered keys and certificates; notify HQ if you haven't received these items within 30 days of submitting your Report of Final Action. If you do not distribute keys and certificates to initiates, your chapter will be responsible for the charges to issue them separately from HQ to order replacements. Because they are ordered separately, the cost for replacements is $28 for a key and $13 for a certificate.

If you fail to provide change of address for key and certificate shipping, you will also be charged for re-shipment charges. Please note: If all electronic catalog cards are not filled out at the same time, those that are completed later will be sent separately to our key and certificate vendor. The chapter will also incur additional shipping charges.

Association Award Nominations

Nominations for three of our award programs are due April 1 and materials should be by that date. If you need an extension, let us know. Additional information on each program is available on our website.

The Laureate Program recognizes members who excel in areas outside of engineering (arts, athletics, service, diverse achievements). Winners receive $2,500 and a plaque. (Information sheet)
The Outstanding Advisor Program recognizes Chapter Advisors who demonstrate exemplary service to their chapters. The winner receives $1,000 and a plaque, and the dean's discretionary fund also receives $1,000. (Information sheet)
The McDonald Mentor Program celebrates excellence in mentoring. The winner receives an engraved medallion, pin, and $1,000, and the nominating chapter receives $1,000. (Information sheet)

Report of Officer and Advisor Election

You should report your newly elected officers using the electronic reporting system within two weeks of holding elections. Plan a transition meeting with new and old officers and consider utilizing the official installation procedure on pages C-10 & 11 of the President's Book. One of the most important roles of a current officer is to ensure a smooth and effective transition of chapter leadership.

In addition to student officers, you must also elect and update your advisors. You can do this in the electronic reporting system by selecting Modify Advisor before you submit your Report of Officer and Advisor Election. Change an advisor's term to "none" if their term has expired or update the term if the advisor was re-elected. Each Chapter should have at least four advisors (including one chief advisor), and each should serve four years. Ideally, one advisor's term should expire each year. See the February 2013 issue of The Bulletin for ways to find advisors and utilize them. A chapter must submit four advisors with valid terms of office on the Report of Officer and Advisor Election.

Tax-Exempt Status

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 check out our 501(c)(7) webpage 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. You can check the status of your report using the electronic reporting system.

Stoles & Honor Cords

Order your graduation items early to ensure prompt arrival for distribution to members before graduation. Chapter officers may order stoles and cords for the chapter at a discounted price on the materials order page. For a limited time, the Association is selling graduation tassels and honor cords with fob and bent charm.

Chapters should note who appears on the restricted list. If your chapter needs to be added or removed, . It is the chapters responsibility to notify all graduating members of this policy. Individual members from chapters without restrictions may order cords and stoles from the General Store. HQ has seen a significant increase in members of restricted chapters ordering honor cords and stoles. Please let your chapter know!

District Conferences

District Conferences are held from February to April; check the schedule to locate the date of the conference nearest you. These are an invaluable training tool for new officers and members who want to be involved with the organization. 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.

GIG and MindSET Grants

The Greater Interest in Government (GIG) program originally awarded initiates who wrote essays on citizenship, government, and engineering responsibility in civic or governmental affairs. The program was revised in 1980 to provide chapter project grants up to $750 each to help pay the expenses of public-oriented projects. GIG grant proposals may be submitted at any time. MindSET grants can be used by chapters to develop engineering laboratory modules, assist chapters in defraying the cost of establishing MindSET projects, and pursuing projects that serve their local K-12 community. A request form may be submitted at any time.

Executive Council Nominations

The 2018 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 chapter—either collegiate or alumni—by April 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. 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 think you know of a good candidate or are interested in learning more, check out this letter for more information. Send nominations to .

Concluding Remarks

Keep up the good work! The HQ staff is available to help you; contact us whenever you have questions via email at or phone at 865/546-4578 or 865-546-4578. HQ contact information, including mailing addresses, is available online.