Membership Reports

Eligibility

Either:

Login to the system and enter the individual names online or download the Excel spreadsheet template, complete, and email to HQ.
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 names 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 are submitting.
If a member is currently not in the top 1/8 or 1/5 of their class, they should not be included on the Eligibility Report.
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.

Election

Login to the system and enter the information for each student in the appropriate column(s).
Each student must be marked either:
Rejected (select appropriate code) or

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. II.
D - Candidate was on co-op or below chapter deadline and was not contacted.

Elected
Each student marked 'Elected' must also be marked either:
Accepted or
Refused.
Catalog cards are part of this report. Keys and certificates will NOT be ordered until HQ receives the catalog cards completed online for each student marked 'Elected' and 'Accepted'.
Chapters must email the message to their candidates to fill out their catalog cards; HQ does not do that. Include a deadline of when the cards need to be submitted. To send the email, go to the 'Election' menu and then 'Catalog Cards.' Mark everyone to be emailed and compose your email at the bottom. Then click on 'Send Emails.'

Final Action

Login to the system and enter the information for each student in the appropriate column(s).
A copy of your Roll Book 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:

Enter date or semester/year student will be initiated.
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. A sample postponement letter is available for download here.

If someone changes their mind after accepting election, you may change them to 'Refused Election' on the Final Action by deleting the accepted election check mark and selecting 'continue.'

Grad Students, Alumni & Eminent Engineers

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.
Ensure the report has been signed by the chapter president and chief advisor.
Do 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 for each electee accepting election must be completed online.
The key and certificate 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:

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.

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.

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.

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. Graduate research assistant does not qualify as working in engineering. 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.

How to Submit Membership Reports