Slide 1

Slide 2 Convention Reporting during the Summer Slide 3 Due: July 31 Purpose: Estimate on Convention attendance Additional Information: Additional students = non-voting delegates Notify HQ of any address changes immediately Does not count towards a Secretarys Commendation If you have NOT received this letter by early July, contact HQ ASAP! Slide 4 Due: by deadline in informational letter received over the summer Purpose: To establish Convention travel and attendance plans Additional Information: Constitution requires 1 voting delegate Notify HQ of any changes immediately Does not count towards a Secretarys Commendation Each person attending Convention has own travel plan Slide 5 Reports to Complete after Returning to School Slide 6 Due online: Within 3 weeks of the start of the fall term Purpose: Reference for chapter contacts Additional Information: VERY important!! All contact information taken from this report!! Counts toward a Secretarys Commendation If anything changes, inform HQ immediately!! Slide 7 Online: No (but form is mailed to officers in September and can be downloaded at www.tbp.org)www.tbp.org Due: October 15 Submit new form each time election occurs Purpose: Preserve copy of signature Legal requirement for membership reports Additional Information: MUST submit hard copy Signed by Chapter President, Corresponding Secretary, and Chief Advisor Slide 8 October 27 - 29, 2011 Indianapolis, Indiana Slide 9 Print online Due (counted as two separate reports): Bottom due 2 weeks after officer/delegate election MUST bring top portion to Convention Purpose: Confirm voting delegate Additional Information: Keep top half someplace safe!! Counts toward a Secretarys Commendation Slide 10 Sent snail-mail: August, with convention materials Due: 2 weeks after convention Purpose: Get your money back! Additional Information: Required, even if $0 Signed by Delegate AND Chief Advisor Counts toward a Secretarys Commendation Slide 11 Sent snail-mail: October after convention Due: POSTMARKED by April 1 Purpose: Ratification of amendments Additional Information Your chapter must meet the quorum to have a valid ballot three-fourths of the active members Extensions eliminate Secretarys Commendation Available for download on web in PDF Slide 12 Comprised of ACTIVE members ACTIVE is term determined by each chapter Members may be declared INACTIVE To declare any member inactive: Approval of five-sevenths of your advisory board This is NOT a chapter or officer decision alone!! Inactive members can become active again by approval of the advisory board Often used for members on co-op assignments Slide 13 Inactive members are excluded only from those rights and privileges which the Constitution and Bylaws specify for active members. Convention delegate Officers Quorum Voting Members declared inactive are still members, just arent counted toward quorum Slide 14 The #1 most important thing you do! Slide 15 Due: Prior to wanting to initiate students from a specific curriculum Purpose: Ensure only engineering students become members of TBP Additional Information: Bylaws need to be updated any time eligible curriculum changes are made Curricula in question need to be appealed Chapters with bylaws containing out-of-date/ineligible curricula are not eligible for a Secretarys Commendation Chapter bylaws may be requested from Headquarters Slide 16 Due: Within first 5 weeks of term Purpose: To report all students eligible for membership Additional Information: Start the process as EARLY as possible! Order materials (invitations, bent castings) Slide 17 Seniors = top 1/5 Junior = top 1/8 Do NOT include in the original list: Transfer students Must be in 3 rd semester at your school Watch for true junior / senior ranking AP credits Check for engineering class enrollment Check your chapter bylaws for rules Slide 18 Full Name (first, middle initial, last, title) Month & year of expected graduation Curriculum Have they been previously elected? Letter from HQ Are they a present member? List available online Double-check for large chapters Slide 19 Eligible if: Completed 50% of degree requirements AND Top 1/5 of class OR Faculty recommendation Solicit nominations from faculty Submit Report of Eligibility on paper Submit Report of Election and Report of Final Action using the online system Slide 20 Eligible as an undergraduate Need to submit paperwork HARDCOPY Watch for changes on website this year! Only initial information will be required hardcopy. Contact HQ BEFORE taking any action at all!! To avoid embarrassment to the chapter AND to the candidate Complete files of chapter reports since 1935 are maintained at headquarters and may contain data of importance Slide 21 Demonstrated evidence of creative and/or scholarly work Excellence in the workplace Leadership/active in professional/technical organizations and/or honor societies Consultant Community service/leadership Slide 22 Eligible if: Earned either: An engineering degree from a recognized engineering college more than 10 years ago A non-engineering degree more than 10 years ago, has since earned a graduate degree in engineering OR does not hold a college degree of any kind or holds a degree in a non-engineering field but has had at least 15 years experience as a practicing engineer AND has achieved distinction in the field of engineering Contact HQ before the candidate is made aware of being considered Submit same paperwork as for Alumni to HQ HARDCOPY Slide 23 Part of the membership criteria is to have exemplary character Ways to Determine Character Service and/or other activity requirements Personal interviews Test of Tau Beta Pi information Resumes Recommendations of Tau Beta Pi members Slide 24 Online: Chapter Reports Due: At least two weeks before Initiation Purpose: Report results of election Additional Information: 2 hard copy catalog cards filled out by each elected person 1 for your chapter 1 for HQ 1 e-card for each elected person Slide 25 Receive email or verbal approval from Headquarters Call 1-800-TAU-BETA if unsure Receipt of eligibility or election report is NOT approval! READ ENTIRE APPROVAL LETTER!! May be only tentative approval ~ which, if not fixed = UNAPPROVED!! Do NOT hold an initiation without approval NO UNAPPROVED INITIATIONS!! Slide 26 Due: Immediately after Initiation (Within 2 weeks) Purpose: Initiation Results Additional Information: Initiates are not official members until the complete report and signatures are received by National Headquarters Send fees ($39 / initiate) with report Send copy of roll book signatures with report Slide 27 Hold a second initiation at your chapter Notify HQ that you intend to do this Contact another chapter to initiate with them Notify HQ that you intend to do this Coordinate with the other chapter Send a representative with your roll book to initiation Postpone them until next semester Advisory Board must approve Notice of approved postponements is emailed by Chief Advisor or mailed via formal letter to HQ Slide 28 Some chapters elect officers twice per year Submit a Report of Election of Officers Submit an updated Officers Signatures Additional Information: Check information on these reports elsewhere in this presentation If you hold midterm elections, these reports will count towards a Secretary s Commendation Slide 29 Completing the Initiation Process the Second Time Slide 30 Submit the same items the second time around Report of Eligibility Report of Election 2 hardcopy of catalog cards for each elected person 1 e-card for each elected person Report of Final Action Send fees ($39 / initiate) Send copy of roll book signatures Slide 31 Reports to Complete before Transitioning Slide 32 Due: Within two weeks of election Purpose: Notify HQ of new officers & advisors Additional Information: VERY important!! If the information changes, inform HQ ASAP!! Slide 33 Due: With officer elections Purpose: Verify who are the chapters advisors Additional Information: Four advisors per chapter with staggered terms Not verifying your advisor information will disqualify you from receiving a Secretary s Commendation Slide 34 Due: June 1 Purpose: Inform HQ of the Chapters financial status Additional Information: Chapters grossing over $25,000 a year must file an IRS form 990 Other chapters must file a IRS 990-N Slide 35 Due: 15 th Day of the fifth month following the close of the Chapters previous Fiscal Year Purpose: Verify that your Chapter makes less than $25,000 Additional Information: Counts towards your Secretarys Commendation Must forward the confirmation email from the IRS to roger@tbp.org at HQ to count roger@tbp.org Look in your chapters bylaws to determine the end of your fiscal year Slide 36 IRS Form 990-N Chapter Fiscal Year End Submit ByChapter Fiscal Year End Submit By MI A12/315/15OH B7/3112/15 MI G12/315/15OH G6/3011/15 MI D3/318/15OH D6/3011/15 MI E6/3011/15OH E12/315/15 MI Z7/3012/15OH Z6/3011/15 MI H12/315/15OH H6/3011/15 MI Q12/315/15OH Q4/309/15 MI I12/315/15OH I5/3110/15 MI K7/3012/15OH K5/3110/15 MI L12/315/15OH L12/315/15 OH A12/315/15OH M4/309/15 OH N7/3112/15 Slide 37 Due: June 1 Purpose: Inform HQ of chapter health Additional Information: Survey is entered online and required for a Secretarys Commendation Slide 38 Due: June 1 Purpose: Inform HQ of chapter activities The primary goal: information for next years officers!! Additional Information: Project reports are used to determine Project Awards Not submitting project reports counted on the Chapter Survey disqualifies you from receiving the Secretarys Commendation