Presentation on theme: "Convention Reporting during the Summer Due: July 31 Purpose: Estimate on Convention attendance Additional Information: ◦ Additional students ="— Presentation transcript:
Convention Reporting during the Summer
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 Secretary’s Commendation If you have NOT received this letter by early July, contact HQ ASAP!
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 Secretary’s Commendation ◦ Each person attending Convention has own travel plan
Reports to Complete after Returning to School
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 Secretary’s Commendation If anything changes, inform HQ immediately!!
Online: No (but form is mailed to officers in September and can be downloaded at 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
October , 2011 Indianapolis, Indiana
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 Secretary’s Commendation
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 Secretary’s Commendation
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 Secretary’s Commendation ◦ Available for download on web in PDF
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
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 aren’t counted toward quorum
The #1 most important thing you do!
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 Secretary’s Commendation ◦ Chapter bylaws may be requested from Headquarters
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)
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
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
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
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
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
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
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
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
Receive or verbal approval from Headquarters ◦ Call 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!!
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
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 ed by Chief Advisor or mailed via formal letter to HQ
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
Completing the Initiation Process the Second Time
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
Reports to Complete before Transitioning
Due: Within two weeks of election Purpose: Notify HQ of new officers & advisors Additional Information: ◦ VERY important!! ◦ If the information changes, inform HQ ASAP!!
Due: With officer elections Purpose: Verify who are the chapter’s advisors Additional Information: ◦ Four advisors per chapter with staggered terms ◦ Not verifying your advisor information will disqualify you from receiving a Secretary ’ s Commendation
Due: June 1 Purpose: ◦ Inform HQ of the Chapter’s 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
Due: 15 th Day of the fifth month following the close of the Chapter’s previous Fiscal Year Purpose: ◦ Verify that your Chapter makes less than $25,000 Additional Information: ◦ Counts towards your Secretary’s Commendation ◦ Must forward the confirmation from the IRS to at HQ to count ◦ Look in your chapter’s bylaws to determine the end of your fiscal year
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
Due: June 1 Purpose: ◦ Inform HQ of chapter health Additional Information: ◦ Survey is entered online and required for a Secretary’s Commendation
Due: June 1 Purpose: ◦ Inform HQ of chapter activities ◦ The primary goal: information for next year’s 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 Secretary’s Commendation