University of Tennessee - Chattanooga TN Z April 4-5, 2014

 UTC ◦ TN Z President ◦ TN Z Chief Adviser  Tau Beta Pi Officials ◦ District Directors ◦ Engineering Futures Facilitators ◦ Advisors 2

Reporting Schedule: Simulated School Year 3

 Make running your chapter fun and easy  Familiarize incoming officers with the following: ◦ Communication with HQ throughout the year ◦ Required forms used to communicate with HQ ◦ Purpose and use of each form  Simulate all TBP yearly activities to train new officers 4

 Time divided into months ◦ Each month has forms and activities associated ◦ Forms submitted in time allotted (postmarked by due date) ◦ Activities discussed as a group  Incoming and outgoing officers share information and experience  All chapters aim for Secretary’s Commendation Awards 5

July to August

 Purpose: To establish Convention travel and attendance plans ◦ Due: September 8 ◦ Online report (p )  Additional Information: ◦ Constitution requires 1 voting delegate ◦ Additional students = non-voting delegates ◦ Each person attending Convention has own travel plan ◦ Does not count towards a Secretary’s Commendation 7

September to October

 Purpose: reference for chapter contacts ◦ Due: October 15 ◦ Online report (p )  Additional Information: ◦ VERY important!! ◦ All contact information taken from this report!! ◦ Counts toward a Secretary’s Commendation  If anything changes, inform HQ immediately!! 9

 Purpose: Preserve copy of signatures and is a legal requirement for membership reports ◦ Due: October 15 ◦ Paper report (p ; form is available online to print)  Additional Information: ◦ MUST submit hard copy ◦ Signed by Chapter President, Corresponding Secretary, and Chief Advisor 10

October 2-4, 2014 Spokane, Washington

 Summary of Convention business  Outgoing officers share experiences  Bringing non-voting delegates ◦ How to pay for them? ◦ Two all expenses paid for District 6  Bringing advisors ◦ One all expenses paid for District 6 12

 Purpose: Confirm voting delegate ◦ Bottom due: 2 weeks after officer election (by June 1; p ) ◦ Top due: bring to Convention registration (p. 24) ◦ Paper report (form is mailed or available online to print)  Additional Information: ◦ Counts toward a Secretary’s Commendation 13

 Purpose: Get your money back! ◦ Due: 2 weeks after Convention, October 18 ◦ Paper report (form is ed or available online to print)  Additional Information: ◦ Required, even if $0 ◦ Signed by Delegate AND Chief Advisor ◦ Counts toward a Secretary’s Commendation ◦ Voting delegate (100% coverage) and non-voting delegate (20% coverage) have separate expense reports 14

 Purpose: Ratification of amendments ◦ Due: POSTMARKED by April 1 ◦ Paper report (p. 33; form is mailed or available online to print) ◦ Six amendments for 2012 ballot (p.33-A to 33-C)  Additional Information ◦ Sent snail-mail after convention ◦ Your chapter must meet the quorum to have a valid ballot (3/4 of the active members) ◦ Counts towards Secretary’s Commendation ◦ No extensions are given 15

 Quorum Requirements: ◦ For a valid ballot, 3/4 of active members must vote ◦ Of that, 3/4 must be affirmative for chapter to vote in favor  Comprised of ACTIVE members ◦ ACTIVE is term determined by each chapter ◦ Members may be declared INACTIVE  To declare any member inactive: ◦ Approval of 5/7 of your advisory board  This is NOT a chapter or officer decision alone!!  Advisory Board: President, Vice President, Corresponding Secretary, 4 Advisors ◦ Inactive members can become active again by approval of the advisory board ◦ Often used for members on co-op assignments ◦ Inactive member is still a member, but is ineligible for any benefits (scholarships, graduation insignia, etc.) 16

~September to ~December

 Eligibility  Election  Initiation  Final Action Eligibility Election Initiation Final Action Initiation Approval From Headquarters 18

 Purpose: to report all students eligible for membership ◦ Due: within first 5 weeks of semester start ◦ Online report (p. 5-9)  Additional Information: ◦ Top 1/8 of juniors, top 1/5 of seniors  Round GPA up (if there is a tie for GPA, include everyone!) ◦ Transfer students  Must be in 3rd semester at your school (or second election with 5/7 vote of advisory board) ◦ Watch for “true” junior / senior ranking ◦ Students with approved postponements  May be initiated (or postponed) at the next initiation without being scholastically eligible again ◦ Start the process as EARLY as possible! Order materials (invitations, bent castings) Eligibility Election Initiation Final Action 19

 Full Name (first, middle initial, last, title)  Month & year of expected graduation  Curriculum  Have they been previously elected?  Are they a present member?  Refer to p. 9  Additional Information: ◦ Do NOT modify the fields of the spreadsheet Eligibility Election Initiation Final Action 20

 Contact HQ  Paper Report (p )  Additional Information: ◦ Completed 50% of degree requirements AND ◦ Top 1/5 of graduate class  If rank cannot be determined, you may have a faculty member testify to the outstanding quality of the student’s graduate work Eligibility Election Initiation Final Action 21

 Engineers in the workforce who merit distinction for their achievements  Contact HQ  Paper report (p ; can be ed)  Additional Information: ◦ Earned either:  Engineering degree and 10 years experience ◦ OR  Non-engineering degree and 15 years experience as a practicing engineer (includes teaching or administration of engineering colleges) ◦ Should be an example in character and professionalism to undergraduates, an asset to TBP ◦ Consider Deans, supportive faculty and industry participants ◦ Use as a pool of potential chapter advisors Eligibility Election Initiation Final Action 22

 Purpose: Report results of election ◦ Due:  At least two weeks before Initiation  At least four weeks before to have keys and certificates ◦ Online report (p )  Part of the membership criteria is to have exemplary character ◦ Ways to determine character?  Reasons why candidate is not elected (p.15) Eligibility Election Initiation Final Action 23

 Purpose: Capture contact information of approved Electees ◦ Due: with Report of Election before Initiation Approval ◦ Online report (p. 17)  Link is now ed directly to approved Electees for filling out contact information and submission 24

 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  If not fixed = UNAPPROVED!! ◦ Refer to p. 19  Do NOT hold an initiation without approval NO UNAPPROVED INITIATIONS!! Eligibility Election Initiation Final Action 25

 Must receive HQ approval before conducting initiation  Planning in advance  Dealing with unexpected issues  Chapters share elements of a successful initiation  Refer to p. 19-A for 10 most common problems and solutions Eligibility Election Initiation Final Action 26

 Purpose: initiation results ◦ Due: immediately after Initiation (Within 2 weeks) ◦ Online report (p ) ◦ Fax or copy of roll book signatures, and please print names next to signatuers!  Additional Information: ◦ Initiates are not official members until the complete report and signature sheet are received by National Headquarters ◦ Send fees ($39 / initiate) within two weeks  Effective August 1, 2014  $45/initiate Eligibility Election Initiation Final Action 27

 Hold a second initiation at your chapter or contact another chapter to initiate with them ◦ Notify HQ  Postpone them until next semester ◦ Advisory Board must approve ◦ Notice of approved postponements is ed by Chief Advisor or via formal letter to HQ ◦ Refer to p.21-A  Ask other chapters! ◦ Electees may be initiated at another chapter ◦ Initiate is still a member of their own alma mater ◦ Notify HQ or DD 28

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~January to ~April

 Purpose: Notify HQ of new officers & advisors ◦ Due: Within two weeks of election ◦ Online report (p ) ◦ Remember submission of Bottom Portion of Convention Credentials too  Additional Information: ◦ How to get members interested in being officers? ◦ Additional officers and committee chairs ◦ Chapters share officer election process ◦ Voting process ◦ Verify when your advisors’ terms end and update info as necessary 31

 Purpose: Verify who are the chapter’s advisors ◦ Due: included with officer elections ◦ Online report (p )  Additional Information: ◦ Four advisors per chapter with staggered terms ◦ Valid advisors count towards Secretary ’ s Commendation  Encouraging advisor activity  Replacing inactive advisors  Who can be an advisor? 32

 Allow new Executive Board to shadow current officers  Report of Eligibility (skip)  Report of Election (skip)  E-Cards (skip)  Report of Final Action (skip)  Copy of Roll Book Signatures (skip) 33

 Senior Year Scholarships ◦ $2K, Deadline: April 1  Graduate Fellowships ◦ $10K, Deadline: February 1  Laureate Award ◦ $2.5K, Deadline: April 1  Outstanding Advisor Award ◦ Plaque, $1K and $1K to Dean’s discretionary fund ◦ Deadline: April 1  McDonald Mentor Award ◦ Medal, $1K and $1K to nominating chapter ◦ Deadline: April 1  Distinguished Alumnus Award ◦ Plaque and $2K named scholarship ◦ Deadline: February 1  Educational Loan Fund ◦ Up to $2.5K loan  Student Assistance Fund ◦ Grants for financially in-need student members 34

 Engineering Futures ◦ Free professional development at your chapter  K-12 Mindset ◦ Grants to engage K-12 students for STEM  Greater Interest in Government ◦ Grants to engage government themed projects  Secretary’s Commendation ◦ Recognition for prompt and accurate reporting  Chapter Project Awards ◦ R.C. Matthews Outstanding Chapter ◦ R.H. Nagel Most Improved Chapter ◦ J.D. Froula Most Improved Membership  District Award ◦ $250 to District Conference host chapter ◦ D6 Chapter Project Award (judged on TBP values)  $500 to First Place  $250 to Second Place 35

~April - ~May

 Purpose: inform HQ of the Chapter’s financial status ◦ Due: June 1 ◦ Online report (p ) 37  Purpose: Retain IRS tax status or all chapter income would have to be reported and taxed ◦ Due: 15 th day of the fifth month following the close of the Chapter’s previous Fiscal Year (see your chapter’s bylaws) ◦ Online report (p. 37)  Additional Information: ◦ Financial Report and 990-N count towards your Secretary’s Commendation ◦ Must forward 990-N confirmation from the IRS to at HQ

 Purpose: inform HQ of chapter health ◦ Due: June 1 ◦ Online report (p )  Additional Information: ◦ Required for a Secretary’s Commendation 38

 Purpose: inform HQ of chapter activities and provide information for next year’s officers ◦ Due: June 1 ◦ Mail or report compilation (p ; pdf preferred!)  Additional Information: ◦ Project reports are used to determine Project Awards at Convention ◦ Not submitting project reports counted on the Chapter Survey disqualifies you from receiving the Secretary’s Commendation ◦ Award recipients’ Project Reports are available at (Chapters >> Chapter website>>Resources) 39

 Why do we do projects/activities?  What projects do you have success with?  How do you encourage participation in chapter projects?  Types of projects to consider ◦ Community Service ◦ College or Institution Support ◦ K-12 ◦ Social / Fundraising 40

 Have fun leading your chapter!  Have fun with activities!  Submit reports on time!  Aim for awards and recognition!  Take your chapter to the Next Level!  Utilize your District Directors to your advantage! 41