1. April 5, 2008 District Seven Conference Initiation Planning and Conducting a Successful Initiation Process

2. Notify Eligible Members (Candidates) Letter to Candidates Letter to Candidates –Formal sample letter on web –“Invitation to Orientation” note card –E-invitation Letter to Parents from Dean Letter to Parents from Dean –Sample letter on web Phone calls Phone calls

3. Elements of an Orientation Meeting Opportunity to meet “The Family” Opportunity to meet “The Family” –Deans & Advisors –Chapter officers –Current / Alumni Members Communicate “What is Tau Beta Pi?” Communicate “What is Tau Beta Pi?” –TBP History Video / CD –Brochures –Flash presentation / PowerPoint slides –Own chapter history slides / video

4. Elements of an Orientation Meeting Discuss election criteria / character evaluation Discuss election criteria / character evaluation Discuss cost of membership Discuss cost of membership –Breakdown of one-time fee –Cost should not be a deterrent! Timeline of initiation process Timeline of initiation process Let candidates ask questions Let candidates ask questions

5. How to evaluate character? Listed in your chapter bylaws Listed in your chapter bylaws –Informal discussion –Get-acquainted meeting –Resume / Essay –Interviews –Departmental caucus –Project work Possible project work Possible project work –Bent polishing –Engineering Futures sessions –Group service projects –Signatures of members / faculty

6. April 5, 2008 District Seven Conference TBP CD Each chapter should have one Available from HQ

7. April 5, 2008 District Seven Conference New Member PowerPoint Available on web site under Chapter Resources

8. Election Meeting Election to membership in Tau Beta Pi remains an explicit act taken by deliberate chapter action. Election to membership in Tau Beta Pi remains an explicit act taken by deliberate chapter action. Election is not accomplished by "automatic" means by lack-of- objection assumptions or by default of chapter action Election is not accomplished by "automatic" means by lack-of- objection assumptions or by default of chapter action

9. Election Meeting Quorum of members is required Quorum of members is required –3/4 members –Members may be deemed inactive, but not suggested solution to this issue Affirmative vote of ¾ of quorum is required to be elected Affirmative vote of ¾ of quorum is required to be elected If member is rejected on first vote, a second vote should be taken If member is rejected on first vote, a second vote should be taken

10. Election Methods Traditional Traditional –Individually considered –For small chapters Group Group –For large chapters –Read all names to be considered as a group –Member may request for individual to be removed & voted on separately

11. Election Results: Chapter Elected Elected Rejected: Select the reason code Rejected: Select the reason code –Reason "A1": Candidate known to have no interest –Reason "A2": Candidate did not respond –Reason "B": Candidate does not meet the exemplary character requirements –Reason "C": Candidate is not technically qualified because of transfer-student rule or other restrictions –Reason "D": Candidate was on Co-op or below chapter deadline and was not contacted

12. Notify Candidates of Election Letter to Electee Letter to Electee –Formal sample letter on web –“Invitation to electees” note card Letter to Parents from Dean Letter to Parents from Dean –If not used earlier for candidates Phone calls Phone calls

13. Election Results: Electee Accepted Election Accepted Election Refused Election Refused Election

14. Initiation Ceremony Invitations to other Tau Betas Invitations to other Tau Betas –Deans –Faculty –Alumni that are Tau Bates –Current members –Your District Director :-) Possibly hold 2 nd ceremony for guests Possibly hold 2 nd ceremony for guests Reception / dinner following ceremony? Reception / dinner following ceremony?

15. Rules for the Ceremony Be sure your kit works and is complete! Be sure your kit works and is complete! –Check 2 weeks prior to ceremony –Look at ceremony text – are all pages there? –Check kit for safety issues (wiring, lighting) –Have extra parts on hand! (flashlights!) NO ONE gets in after the ceremony starts! NO ONE gets in after the ceremony starts! –Post people at the door!! –This included everyone, from initiates to DD’s to the Dean to EC members

16. Rules for the Ceremony Tell electees about “oath” BEFORE the ceremony Tell electees about “oath” BEFORE the ceremony Be sure everyone is dress appropriately Be sure everyone is dress appropriately No cell phones! No cell phones! Discuss what to do if someone refuses at the oath Discuss what to do if someone refuses at the oath Be sure everyone knows when their part will occur Be sure everyone knows when their part will occur Read through your part several times Read through your part several times

17. Image for Projection Replaces Light Box

18. April 5, 2008 District Seven Conference Guest Presentation Available on web site under Chapter Resources

19. What if someone misses the ceremony? Are there any ceremonies close to you? Are there any ceremonies close to you? Is the person a graduating senior? Is the person a graduating senior? Postpone the electee Postpone the electee