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

Welcome toDistrict 6 Conference

University of Tennessee - ChattanoogaTN Z

April 4-5, 2014

UTC◦ TN Z President◦ TN Z Chief Adviser

Tau Beta Pi Officials◦ District Directors◦ Engineering Futures Facilitators◦ Advisors

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Opening Remarks

Reporting Schedule:

Simulated School Year

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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

Workshop Goals

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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

Workshop Introduction

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Summer To-Do List

July to August

Purpose: To establish Convention travel and attendance plans◦ Due: September 8◦ Online report (p. 22-23)

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

Convention Registration &Travel Plan

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Getting the House in Order & Attending

ConventionSeptember to October

Purpose: reference for chapter contacts◦ Due: October 15◦ Online report (p. 27-28)

Additional Information: ◦ VERY important!!◦ All contact information taken from this

report!!◦ Counts toward a Secretary’s Commendation

If anything changes, inform HQ immediately!!

Fall Contact Information Update

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Purpose: Preserve copy of signatures and is a legal requirement for membership reports◦ Due: October 15◦ Paper report (p. 29-30; form is available online to print)

Additional Information:◦ MUST submit hard copy◦ Signed by Chapter President, Corresponding Secretary,

and Chief Advisor

Officer Signatures

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2014 Convention

October 2-4, 2014Spokane, 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

Convention

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Purpose: Confirm voting delegate◦ Bottom due: 2 weeks after officer election (by

June 1; p. 44-45) ◦ 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

Convention Credentials

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Purpose: Get your money back!◦ Due: 2 weeks after Convention, October 18◦ Paper report (form is emailed 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

Convention Expense Report

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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

Constitution Ratification Ballot

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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.)

Quorum

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New Member Initiation Process

~September to ~December

Eligibility Election Initiation Final Action

Initiation Process

EligibilityElectionInitiationFinal Action

Initiation ApprovalFrom Headquarters

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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)

Determining Eligibility:Undergraduates


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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

What information is on theEligibility E-form?


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Contact HQ Paper Report (p. 10-11)

Additional Information:◦ Completed 50% of degree requirementsAND◦ 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

Determining Eligibility:Graduate Students


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Engineers in the workforce who merit distinction for their achievements

Contact HQ Paper report (p. 10-11; can be emailed)

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

Determining Eligibility:Eminent Engineers


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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. 12-18)

Part of the membership criteria is to have exemplary character◦ Ways to determine character?

Reasons why candidate is not elected (p.15)

Election of Candidates


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Purpose: Capture contact information of approved Electees◦ Due: with Report of Election before

Initiation Approval◦ Online report (p. 17)

Link is now emailed directly to approved Electees for filling out contact information and submission

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E-Cards

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 If not fixed = UNAPPROVED!!

◦ Refer to p. 19

Do NOT hold an initiation without approval

NO UNAPPROVED INITIATIONS!!

Initiation Approval


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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

Holding a Successful Initiation


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Purpose: initiation results◦ Due: immediately after Initiation (Within 2

weeks)◦ Online report (p. 20-21)◦ Fax or email 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

Final Action


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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 emailed 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

What if one or more electeeswere not initiated?

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Winter Break!

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Spring time!~January to ~April

Purpose: Notify HQ of new officers & advisors◦ Due: Within two weeks of election◦ Online report (p. 31-32)◦ 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

Report of Election:New Officers & Advisors

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Purpose: Verify who are the chapter’s advisors◦ Due: included with officer elections◦ Online report (p. 31-32)

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?

Chapter Advisors

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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)

Initiation Process (Repeat!)

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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

TBP National Programs:Individual Recognition

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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

TBP National Programs:Chapter Recognition

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Summer Vacation!

(Almost)

~April - ~May

Purpose: inform HQ of the Chapter’s financial status◦ Due: June 1◦ Online report (p. 35-36)

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Financial Report

IRS Form 990-N Purpose: Retain IRS tax status or all chapter income would

have to be reported and taxed◦ Due: 15th 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 email from the IRS to

[email protected] at HQ

mailto:[email protected]

Purpose: inform HQ of chapter health ◦ Due: June 1◦ Online report (p. 38-41)

Additional Information:◦ Required for a Secretary’s Commendation

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Chapter Survey

Purpose: inform HQ of chapter activities and provide information for next year’s officers ◦ Due: June 1◦ Mail or email report compilation (p. 42-43; 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 www.tbp.org (Chapters >> Chapter website>>Resources)

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Project Reports

http://www.tbp.org/

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

Chapter Projects

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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!

Now You’re Ready!

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

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