Advisor Information Session

2009 Tau Beta Pi National Convention

Presented by:Advisor Recruitment & Development Committee

TBP WEBSITE

Midge Hill

TBP Websites National Website Advisor Website On-line reporting Headquarters contact information

TBP Website: http://www.tbp.org

Advisor Website

Advisor Website cont’d

Reporting: On-Line

Username/password Email: password@tbp.org

Name Chapter

Reports Membership Other Member Lookup

look up any Tau Bate Utilities

Chapter Statistics: Number members Member Statistics: Membership information

Online Reporting: Sign-in page

Membership

Within first 5 weeks

At least 2 weeks before initiationKeys require 3-4 weeks

Due 2 weeks after initiation

Membership: Eligibility

submit report

Excel Spreadsheet

Other Reports

Other reports

Communication with National Office

tbp@tbp.org – General National Office contact

Rebecca@tbp.org - Handles chapter related issues

1-800-TAU-BETA Normal hours are 8am-4pm Eastern Standard

Time Extended hours on Thurs/Fri noon-8pm EST

during initiation “season”

TBP COMMUNICATION TOOLS

Dylan Lane

TBPCONNECT 7,700 registered Tau Bates

4,000 new registrants this year

350 participants a month

10 content creators a month

A group exists for each chapter. We need help getting chapters to take ‘charge’ of groups and use them as communication

tool.

Using TBPCONNECT inCircle is similar to other social network

sites. You can report glitches/bugs and you can

direct support issues to me as well. inCircle only makes ‘large scale’ changes and

many requests will not be processed but worth submitting.

Can we increase activity?

Other Communication Tools Linked-In - targets ‘professional’ members,

verification of membership, good discussions, and frequent job opportunities.

AlumNet - mentoring program Tau Beta Pi website;

Average of approx. 30,000 hits/week

Chapter website, Officials website, and main web site

nuResume - Alerts and contests for internships

Benefits Old/New Hobsons GradView Widget - free resource to

search for graduate schools. Women for Hire - free online membership Kaplan - Discount on test materials Long Term Financial Care Partners - long-term

care education and insurance carriers. GIECO - additional discount for members in

most states.

Miscellaneous Chapter Image materials free from HQ:

Posters, brochures, and more

Updated chapter website to come

MindSET

AWARDS

Sally Steadman

Awards Secretary’s Commendation

$100/$200/$300 Can ask Dean to match this. Request can come from

HQ. Project Awards

$500 -- 3 consecutive years National Awards: Outstanding Chapter & Most

Improved HQ screening / Sec-Treas & Asst. Sec-Treas (Most Improved) 3 year history

Award Criteria Reports: accuracy, completeness, promptness

17 Graded Reports Constitutional Ratification Ballot (if needed)

Projects: extent, quality Chapter Survey Financial Status

Award Criteria: Chapter Projects

Extensive activity in five diverse areas Community / Liberal Culture University / College Profession / Engineering Chapter / Social Education / Professional Development

Number of projects Significant , Appropriate, Separate

Does not include “required” projects (meetings) Parts of larger projects are combined Total points / Number of projects : Project average

Evaluation Project Points

Awarded for quality, time & effort, success Hosting Convention

Normalized for size of chapter Total points / Number of eligible students

Chapter Survey Book Table of Contents Report Template – Download Photographs / project documentation Presentation – Awards Committee Can include chapter documentation: minutes

(not included in evaluation)

Paper-Only Reports

Most often missing, along with Officer Fall Address

Not updated: Advisors / terms

Forms are downloadable Officer Signatures Voting Delegate Expense ($0.00) Convention Credentials – 2 part Ratification Ballot – if necessary

Report Status Page

Request extension

CHAPTER FINANCES

Bob Efimba

DISCUSSION OUTLINE Chapter’s Financial Needs Sources of Funding Good Accounting Practices Chapter Financial Management Timely Reporting & Audit Travel Expenses for Advisors

Chapter’s Financial Needs Need to develop a Budget to include Basic Expenses such

as: Dues to be paid to TBP/HQ for each new initiate. Cost of Initiation Activities Cost of Initiation Banquet Cost of refreshments at Chapter meetings Cost of transportation (to be reimbursed by DD) for

Chapter Delegation to attend TBP Regional Conference

Expenses for Voting Delegate to travel to the Annual Convention (to be reimbursed by TBP)

Chapter’s Financial Needs cont’d The Budget should also include additional optional

Expenses such as: Cost of Certificates and Awards made by the

Chapter Expenses for an Alternate Delegate to travel to

the Annual Convention, with TBP reimbursing only part (20%) of the airfare.

Cost executing community projects.

Sources of Funding The Chapter should tap these usual sources of funding:

One-time Initiation fees by new initiates Annual Chapter dues (if any) paid by each active

Chapter member Reimbursement from the DD for the Chapter’s

Delegation to travel to the Regional Conference Reimbursement in full from TBP HQ for the Voting

Delegate’s travel expenses to the Annual Convention. The 20 % partial reimbursement for the airfare of the

Alternate delegate’s travel to the Convention

Sources of Funding cont’d The Chapter should also aggressively pursue some

usually overlooked sources: Allotments for each bona fide registered student

activity available from the College of Engineering and from the University-wide Student Council

Donations from each Engineering Dept in the College

Fundraising activities such as sale of study guides and review sessions for the FE (available at a discount from NCEES).

Sources of Funding cont’d The Chapter should also work hard to earn

these “freebie” awards from TBP: Sec-Treasurer’s Commendation Outstanding Projects Greater Interest in Government (GIG)

Other sources can be tapped with the help of the Director of Development – Individual Alumni and Engineering Companies

Sources of Funding concluded The Chapter should also encourage its members to

apply for these sources of individual funding from TBP: Scholarship for Juniors to use in their senior

year Fellowship for seniors to use in Graduate

School The Laureate Program Student Loans from TBP (6% per annum)

Good Accounting Practices A typical Chapter would have three accounts

with: TBP HQ The University Comptroller A local Bank

The key Financial Personnel of Some Chapters are: The Treasurer

Receives, keeps, and disburses Chapter Funds The President

Oversees financial operations, authorizes expenditures, and is co-signer of Chapter checks

A Chapter Advisor Provides advice Serves as a resource on Chapter financial operations Chairs the Audit Committee

Chapter Financial Management

The following financial Reports should be prepared and filed:

Bank signatures form IRS form 990N Chapter annual financial report to TBP/HQ Financial report at meetings of the Membership

and Advisory Board, stating expenses, receipts, and balances in all three accounts

Annual Chapter Audit

Timely Reporting & Audit

Travel Expenses for Advisors Every effort should be made NOT to burden a

Chapter with any expenses incurred by Advisors. Some Districts cover the full expense for room and

board and travel for each Advisor who attends a Regional Conference.

TBP/HQ provides room and board for each Advisor at the Annual Convention, and pays for travel for only a few (usually new) Advisors who are selected by their DD.

Travel Expenses for Advisors Some other possible sources of funding for Advisor travel to the Annual Convention:

Travel allocation from a research or training grant, where allowed Departmental or Engineering College discretionary travel funds

In the future, we hope to be able to convince Engineering Companies within a three to five hundred mile

radius of a Convention site to each sponsor and pay for all the expenses of one Chapter Advisor to attend the Convention.

This way, we could perhaps increase Advisor attendance at the Conventions by some 50 to 100 %.

LEADERSHIP OF LAST RESORT

Yu-Han Chen

It is a microcosm of what students will face after graduation. Provides a “safe” place to develop leadership

skills. Advisors play a part in this “safety net”.

Help student officers recognize, manage, and mitigate risks associated with trying new things.

Chapter is a learning experience

Everything in Balance Be aware of how the chapter is being run by

the students. Sit in on officer meetings. Mandatory once-per-semester advisory board

meeting is not enough.

Different Chapter/Advisor Types Role of an advisor varies with chapter type

and advisor type. Track A Chapters Track B Chapters Track C Chapters Academic (on-campus) Advisor Industry (off-campus) Advisor

Track A Chapter Struggling to initiate new members and elect new

officers. Officer continuity is a problem. Trouble attracting new members.

Track B Chapter Initiation of new members and election of officers is

going smoothly. Much of the work is being done by a few officers. Puts on one or two events.

Track C Chapter Initiation of new members going smoothly. Officer continuity is self sustaining. Has a set of “traditional” events and is developing

new events/programs.

BREAK INTO GROUPS

What do you see as your role as an Advisor?

Risk Management Example: Career Fair

Name some of the risks involved.

How does the chapter reduce or eliminate these risks?

Summary Be familiar with how your chapter is run. Encourage the officers in their leadership roles.

Explore new ideas and take on new responsibilities. Develop these new ideas to their end product.

Support the officers by providing contacts on-campus and in industry.

Help manage and mitigate the risks to prevent serious damage to the chapter.

As a last resort, step in and help them resolve problems.