CHAPTER PRESIDENTS' MUST READ NEWS

CONCERNING REGISTRATION MATTERS

Please read the following items carefully:

iv. On the day of the initiation, the chapter president retrieves the initiation roll book from the advisor. The president records the name of the chapter and the date of the initiation at the top, and the names, signatures, and positions of the two officers conducting the initiation ceremony. At the end of the ceremony, all candidates print and sign their names on the roll-book and get congratulated by all chapter members present at the initiation. At the end of the ceremony, on the same day, the chapter president takes a picture of the completed roll-book page and emails it to the national secretary.  The roll-book is returned to the advisor. 

v. If a student misses the initiation ceremony, a makeup initiation ceremony needs to be held, within a week from the initial ceremony. The make-up initiation is recorded on the roll-book, on a separate page, as a make-up initiation, documenting the ceremony exactly in the same way as described in item iv above. A new picture of the roll-book page is taken and emailed to the national secretary-treasurer on the same day, at the end of the ceremony. 

vi. In completing the registration form, it is paramount to download the form from the website and complete it following all the instructions on the form. It is essential, to have the initiates enter their non-university emails on the form. The completed form needs to be emailed to the national secretary, no later than 10 days from the date of the initiation. A paper copy of the registration form along with a check for the total amount is mailed to the national Secretary-Treasurer within 30 days from the day of the ceremony. 

vii. If a make-up initiation is required, the chapter holds on to the excel registration form from the first initiation, and after adding the names and date from the makeup initiation, the excel form is  emailed to the secretary-treasurer within ten days from the date of the makeup initiation.

viii. If the date of the initiation is set, and you are certain that all initiates are committed to become members, you may complete the registration form and email it to the national secretary for processing, ahead of the initiation. If this happens at least two weeks before the initiation date, you will be able to receive the certificates and membership cards in time to distribute at the end of the ceremony. In these instances, the chapter should avoid adding or subtracting initiates from the original list submitted.

ix. When emailing the excel registration form, please document the date that the signature page picture was emailed to the secretary treasurer.

x. If a chapter holds an initiation and does not register it with the national office, the initiated students are not considered Pi Tau Sigma members, and they should not indicate so in any form, as it might be viewed as plagiarism if a membership inquiry is made to the national office on their membership status, as there would be no such record. Note that government agencies tend to submit such inquiries.

FREE KEYS

Every new initiate is entitled to a free key at the time of the initiation, if the roll-book picture is emailed on the day of the ceremony; the registration form is submitted for processing no later than 10 days from the day of the ceremony; the non-university email is entered on the form; and payment is submitted within 30 days  from the day of the ceremony. 

CHAPTER STATUS

The performance of chapters is assessed by assigning a status classification at the end of each academic year that goes from July 1st to June 30th. Chapters with the good standing status are eligible to compete for the Outstanding Performance and Outstanding Service Awards presented at the convention.

A chapter "in good standing" is one that meets the following requirements:
 i. Hold a fall initiation (August through December) and a spring initiation (January through June); have photos of the signature pages sent on the day of the ceremony; complete the registration form following all instructions on the form and email it to the national secretary no later than 10 days from the date of the initiation; and have checks mailed within 30 days from the day of the initiation ceremony.
 ii. Attend the national convention.
 iii. Submit both annual and summary reports by the June 30th deadline.
 iv. Participate in the voting of relevant matters like outstanding awards, new chapter applications, constitutional amendments, etc., as well as, provide the name and contact information of the newly elected chapter president and/or chapter advisor to the Secretary-Treasurer, as soon as possible but no later than the end of the semester the changes occurred.

An inactive chapter is a chapter that has not held any registered initiation during the academic year. A chapter that has not registered an initiation for two consecutive academic years is considered dormant and is required to pay an inactivity fee to be able to hold an initiation.
 
Please remember that if a chapter holds an initiation and does not register it with the national office, the initiated students are not considered Pi Tau Sigma members, and they should not indicate so in any form, as it might be viewed as plagiarism if a membership inquiry is made to the national office on their membership (government agencies tend to check that), as there would be no record.

 

INDUCTING NEW MEMBERS

The most significant responsibility of a chapter is to maintain its continuity. Both the chapter president and chapter advisor have significant responsibilities in achieving this. Although the operation and running of a chapter is achieved primarily by the chapter president and officers, the chapter advisor is ultimately responsible to see that proper election of new members is conducted twice during the academic year.

The process of selecting new members and holding initiation should follow these steps:

i. Within a couple of weeks after semester starts, chapter president informs advisor to attain the list of eligible undergraduate and graduate students (see eligibility requirements below). Advisor obtains the list from administrative secretary and provides it to the president.

ii. President calls a chapter meeting to vote on the suitability of each eligible students to be invited to become PTS members and finalizes the final list of candidates.

iii. The chapter corresponding secretary sends out emails to candidates for an informational meeting for the prospective initiates where the scope and mission of Pi Tau Sigma is presented to the students. If keys and plaques are utilized, they are distributed and the initiation fee is collected from students that are interested in joining. A suitable date of initiation is set.  Candidates are instructed to polish their keys, varnish their plaque and attach the key on it. Chapters may employ set requirements that candidates need to fulfill to earn the right to be initiated.

iv. On the day of the initiation, the chapter president retrieves the initiation roll book from the advisor. The president records the name of the chapter and the date of the initiation at the top, and the names, signatures, and positions of the two officers conducting the initiation ceremony. At the end of the ceremony, all candidates print and sign their names on the roll-book and get congratulated by all chapter members present at the initiation. At the end of the ceremony, on the same day, the chapter president takes a picture of the completed roll-book page and emails it to the national secretary.  The roll-book is returned to the advisor. 

v. If a student misses the initiation ceremony, a makeup initiation ceremony needs to be held, within a week from the initial ceremony. The make-up initiation is recorded on the roll-book, on a separate page, as a make-up initiation, documenting the ceremony exactly in the same way as described in item iv above. A new picture of the roll-book page is taken and emailed to the national secretary-treasurer on the same day, at the end of the ceremony. 

vi. In completing the registration form, it is paramount to download the form from the website and complete it following all the instructions on the form. It is essential, to have the initiates enter their non-university emails on the form. The completed form needs to be emailed to the national secretary, no later than 10 days from the date of the initiation. A paper copy of the registration form along with a check for the total amount is mailed to the national Secretary-Treasurer within 30 days from the day of the ceremony. 

vii. If a make-up initiation is required, the chapter holds on to the excel registration form from the first initiation, and after adding the names and date from the makeup initiation, the excel form is  emailed to the secretary-treasurer within ten days from the date of the makeup initiation.

viii. If the date of the initiation is set, and you are certain that all initiates are committed to become members, you may complete the registration form and email it to the national secretary for processing, ahead of the initiation. If this happens at least two weeks before the initiation date, you will be able to receive the certificates and membership cards in time to distribute at the end of the ceremony. In these instances, the chapter should avoid adding or subtracting initiates from the original list submitted.

ix. When emailing the excel registration form, please document the date that the signature page picture was emailed to the secretary treasurer.

x. If a chapter holds an initiation and does not register it with the national office, the initiated students are not considered Pi Tau Sigma members, and they should not indicate so in any form, as it might be viewed as plagiarism if a membership inquiry is made to the national office on their membership status, as there would be no such record. Note that government agencies tend to submit such inquiries.

xi. There is a $50 inactivity fee assessed to chapters that did not register an initiation for the previous two or more academic years. This fee is entered on the excel registration form. 

Registration Excel Form