Mortar Board INK: Membership Committee

Mortar Board Officer Guide: Membership chair and committee

The selection of a new chapter is the most important task a Mortar Board chapter completes. To do it well, pre-planning is necessary. Please review this condensed e-mail guide, download and thoroughly read the Membership Selection Handbook, and bookmark the membership website at www.mortarboard.org/membership to help with your preparations. Another helpful guide is the Officer & Advisor Handbook.

Understand the membership selection process

By far, the best way to learn about and understand the membership selection process is to download and read the Membership Selection Handbook. This essential guide for the membership chair and/or committee is designed to be an aide as you select new members and guide you through each step of the membership selection process.

Check out the available online resources

Online at www.mortarboard.org/membership, you can find supplemental materials such as an initiation script, Mortar Board logos and sample correspondence. Please contact the National Office with any questions or concerns you have regarding membership selection.

Membership selection at-a-glance

Learn about the process - Thoroughly read and share the Membership Selection Handbook.

Develop a plan - Develop a plan for recruitment and selection in late fall. Using the Membership Recruitment and Selection Plan (MRSP) form will ensure that you factor in all of the important elements of membership selection into your plan. This form must be submitted to the National Office by December 15.

Set a GPA standard - Mortar Board's national GPA standard is 3.0 (if using a 4.0 scale) or the top 35 percent of the class, whichever is higher. Therefore, this standard varies from one campus to the next. Determine your chapter's grade standard and report it on the Membership Recruitment and Selection Plan (MRSP).

Practice the process - Hold a practice selection meeting to ensure the selection process goes smoothly when the time comes.

Start recruiting - Develop your membership application, being sure to give candidates at least one month between the date the application becomes available and the due date. Publicize the application deadline heavily, using posters, letters, e-mails, Facebook, Twitter, announcements at student organization meetings, etc. Recruitment is most effective when started early, even in the fall.

Select new members - Hold the formal selection meeting you planned using the Membership Selection Handbook and the MRSP to select new members.

Submit the Official Membership Report (OMR) - Before new members can be tapped, they must be approved by the Mortar Board National Office. Complete the Official Membership Report (OMR) and submit it promptly after selection, typically two weeks prior to tapping.

Tap new members - Tapping is a time-honored tradition and is often a member's most memorable moment within Mortar Board. Tapping is not the same as initiation, but is a step that occurs after a candidate applies and has been selected and before they have been formally initiated. It is simply a way to publicly (and memorably) let a candidate know that they have been chosen to become a Mortar Board member. The phrase “tapping” comes from the tradition that members were (and many still are) literally “tapped” by the mortarboard of a current member to signify that they have been selected for membership.

Collect dues - Notify members of the national and local membership fees in their tapping packet and collect dues prior to initiation. At the 2009 Mortar Board National Conference, delegates voted to increase the membership fee to $75 for members selected after the current (2009-2010) membership year.

Hold orientation - Inform selected candidates about Mortar Board involvement by holding an orientation to inspire, motivate and celebrate.

Initiate new members - Hold a special, traditional initiation ceremony with members, their families, administrators and faculty.

Transition properly - Hold officer and chapter transition meetings to pass your chapter’s legacy on to another fantastic year.

Reports to submit throughout the year

Report form	Due date	Details
Membership Recruitment and Selection Plan (MRSP)	December 15	Plan for the numerous aspects of your upcoming membership selection process, including the application process, selecting new members, tapping, orientation and initiation.
Official Membership Report (OMR)	Immediately after member selection, before tapping	A complete list of the members your chapter has selected must be provided to the National Office prior to tapping and initation. Once these members are approved, they may be tapped.
Petition for honorary membership*	As needed, prior to intiation	This form must be submitted if your chapter wishes to tap honorary members.
Petition for chapter size exception*	As needed, prior to initiation	This form must be submitted if your chapter wishes to select a number of members outside the typical range. The minimum is 15 candidates or 10 percent of the student body with junior standing, whichever is less. The maximum number of members shall be 50 members, or 1.5 percent of the junior class.
Petition for scholarship exception*	As needed, prior to initiation	This petition must be submitted for candidates failing to meet the GPA standard, as reported by the chapter
Final OMR and fees	Varies, no later than May 15	Work with the treasurer to ensure that the final OMR, the chapter conference fee, and all national membership fees are paid.

*Only required under certain circumstances (as listed in the "details" section)

Task-oriented sample membership timeline

The first step in executing a quality selection process is coming up with an effective timeline for your chapter. The sample timeline below is designed primarily for colleges/universities on semester schedules. Those on quarter/term systems will especially need to adapt their dates.

Mortar Board requires each chapter to tap members no sooner than six weeks after the conclusion of the fall grading period and no later than six weeks before the last day of classes for the school year. The Bylaws stipulate that chapters must hold their initiation ceremony at least four weeks before the last day of classes for the school year.

Target date	Activity of chapter/membership committee
Early October	Form membership committee and familiarize chapter with national rules relating to membership selection (from Membership Selection Handbook) Consult advisors for selection advice Discuss honorary membership for appropriate campus/community individuals Finalize chapter dates; secure guest speaker for initiation Obtain a list of campus organizations to which current members belong Compile a list of all other appropriate campus organizations, including organizations underrepresented in current chapter Contact registrar’s office concerning confirmation of grades/class standing process
Early November	Print posters, begin publicity of Mortar Board selection process Develop an application or nomination for membership
Mid-November	Send publicity to deans and organizations (include information sheet/nomination form), put up posters with forms attached, reserve rooms for selection meeting, orientation and initiation (if not already done)
Before winter break	Submit Membership Recruitment and Selection Plan (MRSP) to the National Office by December 15 for approval Advertise or publicize in campus media (such as newspapers or radio stations), send e-mails
Early January	Upon return to campus, run through a practice selection process at chapter meeting with advisor present Send reminders of nomination/information sheet deadlines to organizations Place advertisement in a campus media outlet
Mid-January	Collect nominations/applications/information sheets (deadline should be in mid-January) Have current members read all information sheets on their own time (on reserve at available location, secured online) Meet with registrar’s office to confirm GPAs and class standing for candidates
Late January	Meet as a chapter to select new members and honorary members (advisor present) File Official Membership Report (OMR) three to five business days PRIOR to tapping, although two weeks is preferred Organize public tapping Ask your advisor to e-mail mortarboard@mortarboard.org to verify the selection process
Early February	Hold tapping during Mortar Board Week, February 14-20 (pending National Office OMR approval) Mail letters/invitations to initiation to faculty, families of new members (after candidate acceptance of membership), section coordinator and/or local Mortar Board alumni Membership materials received by advisor including pins, certificates, membership booklets, initiation and orientation materials
Late February	Hold orientation meeting of old and new chapters, collect fees, distribute membership materials, discuss activities/traditions, address participation requirement Mail membership fees and submit finalized, completed OMR to National Office
Early March	Hold outgoing chapter meeting to plan and rehearse initiation ceremony
Mid-March	Hold initiation using the Initiation Ceremony Booklet as a guide Host transition meeting of old/new members (not just officers); new chapter elects its officers and advises new chapter president to register for the national conference
Early April	The new, incoming chapter should meet to generate ideas for the next year as well as exchange summer addresses and e-mail information of members

Upcoming membership deadlines

Check your files and with the National Office to see that all reports from last year have been submitted to reports@mortarboard.org!

December 15

Membership Recruitment and Selection Plan (MRSP) due

Immediately after selection, before tapping

Official Membership Report (OMR) due so candidates can be approved

Within one week following initiation

Final Official Membership Report (OMR) and fees due

Helpful tips

Start early! Set deadlines, develop an application or nomination, and begin communicating with the university registrar’s office.

Publicize. Make sure all eligible students are aware of Mortar Board! Fliers, chalking, banners, e-mails and information sessions are all an important part of publicizing Mortar Board to the general student body.

Make direct contact. It is vital to contact each student in the top 35 percent of the junior class regarding their eligibility. The easiest and most cost-effective way to do this is via e-mail. In some cases, the registrar's office will send e-mails on your behalf.

Get national approval. All selected candidates must be approved by national Mortar Board BEFORE they can officially be selected for membership. This means your chapter must select members, compile the information of selected candidates into the Official Membership Report, and await approval from the National Office.

Collect dues early. Collect all membership fees prior to initiation. Students are not official members of Mortar Board until their information has been reported and fees have been received.

Make (and meet) deadlines. Complete your selection process before February 25. This ensures that you have adequate time to transition and train your new members and officers.

Connect with
Mortar Board

Read the monthly Mortar Board INK

The Mortar Board INK, distributed September through May from enews@mortarboard.org, serves as a resource for officers and advisors of Mortar Board. This important newsletter includes:

National deadlines
Important reminders
Chapter highlights
Important announcements
Ideas for projects, fundraisers and more

The November 2009 edition will focus specifically on membership and selection.

Officers and advisors reported in the Officer Address Information Form receive this newsletter. Please make sure all officers are reported on this form and subscribe.

Having problems viewing this e-mail? View it as a Web site or download a printer-friendly version.

Mortar Board National Office | 1200 Chambers Road, Suite 201 | 800-989-6266
mortarboard@mortarboard.org | www.mortarboard.org