Required chapter report forms
A list of all chapter reports arranged by date, including the chapter officer typically responsible for submitting the report, is available here.
The typical chapter officer or member responsible for submitting the report is listed below each description. These responsibilities may vary from chapter to chapter and have been listed to serve as a guide for individual chapter planning.
Unless otherwise noted, all chapter report forms can be sent to reports@mortarboard.org.
Officer Address Information Form (Due May 15 or
immediately following chapter officer elections, typically in
the spring) - This
form reports the contact information for all your chapter’s
officers and advisors to the Mortar Board National Office. Please note that this form was recently revised and is a Microsoft Excel document, different from previous years. It can be e-mailed to reports@mortarboard.org.
Responsible officer: president
Chapter Finance Report (Due
May 15) - This
important form must be turned in to ensure your chapter’s
nonprofit status.
Chapter Annual Report (Due
May 15) - It is vital that
all chapters complete this report at the end of their academic
year programming.
Responsible officer: president
Chapter Planning Calendar (Due
October 15) - Complete
this form with estimated dates, hours spent and details for your
chapter’s events.
Responsible officer: president
Advisor Annual Report (Due
May 15) - Advisors should complete
this year-end report.
Responsible officer: advisor
Membership Recruitment and Selection Plan (MRSP) (Due
December 15) - Plan
for the numerous aspects of your upcoming membership selections
process, including the application process, selecting new members,
tapping, orientation and initiation. This information must
be reported to the National Office before you can begin your
selections process!
Responsible officer: membership chair, vice president or president
Official Membership Report (OMR) (Due
between the selection and tapping of new members) - A complete list of the
members your chapter has selected must be provided to the
National Office prior to tapping. Once these members
are approved, they may be tapped. Please note that this link will open an instruction sheet for a new, temporary OMR form to be completed in Microsoft Excel.
Responsible officer: membership chair, vice president or president (the treasurer will be responsible for ensuring that payment and Form III are submitted)
OMR and fees (Due
May 15 or within one week of initiation) - A revised chapter OMR (including a completed Form III and updated Form II) must be completed
with more detailed information about the members you selected,
including whether they accepted or refused membership, or
if they received a gift membership. The OMR form will automatically calculate the amount of dues your chapter must submit when Form II is updated. Please see Form III for more information on payment of fees. Please note that the OMR link will open an instruction sheet for a new, temporary OMR form to be completed in Microsoft Excel.
Responsible officer: treasurer; in some cases, the final version and payment may be submitted by the membership chair, vice president, president or advisor
National conference registration (Due May 15) - Each chapter is required to send one delegate to the annual national conference in order to remain in good standing. The delegate is typically the chapter president or another officer if he/she is unable to attend. Travel, registration costs and accommodations are provided free of charge for this delegate. The cost is covered by the $200 conference fee the chapter submits annually with the OMR and fees, along with grants and funding provided by Mortar Board, Inc. and the Mortar Board National Foundation.
Responsible officer: new chapter president for upcoming academic year (additional chapter members and advisors are invited to attend the conference but will be required to pay a $225 registration fee and cover travel costs)
Historian Annual Report (Due May 15) - Each year, the chapter historian should submit this report summarizing the year's events and highlighting any unique changes that may be of historical value. Facts submitted in this report may be used by the Mortar Board Historical Publication Committee to write your chapter's history within a historical book on Mortar Board. To make report completion easier, the historian can save the report and work on it regularly throughout the year, adding events as they occur.
Responsible officer: chapter historian
Mortar Board Forum magazine submissions (Due October 15 for the fall/winter edition or March 15 for the spring/summer edition) - Stories
about what your chapter is doing can be submitted for publication
in the "OnCampus" section of the official Mortar Board magazine.
Please send all submissions to mbforum@mortarboard.org in a Microsoft Word or rich text document. Be sure to include the name of the writer and/or person submitting the article, chapter position, school name, chapter name, your address and telephone number and the date. Pictures should be sent along with the article as a jpeg, tiff or gif image. They should not be embedded in the Word document. Stories should not exceed 250 words.
Responsible officer: director of communications, historian or president
Optional chapter forms
Honorary Membership Petition - Each
chapter is encouraged to choose up to three (3) people that
exemplify the ideals of Mortar Board as honorary members each
academic year. For people you would like to honor that
are already members, they may be awarded the Chapter Citation. For more information on the Chapter Citation, please contact Megan Stevens at the Mortar Board National Office (mstevens@mortarboard.org, 800-989-6266 ext. 107).
Responsible officer: membership chair, vice president or president
Petition for Post-Graduate Initiation - Alumni
members of local honor societies which later became chapters
of Mortar Board may become alumni members of Mortar Board upon
completion and approval of this form.
Responsible officer: individual alumni members of local societies which later became Mortar Board
Petition for Scholarship Exception - The
scholarship requirement for collegiate membership shall be
the minimum grade point average representing the upper 35 percent
of the junior class, or a minimum of a straight B average (3.0),
whichever is higher on any given campus. Any exceptions
to this minimum standard may or may not be granted upon completion
of this form.
Responsible officer: membership chair, vice president or president
Petition for Chapter Size Exception - The
minimum number of members in a collegiate chapter shall be
15, 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 student body with junior
standing, whichever is less. Any exceptions may or may
not be granted upon completion of this form.
Responsible officer: membership chair, vice president or president
Mortar Board Forum magazine submissions (Due October 15 and/or March 15) - Stories
about what your chapter is doing can be submitted for publication
in the "OnCampus" section of the official Mortar Board magazine.
Please send all submissions to mbforum@mortarboard.org.
Responsible officer: director of communications, historian or president
Award/recognition nomination and application forms
Chapter Project Grant application (Accepted twice annually: October 15 and May 15) - The Mortar Board National Foundation
grants financial funding to chapters with new, creative projects. Projects
which reflect the aims and purposes of Mortar Board, engage
all of the chapter's membership and have the potential for
becoming an annual chapter activity are given priority.
Responsible officer: chapter president or other chapter member or officer such as a service or project chair
Mortar Board Week Visibility Grant application (Due December 15) - The Mortar Board National Foundation will grant financial
funding to chapters who are attempting to gain campus visibility with their Mortar Board Week projects. Funding can be used for anything related to visibility, whether you are purchasing T-shirts, making banners or buying advertising.
Responsible officer: chapter president or other chapter member or officer such as a service or project chair
Fellowship application (Due
January 31) - All
Mortar Board members, of any age, who are furthering their
education by pursuing a postgraduate degree are eligible to
receive funding from Mortar Board. Read more details here.
Responsible officer: any member
Fellowship recommendations (Due January 31) - Fellowship applicants are required to have two recommendations submitted on their behalf, accessible online.
Responsible officer: members applying for national fellowships should ask qualified recommenders, such as advisors, to submit this form on their behalf
Golden Torch Award nomination form (Due
May 15) - Chapters who meet all the minimum standards (as outlined
in the Bylaws) and meet all necessary deadlines are eligible
to apply for this award. In order to receive this award,
chapters should have excelled in the areas of scholarship,
leadership and service. The selection process will include
a review of National records to determine eligibility. Chapters
may nominate themselves or section coordinators can nominate
on their behalf.
Responsible officer: may vary - section coordinator, chapter president, advisor or other chapter member or officer
Project Excellence Award nomination form (Due
May 15) - Chapters who have completed an outstanding event
in the areas of scholarship, leadership development, fundraising,
alumni involvement, service, implementation of the national “Reading
is Leading” initiative or a Mortar Board Week project
will be considered for this award.
Responsible officer: president, advisor or other chapter member or officer
Most Improved Chapter Award nomination forms (Due
May 15) - Chapters, section coordinators or national
leadership members can nominate a chapter who can document
the greatest growth and/or improvement in the areas of new
member selection, membership orientation and transition, chapter
operations, service to the community and visibility. Only
one recipient is awarded annually.
Responsible officer: may vary - section coordinator, national committee chair, National Council member, chapter president, advisor, other chapter member or officer
Excellence
in Advising Award nomination form (Due
March 15) - Chapters may nominate outstanding advisors to
be recognized annually for their contributions and ongoing
dedication to Mortar Board. An advisor cannot receive
the award more than once within a five-year period. Up
to three advisors may be selected for this honor each year.
Responsible officer: any member or chapter officer
Conference assistant application (Due March 15) - Each
year, Mortar Board invites outgoing chapter members to apply
to be conference assistants. The benefits of being a conference assistant include free attendance to the annual national conference, arriving early to meet with the national leadership of Mortar Board, building lasting relationships with other members and alumni from across the nation and assisting delegates from every Mortar Board chapter prepare for a successful year. Learn more here.
Responsible officer: any member of Mortar Board, typically a recent collegiate member that will be graduating soon
Alumni Award nomination form (Due March 15) - Honor Mortar Board alumni by nominating them for one of the prestigious alumni awards: the Distinguished Lifetime Membership Award or the Alumni Achievement Award.
Responsible officer: any member or advisor of Mortar Board
National Council nomination form (Due March 15) - Nominate alumni to become a part of the Mortar Board National Council, the organization's board of directors.
Responsible officer: any member of Mortar Board
Governance recommendations (Due March 15) - Any members may submit Bylaws recommendations to be considered by the national Governance Committee. All proposed amendments must be submitted to the Governance Committee on or before March 15 at governance@mortarboard.org. Proposed amendments are reviewed by the committee, which submits final recommendations to be voted upon at the annual national conference.
Responsible officer: any member or chapter officer
View all by date (based on the academic year).
