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

Mortar Board

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

Mortar Board

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).

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