Below is a list of all of the forms your chapter will need over the year. They are organized by date, starting at the beginning of the academic year.
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.
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Indicates that a report form is required |
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| SEPTEMBER - OCTOBER |
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Officer
Address Information Form (This form is due May 15; if your chapter has not turned it in by fall, you MUST submit it immediately upon your return to campus) - 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. It can be submitted via email to reports@mortarboard.org.
Responsible officer: president |
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Chapter
Action Plan (CAP) (Due October 15) - This form is new for the 2011-2012 academic year and is a combination of the former Chapter Planning Calendar and the Membership Recruitment and Selection Plan. Use the CAP report to share with us your events and activities for the year as well as your plan to recruit and select new members., Complete
this form with estimated dates, hours spent and details for your
chapter’s events.
Responsible officer: president and vice president or membership chair |
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Chapter
Project Grant application (Due October 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 |
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Mortar Board Forum fall/winter edition magazine submissions (Due October 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 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 are strongly encouraged and should be sent along with the article as a jpeg, tiff or gif image. They should not be embedded in the Word document. Please note that a print-quality photo resolution (at least 300 dpi) is best.
Responsible officer: director of communications, historian or president |
| NOVEMBER - DECEMBER |
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Alumni Award nomination form (Due November 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 |
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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 chair or director of communications |
| JANUARY - FEBRUARY |
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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 apply for
funding from Mortar Board. Read more details here.
Responsible officer: any member |
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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 |
| MARCH - APRIL |
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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) |
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Petition
for Scholarship Exception (if necessary) - 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 |
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Petition
for Chapter Size Exception (if necessary) - 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 |
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Honorary
Membership Petition (if honorary members are selected) - 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 |
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Petition
for Post-Graduate Initiation (no due date) - 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 |
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Mortar Board Forum spring/summer edition magazine submissions (Due 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 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 are strongly encouraged and should be sent along with the article as a jpeg, tiff or gif image. They should not be embedded in the Word document. Please note that a print-quality photo resolution (at least 300 dpi) is best.hey should not be embedded in the Word document. .
Responsible officer: director of communications, historian or president |
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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 |
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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 |
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Excellence
in Advising Award nomination form (Due March 15) - Chapters
can nominate outstanding advisors to be recognized annually
for their contributions and ongoing dedication to Mortar
Board. Current Mortar Board leaders (including National
Council members, National Foundation trustees, section coordinators
and standing committee chairs) are not eligible during their
term of office. An advisor cannot receive the award
more than once within a five-year period. Nominating
chapters must be in good standing.
Responsible officer: any member or chapter officer |
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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
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National conference registration (Opens March 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 $250 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. The deadline to register is May 15.
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 $245 registration fee and cover travel costs) |
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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
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| MAY - JUNE |
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Chapter
Finance Report (Due May 15) - This important
form must be turned in to ensure your chapter’s nonprofit
status.
Responsible officer: treasurer |
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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 |
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Advisor
Annual Report (Due May 15) - Advisors should complete
this year-end report.
Responsible officer: advisor |
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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: section coordinator, chapter president, advisor or other chapter member or officer |
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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 |
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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 |
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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 $245 registration fee and cover travel costs) |
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Chapter
Project Grant application (Due 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 |
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Officer
Address Information Form (Due May 15 or immediately following
chapter officer elections, typically in the spring but sometimes fall) - This
form reports the contact information for all your chapter’s
officers and advisors to the Mortar Board National Office.
Responsible officer: chapter president (either incoming or outgoing) |
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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 |
