ALPHA Pl MU PROCEDURES MANUAL INDUSTRIAL ENGINEERING HONOR SOCIETY FOUNDED 1949 MEMBER - ASSOCIATION OF COLLEGE HONOR SOCIETIES

Transcription

1 PROCEDURES MANUAL OF ALPHA Pl MU INDUSTRIAL ENGINEERING HONOR SOCIETY FOUNDED 1949 MEMBER - ASSOCIATION OF COLLEGE HONOR SOCIETIES ALPHA Pl MU ASSOCIATION 3005 Lancaster Drive Blacksburg, VA 24060

2 TABLE OF CONTENTS PROCEDURES MANUAL I. INTRODUCTION II. PROCEDURE FOR SUBMITTING CHAPTER REPORTS III. REPORTS SUBMITTED DURING THE ACADEMIC YEAR A. Chapter Agenda Report B. Quarterly Report C. Initiation Report D. Annual Chapter Report E. Income Tax Report F. David F. Baker Memorial IV. SUBMITTING CANDIDATES FOR MEMBERSHIP A. Active Membership B. Honorary Membership C. Faculty Membership V. ORDERING SUPPLIES AND REPLACEMENTS VI. SUBMITTING CANDIDATES FOR SCHOLARSHIP AWARD VII. CONDUCTING THE INITIATION CEREMONY

3 PROCEDURES MANUAL ALPHA Pl MU ASSOCIATION The purposes of the Procedures Manual are: I. INTRODUCTION 1. To indicate the administrative responsibilities of the Chapter to the National Office. 2. To outline the procedures to be followed by the Chapter in carrying out its responsibilities to the National Office. The Chapter President is responsible for seeing that all communications from the National Office are brought to the attention of the Chapter Executive Committee and Chapter membership. He/she is responsible for carrying out the actions of the Chapter which concern the National Office. He/she is the official communications link between the Chapter and the National Office. Immediately upon election of new Chapter officers, the President and Chapter Executive Committee should become familiar with the Chapter bylaws, Constitution, and this Association Procedures Manual. It is the intent of this Procedures Manual to supplement the Association Constitution and Chapter by-laws and in no way contradict them. II. PROCEDURE FOR SUBMITTING CHAPTER REPORTS All reports and correspondence with the National Office must be typed and submitted by the Chapter President to the National Executive Director. The National Office will direct all its correspondence to the Chapter President c/o the Department of Industrial Engineering of the Chapter's institution. Please make arrangements with your departmental secretary to provide a mail box for Alpha Pi Mu and collect your mail on a regular basis.

4 A. Chapter Agenda Report III. REPORTS SUBMITTED DURING THE ACADEMIC YEAR 1. The first Chapter meeting of the academic year shall be held prior to October 15th. 2. The Chapter Agenda for the current academic year shall be established at the first meeting in outline form specifying meeting dates, initiation dates and activities and submitted to the National Office by October 31st. B. Quarterly Report (An example form is on the following two pages.) 1. A Quarterly Report shall be prepared on the Quarterly Report form and submitted to the National Office by October 31st, indicating the names of the current officers, active membership, and faculty advisor. 2. A Quarterly Report shall be submitted to the National Office with the Chapter Annual Report by April 15th. 3. Additional Quarterly Reports shall be submitted to the National Office when there are any changes in the Chapter officers, active membership or faculty advisor.

5 ALPHA PI MU Quarterly Report Chapter Name Date OFFICERS: Term of office begins: Ends: Name Address Phone President: Vice-President: Recording Secretary: Corresponding Secretary: Treasurer: Faculty Advisor: Other Officers: MEMBERS (in School) Active:

6 Honorary: Members Graduated Since Last Report: Remarks:

7 C. Initiation Report (An example form is on the following two pages.) 1. The Initiation Report form must by typed in duplicate. Submit one copy to the National Office six weeks prior to the initiation date. It is important that the Initiation Report be accurate and that names are spelled exactly as each candidate wishes his/her name to appear on the membership certificate. a. "Basis of Grading System": Indicate the points assigned to each letter grade. Example: A 4.0, B 3.0, C 2.0. b. "Number in Class": Indicate the total number of students enrolled in the senior (or junior) Industrial Engineering class. c. "Minimum Upper Third (Fifth) Grade Point": Indicate the grade point average of the student ranking last in the upper one-third of the senior Industrial Engineering class (or last in the upper one-fifth of the junior Industrial Engineering class). Example: If there are 27 students in the senior Industrial Engineering class, the "Minimum Upper Third Grade Point" is the grade point of the student ranking 9th out of 27. d. Class Standing": Indicate where each initiate ranks in his or her Industrial Engineering class. Example: 1st, 2nd, 3rd, etc. NOTE: The items described under (a), (c) and (d) also appear on the Membership Card. Failure to obtain written permission from the initiate to release items (c) and (d) above could constitute a violation of the 1974 Individual Rights and Privacy Act.

8 DUE SIX WEEKS PRIOR TO INITIATION ALPHA PI MU INITIATION REPORT Certificate Order No. INSTRUCTIONS: D REPORT TYPED IN DUPLICATE D SEND ONE COPY TO NATIONAL OFFICE D INCLUDE ONE COMPLETED MEMBERSHIP CARD FOR EACH INITIATE D INCLUDE $38.00 DUES FOR EACH INITIATE D ONE CHECK FOR TOTAL FEES WARNING: SUBMITTING INDIVIDUAL GRADE POINTS OR CLASS STANDING COULD VIOLATE 1974 PRIVACY ACT UNLESS INITIATES HAVE GIVEN WRITTEN CONSENT. Chapter Date of Initiation Basis of Grading System: A B C Seniors: Number in Class Minimum Upper Third Grade Point NAME - (As you want it to appear on Certificate) First Middle Last Grade Point Class Standing Juniors: Number in Class Minimum Upper Fifth Grade Point NAME - First Middle Last Grade Point Class Standing (See Reverse Side)

9 GRADUATE STUDENTS or ALUMNI NAME - (As you want it to appear on Certificate) Graduate School Grade Average or First Middle Last Class Standing Upon Graduation The above listed Graduate Students are highly recommended by me as qualified candidates for membership in Alpha Pi Mu. Name Signature Department Chairman HONORARY MEMBERSHIP Must be approved by National Executive Council (See Procedures Manual.) FACULTY MEMBERSHIP Must be approved by National Executive Council (See Procedures Manual.) Name Signature Faculty Advisor Name Signature Corresponding Secretary (Must be signed to be valid)

10 D. Annual Chapter Report 1. Each Chapter is required to prepare an Annual Report covering the one-year period ending April 1st of the current academic year. Noncompliance with this requirement is subject to disciplinary action by the Executive Council as described in Article IX of the Constitution. The required items for the annual report are: a. Complete financial statement for the current academic year. b. Copy of authorization letter in lieu of Internal Revenue Service Form 990 for the previous year. c. National Office General Questionnaire. d. Quarterly Report Form of officers for the coming year. e. Endorsement by the Faculty Advisor indicating that he/she has read and approved the annual report. This report is to be submitted to the Executive Director and must be postmarked by midnight, April 15 th. 2. Annual Outstanding Chapter Awards Chapters who wish to submit a more detailed report describing their activities may compete for annual awards given to recognize outstanding contributions to Alpha Pi Mu. A Regional award is given to the outstanding Chapter in each region. Outstanding Chapters in each region then compete for the National Outstanding Chapter awards. a. Purpose - In order to promote and stimulate further interest within and among Chapters, National and Regional awards are presented annually to recognize and encourage those Chapters which are making outstanding contributions to further the purposes of Alpha Pi Mu. b. Award Form - First place winner in the National Outstanding Chapter competition will receive a large plaque, and smaller plaques will be awarded for second through fifth place and Regional winners. All plaques will be appropriately engraved for the Chapter's permanent possession and display. Other competing Chapters within a region making outstanding contributions will receive honorable mention recognition with a suitable certificate. c. Award Period - The time period to be covered by each National Outstanding Chapter award will be the academic year. This will allow sufficient time for the collection of all reports, and determination of the outstanding Chapter and the announcement and presentation of the award at the beginning of the succeeding academic year.

11 d. Number of Reports Due - Those Chapters competing for National Outstanding Chapter awards must submit the original and two copies of their annual report to the Executive Director by April 15th. e. Report Form - In addition to the items required to be submitted by all Chapters, the following items are required to be submitted by those Chapters wishing to compete for the National Outstanding Chapter award: i. Records of all Chapter events during the interim period since the preceding report including minutes of meetings. ii. A proposed program of activity during the ensuing year. iii. Items as discussed below and under subheading (f). Each Chapter will be judged on the basis of the information furnished to the National Office in its Annual Chapter Report. The Chapter President should, at the beginning of the year, designate one person (preferably the Vice President or Corresponding Secretary) as chairman of a committee to prepare the Annual Report. Since the National Office does not return the Annual Reports to the Chapter, it is suggested that the original and one copy be prepared. The member designated Chairman of the Annual Report Committee should become familiar with the requirements of the report and should study the previous reports submitted by his/her Chapter. This should be done at the beginning of the academic year so that he/she will know what material and information should be gathered during the year. Press releases, clippings, photographs, reports, Chapter minutes and articles are easy to obtain at the time, but very difficult six months later. All material and information to be used in the report should be filed with the committee as it is gathered and made a part of the Annual Report. This report must be postmarked by midnight, April 15th, and will not be considered for the National award if submitted later than this date. The judges base their decision on the report itself and the Chapter's promptness in answering correspondence and submitting reports to the National Office. Although your Chapter might be the best, it will not receive proper consideration unless its accomplishments are reflected in the Annual Report.

12 f. Basis of Selection and Point Distribution - The selection of the National Outstanding Chapter will be based on a point system with points being given for the items listed below: Maximum Points I. Chapter and University Activities 200 II. Betterment of the Field of Industrial Engineering 100 III. Betterment of the National Society 75 IV. Professionalism of Report 50 The following examples may assist you in the formulation of your report. You should also mention any other subjects which may help to describe the activities of your Chapter. i. Chapter and university activities include activities which improve, advance, or promote the development of the university and its students. Examples could include: Faculty/course evaluation, educational assistance to other students, exhibits or projects, Chapter awards, publicity, service projects, EVIDENCE OF ACADEMIC EXCELLENCE AND LEADERSHIP. ii. Betterment of the field of Industrial Engineering includes any project or activity directed toward the betterment of the field of Industrial Engineering which has been completed during the year, such as: Publications in professional or technical journals, recruitment of potential Industrial Engineering students, and community public relations. iii. Betterment of the National Society consists of any project or activity directed toward the betterment, advancement or improvement of Alpha Pi Mu in general, on a national level, and which has been completed, or partially completed during the year. Typical activities include any assistance given to the National Office in carrying out the function of that office, expansion of the society, promotion of Alpha Pi Mu to technical societies, intersociety communications, and promotion of alumni relations. iv. Professionalism of the report is based in part on preparation of documentation, photographs and writing style. Each Chapter will be judged on each of the above items on a sliding scale from zero to the total indicated. After all Chapters have been judged for each item, the points assigned to each Chapter will be totaled; and awards will be presented to the winning Chapters.

13 g. National Office General Questionnaire Supplies Inventory Response i. Number of blank membership cards on hand. ii. Number of Initiation Report forms on hand. iii. Number of Quarterly Report forms on hand. iv. Number of revised copies of the "Constitution and Association Procedures Manual" on hand. v. Number of revised Rituals on hand. vi. Approximate amount of Chapter stationery on hand. vii. Number of "Alpha Pi Mu Brochures on hand. General i. Does your Chapter have a file for membership cards? ii. Where are your Chapter files kept between meetings? iii. Where are your Rituals kept? iv. Does yo ur Chapter have shadow boxes for initiation? v. Does your Chapter have any other equipment for the initiation? If so, what? vi. What is your total initiation fee? vii. To whom and what address should mail be sent during the summer? viii. When does the academic year end? ix. When does the Fall term begin? x. What is the permanent Chapter mailing address? (This address must be c/o I.E. Department or a permanent box number at the University Post Office.)

14 h. Annual Report Preparation - In preparing the Annual Report, the following general rules should be followed: E. Income Tax Report i. The report should be contained in a binder using clasps or some device for holding the material together with Chapter name and year on the cover. ii. The reports should be typed and proofread before being submitted. iii. All appropriate material to be made a part of the report should be enclosed in the binder. Clippings and photographs should be glued or stapled to standard-sized paper. iv. All pages should be numbered and cross-referenced where desirable. v. Emphasis should be placed on projects completed and not on projects planned for the future. vi. The report is submitted to the National Office. The report must be postmarked by midnight, April 15 th, and will not be accepted for competition if not so postmarked. 1. The Internal Revenue Service requires that once a year each subordinate organization (Chapter) file an information notice to the Alpha Pi Mu Association in lieu of an IRS Form 990. IMPORTANT a. Alpha Pi Mu could lose its tax exemption if the information notice is not filed by each Chapter. b. No substitute notice may be used. c. Disciplinary action outlined in Article IX will be taken against any Chapter which does not submit an information notice in lieu of IRS Form 990 by March 31st. 2. Each Chapter must provide the following items on the authorization form: a. Chapter's name and complete address. (Use the Department of Industrial Engineering address.) b. Fill in the IRS Employer Identification Number. c. Date, sign, and indicate Title of Officer at bottom of form.

15 3. Obtain the authorization form from the Alpha Pi Mu National Office if one was not sent to your Chapter. F. David F. Baker Memorial Award In recognition of his loyal service and leadership in Alpha Pi Mu and outstanding contributions to Industrial Engineering, the David F. Baker Memorial Award was established in 1973 by the Alpha Pi Mu Executive Council. Dr. Baker, past president of Alpha Pi Mu, served Ohio State University as a faculty member and chairman for several years. The award is to recognize an Alpha Pi Mu member in each region who makes an "Outstanding Contribution to Industrial Engineering." Chapters wishing to nominate individual members for consideration for the David F. Baker Memorial Award should submit a written report to the Regional Vice President, detailing the member s outstanding contribution to Industrial Engineering, not later than April 15th. Nomination forms are available from the Regional Vice Presidents. This report is to be separate and independent from the Outstanding Chapter Award Contest. Awards are only made in those years when the Executive Council believe a significant contribution has been made by a nominated individual to the field of Industrial Engineering.

16 ALPHA Pl MU ASSOCIATION INDUSTRIAL ENGINEERING HONOR SOCIETY FOUNDED 1949 Dr. C. Patrick Koelling National Treasurer Alpha Pi Mu Association 3005 Lancaster Drive Blacksburg, VA Dear Dr. Koelling: This information notice is to authorize Alpha Pi Mu Association (central organization) to include the subordinate organization (Chapter) Chapter Name IRS EIN University Name P. O. Box and Address Zip Code in the IRS 990 Group Exemption Filing of Alpha Pi Mu Association for the year January through December 31,. It is understood that the subordinate organization is not required to file a 990 form using this procedure. Any IRS 990 forms received by a Chapter should be enclosed with this notice. Our total Chapter revenue was less than $25,000 for the fiscal year; and our tax exemption continues to be in effect under the IRS Group Exemption letter dated September 15, Signed Signed Signed Chapter President Chapter Treasurer Chapter Advisor Submit this form annually prior to March 31st along with any correspondence received from IRS to the above address. Member Association of College Honor Societies

17 NOMINATION FORM DAVID F. BAKER AWARD ALPHA PI MU INDUSTRIAL ENGINEERING HONORARY CHAPTER MAKING NOMINATION DATE REGION NOMINEE NAME TITLE ADDRESS NOMINEE INITIATED A MEMBER OF CHAPTER IN ADDITION TO THE STATEMENTS BELOW, ATTACH A VITA OF THE NOMINEE AND UP TO TWO LETTERS OF SUPPORT DOCUMENTING CONTRIBUTIONS THE PERSON HAS MADE TO THE INDUSTRIAL ENGINEERING PROFESSION. STATEMENT OF SUPPORT FROM Chapter President STATEMENT OF SUPPORT FROM Faculty Advisor I HAVE REVIEWED THE NOMINATION MATERIAL AND FOUND IT TO BE COMPLETE. Regional Vice President

18 THE DAVID F. BAKER MEMORIAL AWARD In recognition of his loyal service and leadership in Alpha Pi Mu and outstanding contributions to Industrial Engineering, the David F. Baker Memorial Award was established in 1973 by the Alpha Pi Mu Executive Council. Dr. Baker, past president of Alpha Pi Mu, served Ohio State University as a faculty member and chairman for several years. The award is to recognize an Alpha Pi Mu member in each region who makes an "Outstanding Contribution to Industrial Engineering." Typical activities that should be reported in statements of support for the nominee include (but should not necessarily be limited to), the following: STUDENTS: *Record of outstanding leadership in student activities. *Record of outstanding involvement in IE research or professional practice. *Significant contribution to the development of improvements in IE education. *Preparation and presentation and/or publication of IE Technology. FACULTY: *Record of commendable involvement in student professional/honorary activities. *Exceptional performance in IE instruction. *Record of involvement of students in professional practice and/or research. OTHER: *Significant and noteworthy record of professional achievement. *Unique application of IE technology. CHAPTER INFORMATION MUST BE SUBMITTED TO THE REGIONAL VICE PRESIDENT NO LATER THAN APRIL 15th.

19 A. Active Membership IV. SUBMITTING CANDIDATES FOR MEMBERSHIP 1. The Chapter meets and elects candidates for active membership in accordance with Article III of the Constitution and the Chapter's by-laws. 2. A formal letter of initiation is sent to each candidate along with two (2) membership cards to be completed and signed by the candidate (one to be submitted to the National Office and one to be retained for the Chapter files). 3. After all the candidates have accepted or rejected the invitation to join Alpha Pi Mu, the Initiation Report must be submitted to the National Office at least six (6) weeks prior to the date of initiation. The Initiation Report must be typed and signed by the Faculty Advisor and Corresponding Secretary. Any errors on the Initiation Report will be the responsibility of the Chapter. The Chapter will be required to pay $6.50 to replace any certificates. 4. The initiation fee ($38 per member) and one (1) copy of the Membership Card for each candidate must be submitted to the National Office six (6) weeks prior to the initiation date. The fees are to be submitted by one Chapter check or money order (not individual personal checks). NOTE: In order to have the certificates in time for distribution at the initiation, the initiation fees and membership cards must be submitted with the Initiation Report six weeks prior to the date of initiation. Errors or discrepancies between the Initiation Report and membership cards will result in delays in preparing and distributing the certificates. 5. Upon receipt of the initiation fees and membership cards, certificates will be prepared. Certificates will be sent directly to the Chapter president. All correspondence relating to the certificates must be with the National Office. 6. The National Office will record the General and Chapter numbers on the membership cards. The information on the membership cards must be legible.

20 B. Honorary Membership 1. Whereas faculty memberships are intended to promote future activity and participation by men and women whose life work is connected with the education of young men and women, the Honorary Membership in Alpha Pi Mu is tendered to those men or women who merit recognition for outstanding and unusual contributions to the profession of Industrial Engineering. The contributions recognized would be on a national or industrywide scale rather than on a community level, particularly relating to one or two universities. 2. A maximum of 4 persons may be admitted to the National Society as Honorary Members in any one academic year. 3. A deadline date of December 1st shall be set for submission of a candidate for proposed Honorary Membership. The Executive Council shall review all of the nominees and select those persons deemed qualified (less than the maximum number may be elected.). 4. A candidate must receive at least two-thirds affirmative votes of the total number of eligible votes in the Executive Council to be elected. (This is ten (10) of the present fifteen (15) Executive Council members.) 5. No more than one nomination per year may be submitted by a Chapter. 6. The following guidelines pertain to the nomination and election of Honorary Members: a. He/she shall have been active at the national and international level, such as in professional technical societies relating to engineering, management science, operations research, etc. b. Be responsible for especially meritorious research and publications relating to the Industrial Engineering profession. c. Have developed new philosophies and/or new methodologies in addressing Industrial Engineering problems. d. While the majority of candidates would come from business and industry, eligible candidates may include: i. Outstanding educators who have made a distinct contribution to Industrial Engineering on a national level. ii. Government personnel who have made unusual contributions to Industrial Engineering.

21 iii. An individual who has contributed values over a lifetime to the profession. While no single contribution stands out, the accumulation of his/her service merits recognition. 7. Sixteen (16) copies of the candidate's complete history, indicating the outstanding contributions, must be submitted prior to the deadline of December 1st to the National Office 8. In no case may an Honorary Member be initiated without specific written approval from the National Executive Director. 9. Upon receipt of written approval from the National Executive Director, the candidate for Honorary Membership is processed in the same manner as Active Member candidates. EXCEPTION: No initiation fee is required. 10. The Honorary Member is initiated at the next regularly scheduled initiation ceremony. C. Faculty Membership 1. Faculty membership may be granted to a faculty member of an ABET-accredited Department of Industrial Engineering who has made an outstanding contribution to education in the field of Industrial Engineering, upon review and approval of his/her credentials by the National Executive Council. Active soliciting of prospective faculty members by individual Chapters may not be undertaken prior to the approval by the Executive Council of such prospective faculty members. 2. The purpose of the Faculty Membership is to provide a direct and manifest means for faculty of the Department of Industrial Engineering to be identified with and participate in the activities of Alpha Pi Mu. While there is no intent that a faculty member should participate as an Active Member in the Chapter, there is need for faculty to be fully aware of the ideals and objectives of the Chapter and to render aid and assistance to the Chapter as needed. The traits expected of members of Alpha Pi Mu--scholarship, leadership, sociability, ethicality, and widespread interest--are of prime consideration in facultystudent relationship. The affiliation of the faculty and their contribution to the welfare of Alpha Pi Mu are encouraged.

22 3. Qualifications for faculty membership are as follows: a. The candidate shall hold rank above instructor in the Department of Industrial Engineering. b. The candidate shall have at least three years of full-time teaching and/or research experience as a faculty member in the Industrial Engineering Department at that particular university. c. The candidate shall be clearly identified with the Industrial Engineering courses and research of the department. d. Faculty memberships may be extended to include outstanding faculty in Industrial Engineering Departments which have no active student Chapter of Alpha Pi Mu. The individual receiving the faculty membership is required to attend the initiation at the campus of the sponsoring Chapter. e. The Chapter membership should view every proposed faculty member as a Chapter advisor. 4. Sixteen (16) copies of a biography of each candidate and of qualification statements written by two (2) members of the proposing Chapter, indicating outstanding contributions, must be submitted to the National Office six (6) weeks prior to the scheduled initiation date for approval or disapproval by the National Executive Council. In no case may a faculty member be initiated without specific written approval from the Executive Director. 5. A candidate must receive at least two-thirds affirmative votes of the total number of eligible votes in the Executive Council to be elected. (This is ten (10) of the present fifteen (15) Executive Council members.) 6. Upon receipt of written approval from the National Executive Director, the candidates for faculty membership are processed in the same manner as Active Member candidates. 7. The faculty member is initiated at the next regularly scheduled initiation ceremony.

23 V. ORDERING SUPPLIES AND REPLACEMENTS A. Keys that are lost or destroyed may be replaced by requesting a replacement from the National Office along with the member's name, year initiated, and Chapter. A replacement key will cost $6.50. B. Certificates may be ordered by sending $6.50 to the National Office, along with the member's name, year initiated, and Chapter. C. The information brochure, "Alpha Pi Mu," can be ordered from the National Office at no cost to the Chapter. Please state quantity wanted. D. Initiation Report forms, Quarterly Report forms, Membership Cards, Constitution and Procedures Manuals, and Rituals can be ordered from the National Office. VI. SUBMITTING CANDIDATES FOR SCHOLARSHIP AWARDS The number of scholarship awards given and the amount of the stipend will be established by the Executive Council at their meeting prior to the year of the awards. The person applying must be enrolled in college at the time of receipt of the award and an APM member. The number of applicants each Chapter may have is determined by the number of current active members as follows: Members Applicants The Chapter applicant(s) will be screened by the faculty advisor and department chairperson. The signature of the faculty advisor must be included. This information should be sent to the National Office in one envelope by November 15th. The applicants will be judged in accordance with the goals of this organization by a sub-committee of the Executive Council. The recipients will be notified by March 15th of their awards. VII. CONDUCTING THE INITIATION CEREMONY At the beginning of the Ritual Book is a description of the setting of an Initiation Ceremony. It is suggested that the initiation team have a rehearsal of the entire ritual prior to the actual initiation ceremony.