National Submissions Policy

1. All Submissions are due by the following dates unless stated otherwise.

   1. Fall Submissions - September 30.
   2. Spring Submissions - January 30.
   3. Summer and Annual Submissions - April 30.
2. Deadline extensions must be requested at least 15 days prior to the deadline.

1. A list of the contact information and current residence of each active Brother shall be submitted by the Chapter Member-at-Large to the Brother’s Intranet by the dates outlined in Article I, Section I.

1. A list of the contact information and current residence for inactive Brothers is encouraged, but not required.

1. A list of all Active Brothers shall be submitted by the Chapter Treasurer via the Brothers’ Internet at the aforementioned Fall and Spring submission dates.

1. Dues for each active Brother shall be collected and submitted via the Brothers’ Intranet by the Chapter Treasurer by the aforementioned Fall and Spring submission dates.

   1. In the event that not all Brother dues have been collected by the due date, the Treasurer must still submit Chapter dues by the submission date.

1. It is the duty of the Chapter Treasurer to submit an audit by June 30th, including all ledger and bank statements.

1. A report detailing the following information shall be submitted to the Brothers’ Intranet by the Chapter Vice President by dates specified in Article I, Section 1:

   1. Membership, including the number of current active Brothers, number of inactive Brothers, numbers of Members-in-Training, number of Advisors, average meeting length, and average meeting attendance.
   2. Finances, such as the number of Chapter bank accounts, account types, funds in each account, and Chapter finances across all accounts.
   3. Fundraising, including the dates of Chapter fundraisers, type of fundraiser, cost, gross earnings, and net funds raised.
   4. Service, including the number of service events, date of each event, type of event, and Brother’s attendance.
   5. A rating of the Chapter’s internal relations, including strengths, weaknesses, and additional comments.
   6. A rating of the Chapter’s relationship with National Officers, including strengths, weaknesses, and additional comments.
   7. A rating of the Chapters relationship with other Chapters, including strong, negative, and nonexistent relationships.
   8. A rating of the Chapter’s relationship with Chapter Alumni.
   9. A rating of the Chapter’s relationship with Michigan Technological University as an institution.
   10. Current members of the Chapter Standards Board, and dates the Standards Board was held, if applicable.

1. It is the duty of the Alumni Relations Committee Chair to submit a report detailing a list of Brothers who have graduated from or are no longer enrolled at Michigan Technological University, with no intent of re-enrolling.
2. If the Alumni Relations Committee Chair cannot submit the alumni report, it then becomes the responsibility of the Chapter Member-At-Large.

1. A report detailing the following information is to be submitted at the dates outlined in Article I, Section I by the Chapter Treasurer.

   1. Name, contact information, and current residence of each joining member.
   2. Class name.
   3. Pinning Date.
   4. List all new Honorary Brothers, if applicable.
2. Initiation fees shall be submitted by the Chapter Treasurer via the Brother’s Intranet by the aforementioned dates].

1. A report detailing the following shall be submitted via the Brother’s Intranet by the dates specified in Article I, Section 1.

   1. Respective dates for Pinning, Formals, and Informals.
   2. Number of people that started, finished, and withdrew from the education process, respectively.
   3. Member Education staff.
   4. Class name, year, and semester.
2. The officer submitting this report for a given term shall be chosen by the Executive Board no later than one week before the submission due date.

1. It is the duty of the Chapter Historian to submit the Chapter Archives Submission to the National Historian by April 30th.
2. The Chapter Archives Submission is a collection of the following documents:

   1. Chapter Newsletters - A copy of every issue of any Chapter newsletter for that year.
   2. Composite Photograph - A group photograph, or individual Brother’s photos.
   3. Correspondences - Official emails and notifications between Brothers.
   4. Detailed Summary of Chapter Activities - Report of all events since the last report.
   5. Financial Records - Leger or documentation of the Chapter’s transactions.
   6. Labeled Photographs - Any noteworthy photographs in addition to the composite photograph, with the subjects labeled.
   7. Meeting Minutes - All general meeting minutes as well as any recorded committee meeting minutes.
   8. Alumni Brother’s Update List - A list of all Brothers who have graduated since the last submission.
   9. Chapter Policies - A list of all Chapter policies and when they were last updated. If any policies have been updated since the last submission, attach the updated policy.
3. National Archives Submissions must be submitted digitally, to the National Historian, either by email or jump drive.

1. A log of all changes to Chapter bylaws must be submitted via email to the National Secretary by the Policy Maintenance Committee Chair by April 30th.

1. The official Michigan Technological University Academic Calendar must be sent by the Chapter Historian to the National Secretary by the dates outlined in Article I, Section 1 detailing class start and end dates, final exam dates, and University recesses.

1. Eight physical copies of the Chapter’s Initiation Rituals must be submitted to the National Secretary between January 30th and April 30th.
2. These may be submitted in person at Convention, or mailed.

As adopted on April 21, 2024