National Office Operation Policy

  1. Academic Calendars
    1. Collegiate Chapters must submit school calendar information for the next academic year, including classes start dates, classes end dates, dates of finals weeks, and dates of any school breaks to the National Secretary by April 30 of each year.
    2. The National Secretary shall maintain both hard copies and electronic copies of the academic calendars and shall create a composite calendar from those submitted. This composite calendar shall be kept electronically in the appropriate section of the National website. The National Secretary shall inform the National Executive Committee and Board of Trustees when the updates have been published.
  1. Contact Lists
    1. Chapters must submit a list of all Actives, known Inactives, and Advisors to the National Secretary. These lists shall include:
      1. The Chapter name and date of the submission at the top of the list.
      2. Each’s person’s name, city/state of address, primary e-mail address and phone number, Chapter Officers. Chapter representatives to all National Committees.
      3. Collegiate Chapters only: permanent mailing address, which should not be the same as any of its members
      4. Alumni Association only: Mailing Address for official correspondences
    2. This list shall be submitted regularly as follows:
      1. Fall address shall be due on September 30.
      2. Winter/Spring addresses shall be due on January 30.
      3. Summer addresses shall be due on April 30.
    3. An updated list shall be submitted by a Chapter within two (2) weeks of any changes in Chapter officers or National Committee representatives.
    4. The National Secretary shall maintain both hard copies and electronic copies of the contact lists and shall create a composite contact list from those submitted. This composite contact list shall be kept electronically in the appropriate section of the National website. The National Secretary shall send updates to the chair of the National Committee on Electronic Correspondence within fifteen (15) days of the submission deadlines listed in section 2.2. The National Secretary shall inform the National Executive Committee and Board of Trustees when the updates have been published.
    5. The composite contact list shall contain:
      1. Contact Lists submitted by Chapters
      2. The name, mailing address, primary email address and phone number(s) for all National Officers, Permanent Board of Trustees Members and National Committee Chairpersons.
    6. Corrections to the compiled Contact List shall be distributed as necessary during the year by the National Secretary.
  1. Alternative Technology Voting
    1. Ballot forms shall contain the following:
      1. The motion,
      2. The name of the Brother who made the motion,
      3. The name of the Brother who seconded the motion,
      4. A space for the Chapter name or Officer Position to be filled in,
      5. A space for the date to be filled in,
      6. A space for the vote to be filled in (yea or nay),
      7. A space for the voting member(s) name(s) to be printed, and
      8. A space for the voting member(s) signature(s).
    2. Ballot forms should be sent to each voting member of the appropriate body at least thirty (30) days before the expected return of the votes. If the Brother conducting the vote, and the voting body both agree, these guidelines can be extended or shortened as necessary for each specific vote.
    3. Ballot forms shall be filled out completely, and signed by the voting member(s) of the appropriate body if applicable to the medium in which the vote is being taken, unless specified by the Brother conducting the vote.
    4. Votes shall be taken in a medium that the Brother conducting the vote deems appropriate, based on his/her technology availability, and that of the voting members. The votes shall be taken using the following rules.
      1. Fax Votes: Fax votes are due date-stamped by 11:59 p.m. Eastern Time (ET) of the specified due date. Fax votes must be signed by the voting member(s) of the appropriate body.
      2. Electronic Mail Votes: E-mail votes must be submitted by the voting member(s) of the appropriate body, from their E-mail account. If there is more than one voting member per Chapter, one of the voting members may submit all of the votes for that Chapter. If none of the voting members have E-mail, votes shall be submitted via the MAL’s email, the Chapter President’s email, or in one of the other manners listed in this policy. E-mail votes are due date-stamped by 11:59 p.m. ET of the specified due date. The Brother conducting the vote must provide acknowledgment to the person(s) voting that their vote was received.
      3. Phone Votes: Phone votes must be submitted by the voting member(s) of the appropriate body. If there is more than one voting member per Chapter, one of the voting members may submit all of the votes for that Chapter. Phone votes are due by 9:00 p.m. ET of the specified due date, unless a later time is specified by the Brother conducting the vote. Messages may be left on answering machines, but callers must leave a name, Chapter name, vote (yea or nay), phone number and time of call in order for the vote to be valid.
    5. Mid-year meeting votes, whether in person, online, or by conference call, must be submitted by the voting member(s) of the appropriate body, or their designated proxy. If there is more than one voting member per Chapter, one of the voting members may submit all of the votes for that Chapter if the meeting is not in person. Mid-year meeting votes must be included in the minutes of the Conference Call.
  1. Alumni Updates
    1. Collegiate Chapters must submit an Alumni Brothers update list to the Alumni Association and National Historian each year by April 30. This list shall include information for each Alumni Brother whose status/location/information/etc. has changed over the past year:
      1. Name (first, middle, last, maiden)
      2. Title (Dr., Mr., Ms., Jr., Sr., etc.)
      3. Address
      4. Phone Number
      5. Email Address
      6. Occupation
      7. Employer and work phone number
      8. Spouse
      9. Birthday
      10. Current Musical Groups
      11. Initiation Date
      12. Graduation Date
      13. Collegiate Chapter
      14. Big Brother(s)
      15. Little Brother(s)
      16. Pledge Class Name
    2. Term-end Alumni Reports:
      1. Each collegiate Chapter shall be required to inform the National Organization after each semester/quarter of Brother(s) who have left their respective university and have become alumni.
      2. Each collegiate Chapter must submit an Alumni Report to the National Secretary by the following dates of each year:
        1. January 30: Fall Graduates
        2. April 30: Spring Graduates
      3. The Alumni Report will not be accepted unless the form is completely filled out, with all of the necessary information included on the form.
      4. The National Secretary shall forward copies of the Alumni Reports received to the Vice President of the Alumni Association within thirty (30) days of the date on which they were to have been submitted by the Chapters. Each submission to the Vice President of the Alumni Association shall include all reports not previously submitted.
  1. Chapter By-Laws Reference Manual
    1. Chapters must submit their Chapter By-Laws in electronic format to the National Secretary by April 30 of each year. If no changes have been made to their Chapter By -Laws during the last year, the Chapter shall submit a letter stating the date on which the Chapter By-Laws were last amended.
    2. The National Secretary shall maintain both hard copies and electronic copies of all Chapters’ By-Laws. These shall be kept electronically in the appropriate section of the National website. The National Secretary shall inform the National Executive Committee and Board of Trustees when the updates have been published, listing what items have been changed.
  1. Initiation Reports
    1. The Initiation Report form shall be filled out and sent, along with National Dues, National Shingle Fee & National Initiation Fee (as found in the National Finance Policy), to the National Treasurer. This report shall be sent by the following dates of each year:
      1. January 30: Fall initiates
      2. April 30: Spring initiates
    2. The National Treasurer will record the receipt of the check and form, and if OK, will deposit the check and send a copy of the form to the National Secretary for the recording of the new initiates in the National Roll.
      1. RECORD NAMES ON THE REPORT EXACTLY AS DESIRED ON THE SHINGLES. PLEASE PRINT CLEARLY.
      2. If there was no pledge class initiated in a term, the form shall be sent to the National Treasurer, indicating such.
      3. If the form is not filled out properly with all of the necessary information and/or the proper payment is not included the form and check shall be sent back to the Chapter.
    3. The National Secretary shall order shingles on February 15 and May 15 of each year. The National Secretary will only order shingles if the Initiation Report is filled out properly and all fees have been paid. Any reports submitted after the order is sent will not be processed until the next order date.
      1. The shingle size shall be 8 ½” × 11”.
    4. The National Treasurer shall forward copies of the reports received to the Vice President of the Alumni Association within thirty (30) days of the date on which they were to have been submitted by the Chapters. Each submission to the Vice President of the Alumni Association shall include all reports not previously submitted.
  1. Initiation Rituals
    1. Collegiate chapters must submit eight physical copies of Initiation Rituals to the National Secretary at Convention of each year. If no changes have been made to their Initiation Rituals during the last year, the Chapter shall submit a letter stating the date on which the Initiation Rituals were last amended. The National Secretary shall forward copies to the National President, National Vice President of Chapter Maintenance, National Historian, and the permanent members of the Board of Trustees within thirty (30) days after Convention has ended.
    2. If a Chapter is unable to deliver Initiation Rituals in person, it may mail the Rituals to the National Secretary by certified mail prior to Convention. Under no circumstances may these materials be delivered electronically.
  1. Jewelry Orders
    1. Jewelry Design and Stock
      1. Pledge Pins: Pledge Pins will be a red triangle pin with no letters.
        1. An inventory of twenty (20) pledge pins shall be kept on hand by the National Treasurer for use by training chapters.
        2. An inventory of at least twenty (20) pledge pins shall be kept on hand by the National Treasurer for use by current Chapters.
        3. The depleted inventory shall be replenished by pledge pin funds paid by the Chapter who uses them.
        4. All new Chapters shall be awarded fifteen (15) pledge pins to be purchased from the Expansion fund.
      2. Brothers Pins: Brothers Pins shall be of two kinds: a red triangle pin with silver letters or a gold key pin or pendant in the shape of the Crest.
        1. The key pins or pendants shall be of Balclad quality. The National Treasurer shall keep an appropriate inventory of Brothers Pins on hand for purchase by Brothers or Chapters.
        2. Chapters so desiring may order sample key pins or pendants for new initiates to see.
      3. Decals and Name Badges: Decals shall be a replica of the Crest. Decals and Name Badges shall be ordered as necessary by the National Treasurer.
      4. Other Items : Any requests for jewelry or other items not listed on the Jewelry Order Form may be submitted to the National Treasurer for availability and price quotes. Designs and content of new items must be approved by the Board of Trustees Standards Advisor.
    2. Ordering Jewelry
      1. The Jewelry Order form shall be used for all jewelry orders.
      2. Prices of jewelry shall be taken from the numbers published on the order form.
      3. All jewelry orders shall be sent to the National Treasurer and accompanied by a check, made out to “Mu Beta Psi, Inc.”, in the amount of 100% of the total order. Any jewelry order may be returned for not properly filling out all the necessary parts of the Jewelry form and/or not including proper payment. The National Treasurer shall keep the Chapter informed on the status of their order.
  1. National Correspondence
    1. All official National correspondence relating to the Fraternity as a whole, including but not limited to, expansion efforts and updates, alternative technology votes, proposed motions and National Constitution revisions shall be copied to the National President, National Secretary, Chairman of the Board of Trustees and all active Chapters.
  1. Enforcement
    1. Failure to meet any of the deadlines in this policy shall result in the Chapter, National Officer, or permanent Board of Trustees Member being fined as stated in the Finance Policy.
  1. Policy
    1. This policy shall be revised as necessary by a two-thirds (⅔) vote of the National Executive Committee, with presentation to the National Convention upon approval.
Approved April 17, 2012
Amended May 15, 2017
Robert Smith
National Secretary