Reports

Here are all the forms your chapter will need throughout the year organized by due date. Reports help your measure your chapter's progress and ensure that your transition to the next class is successful while showcasing everything you've accomplished!

Required reports

SEPTEMBER 30: Chapter Action Plan (CAP)

Mortar Board chapter leaders are effective planners. They carry out their plans, so all members are engaged in success. The CAP allows you to put your plans in a format that makes sense. A good plan will set up your chapter for successful service to Mortar Board and through Mortar Board. Your executive officers and advisor will assist in the development of your CAP. Your section coordinator will review your CAP and give your feedback. Complete this form with estimated dates, hours spent and details for your chapter’s events. Note, you don’t need to wait until September 30.

Responsible officers: president, executive committee and advisors

Due on or before September 30

Chapter Action Plan

NOVEMBER 10: Mortar Board Forum Autumn issue submission

A picture is worth a thousand words. Write a little and send a great photo! Photos should be in JPEG, TIFF or GIF formats – NOT embedded in the document – and must be print-quality photo resolution (at least 300 dpi).

Responsible officers: director of communications, historian or president

Due on or before November 10

Forum news submission

JANUARY 4: Mortar Board Forum Winter issue submission

A picture is worth a thousand words. Write a little and send a great photo! Photos should be in JPEG, TIFF or GIF formats – NOT embedded in the document – and must be print-quality photo resolution (at least 300 dpi).

Responsible officers: director of communications, historian or president

Forum news submission

BETWEEN SELECTION AND TAPPING: Candidate Request (CR)/Official Membership Report (OMR)

You must provide the National Office with a complete list of the candidates your chapter has selected at least two weeks before candidates are tapped. Once these candidates are approved, they may be tapped by your chapter.

The link below will take you to the CR in Microsoft Excel and includes instructions for its completion. Please see the instructions tab of the workbook for more information on payment of fees. Within one week after initiation, your OMR must be completed with detailed information about the candidates you selected, including whether they accepted or refused membership. The OMR automatically calculates the amount of fees your chapter must submit. Note, you must complete the OMR in your previously approved CR workbook, not a new one.

Responsible officers: membership chair, vice president or president and treasurer

Candidate Request/Official Membership Report

MARCH 15: National Conference registration

Delegates’ registration costs, meals and lodging are covered by Mortar Board, Inc. through conference fees paid by all chapters, along with grants and funding provided by Mortar Board, Inc. and the Mortar Board National Foundation. Additional collegiate participants are required to pay a registration fee, which includes meals and lodging. The deadline for official delegates to register is May 15. Delegates who register past the deadline will be assessed a late fee.

Responsible officer: new chapter president for the upcoming academic year

National Conference registration

APRIL 1: Mortar Board Forum Spring issue submission

A picture is worth a thousand words. Write a little and send a great photo! Photos should be in JPEG, TIFF or GIF formats – NOT embedded in the document – and must be print-quality photo resolution (at least 300 dpi).

Responsible officers: director of communications, historian or president

Forum news submission

WITHIN 7 DAYS AFTER INITIATION: OMR and fees

See details above for completion of the OMR. Ensure that the conference fee and all new members and continuing senior fees (including those paid online) have been received by the National Office. This is required for Gold Torch Award consideration.

Responsible officers: membership chair, vice president or president and treasurer

Candidate Request/Official Membership Report

MAY 15: New Officer Report

This form reports the contact information for all your chapter’s officers and advisors to the Mortar Board National Office. This report must be completed by May 15 and anytime advisors or officers change.

Responsible officer: chapter outgoing president

New Officer Report

MAY 15: Chapter Finance Report

This important form must be turned in to ensure your chapter’s nonprofit status. What’s more, you can leave a good record for the next leaders of your chapter. This is required for Gold Torch Award consideration.

Responsible officer: treasurer

Chapter Finance Report

MAY 15: Chapter Annual Report

This report shows you what you have done and leaves a good record for the next chapter leaders. This is required for Gold Torch Award consideration. Remember, you don’t have to wait until May 15 to turn in any of these reports.

Responsible officer: president

Chapter Annual Report

MAY 15: Advisor Annual Report

Advisors must complete this year-end report. This is required for Gold Torch Award consideration.

Responsible officer: advisor

Advisor Annual Report

MAY 15: Historian Annual Report

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

Historian Annual Report

JUNE 1: National Conference registration

Each chapter is required to send one delegate to the annual national conference to remain in good standing. The delegate is typically the chapter president or another officer if he/she is unable to attend. Registration costs and accommodations are provided free of charge for this delegate. The cost is covered by the conference fee the chapter submits annually with the OMR, along with grants and funding provided by Mortar Board, Inc. and the Mortar Board National Foundation. Additional chapter members and advisors are invited to attend the conference but will be required to pay a registration fee. The deadline for official delegates to register is June 1. Delegates who register past the deadline will be assessed a late fee.

Responsible officer: new chapter president for the upcoming academic year

National Conference registration

JULY 1: Mortar Board Forum Summer issue submission

A picture is worth a thousand words. Write a little and send a great photo! Photos should be in JPEG, TIFF or GIF formats – NOT embedded in the document – and must be print-quality photo resolution (at least 300 dpi).

Responsible officer: director of communications, historian or president

Forum news submission

Recommended or optional reports

AS REQUESTED: Chapter Recovery Initiative (CRI)

Use this report to develop an action plan to overcome issues that threaten your chapter. Chapters struggling to obtain an appropriate number of candidates are urged to fill out the form as early as possible before selection to take proactive steps to overcome this obstacle and complete a successful selection.

Responsible officer: any Mortar Board member or officer

Chapter Recovery Initiative

DUE WITH CR: Petition for scholarship exception

The scholarship requirement for collegiate membership is the minimum grade point average representing the upper 35 percent of the student body with junior standing, or a minimum of a straight B average (3.0), whichever is higher on your campus. If your chapter wants to select a candidate whose GPA is lower than 3.0, you must submit a petition for a scholarship exception before the candidate may be tapped. Submit the petition along with the CR, and the National Office will let you know if you may tap the candidate.

Petition for scholarship exception

DUE WITH CR: Petition for maximum chapter size exception

Chapters must select a minimum of 15 candidates, or 10 percent of the student body with junior standing, whichever is less. The maximum number of members is 50, or 1.5 percent of the student body with junior standing, whichever is greater. If your chapter has a compelling reason for selecting more than the maximum number of candidates, submit this report for approval from the National Office. (If your chapter fails to consider the minimum number of candidates, a Chapter Recovery Initiative (CRI) report is required.)

Petition for maximum chapter size exception

DUE WITH CR: Petition for honorary membership

Each year, your chapter is encouraged to select up to three honorary members who exemplify the purpose of Mortar Board and have at least a baccalaureate degree and national or regional reputation in their field. A candidate for honorary membership may not already be a Mortar Board member. Note: Mortar Board also has a Chapter Citation to honor people on your campus who have been helpful to your chapter but who do not qualify for honorary membership.

Petition for honorary membership

MARCH 31: Excellence in Advising Award nomination

The Excellence in Advising Awards are given to Mortar Board chapter advisors who have demonstrated a commitment to the purpose of Mortar Board and gone above and beyond in their work with a collegiate chapter. Nominations must be submitted from current collegiate members and are due on or before March 31 of each year. Nominations are reviewed by a selection committee, and recipients are announced annually. The Excellence in Advising with Distinction may be presented to an advisor who has previously won the Excellence in Advising Award. Nominating chapters must be in good standing.

Excellence in Advising Award nomination

MAY 15: Gold Torch Award application or nomination

Chapters that meet all the minimum standards (outlined in the Bylaws) and meet minimum selection and acceptance standards are eligible to apply for this award. To receive a Gold Torch, chapters must have excelled in scholarship, leadership and service. The review process includes a review of all reporting, both voluntary and required. A chapter may be nominated by its officers, advisors or section coordinator. Winning the Gold Torch is a great addition to your and your officers’ résumés. It is a great record to leave behind for your successors too!

Responsible officers: section coordinator, president, advisor or other chapter members

Gold Torch Award application

MAY 15: Ruth Weimer Mount Chapter Excellence Award application or nomination

The Ruth Weimer Mount Chapter Excellence Award is the highest possible honor given for chapter achievement based on superior chapter operations, participation, selection, advising, visibility and communications. Considerations include:

  • Being represented by a delegate at the national conference
  • Submitting all required reports to the National Office
  • Having at least one submission to the Forum
  • Clearing all institutional and Mortar Board financial obligations
  • Retaining a well-tested sense of camaraderie among chapter members
  • Having a current, up-to-date chapter website
  • Submitting an application for at least one Project Excellence Award
  • Completing a significant all-campus project that involves at least 75 percent of chapter participation
  • Sponsoring an alumni event or newsletter
  • Practicing an excellent selection process following procedures
  • Having active advisor(s)
  • Being visible on campus
  • Carrying out meaningful and established traditions
  • Communicating effectively with chapter members.

Chapters must also submit a Gold Torch Award Application to be considered for the Ruth Weimer Mount Chapter Excellence Award. The chapter that wins this award must also receive a Gold Torch award in the same academic year. Five years must elapse before a winning chapter may apply again for the award.

Responsible officer: section coordinator, president, advisor or other chapter members

Ruth Weimer Mount Chapter Excellence Award application

MAY 15: Project Excellence Award application or nomination

Chapters that have completed an outstanding project in scholarship, leadership development, fundraising, alumni involvement, service, “Reading is Leading” or Mortar Board Week will be considered for this award. Officers and advisors may nominate their chapter for any projects they would like to have reviewed by the committee. Please share no more than your top five projects.

Responsible officer: president, advisor or other chapter member or officer

Project Excellence Award application

MAY 15: Most Improved Chapter Award application or nomination

Chapters, section coordinators or national leaders may nominate a chapter that documents the greatest growth or improvement in new member selection, membership orientation and transition, chapter operations, service to the community and visibility. Only one recipient is awarded annually. The chapter that wins this award must also receive either a Silver Torch or Gold Torch award in the same academic year.

Responsible officers: section coordinator, president, advisor or other chapter members

Most Improved Chapter Award nomination

MAY 15: Promotional videos

At the national conference, chapters showcase their activities and programs through one-minute promotional videos. Think of all the visibility you will gain on your campus with your new promotional video. The promo videos will be shown at the national conference. The top-ranked video will have bragging rights all year long!

Responsible officers: communications, historian or other chapter members

Chapter video submission form

Chapter Action Plan FAQ

Why the CAP?

The Chapter Action Plan, or CAP, documents your chapter’s plan for recruitment and selection of new members, as well as your chapter’s events and activities for the year. Complete this form with estimated dates, hours spent and details for your chapter’s events.

Why should our chapter complete the CAP?

Every chapter that completes the CAP earnestly and thoroughly and then follows the plan is assured of success. If you submit your CAP on or before the deadline, your chapter will take its first step toward award recognition at year’s end. The chapter president must collaborate with other officers and advisors to complete this report. It’s best if the entire chapter is involved. In addition to being a great chapter planning tool, the CAP is part of Mortar Board’s Chapter Minimum Standards.

What happens once our chapter completes the CAP?

When you have your first draft of the CAP ready, please send it to your section coordinator for initial review. Your section coordinator is the primary reviewer of your CAP and will praise great ideas and suggest modifications that might be necessary. You can have a dialogue about where you’re excelling, as well as how you might improve your CAP. Then, once you have the CAP in top condition, send it on or before September 15 to the National Office at reports@mortarboard.org. The staff in the National Office will review your CAP one last time with special attention to membership selection.

What if I make changes to our CAP?

If your chapter adjusts the CAP after September 15, please let your section coordinator and the National Office know unless it is an insubstantial modification. The CAP is a planning tool meant to help your chapter envision its year and make plans for key events. We understand that sometimes event dates need to be changed and members’ schedules fluctuate. But, if your membership selection deadlines shift and you are no longer able to meet the national guidelines set out in the Membership Selection Handbook, you must notify the National Office and your SC immediately. This especially includes the rules governing initiation (found in Bylaws of Mortar Board, Inc. Article VI, Section 1.16).

There are not enough spaces to add all of the chapter’s activities. What should I do?

In designing this report, we’ve been intentional about the number of spaces left under each category based on how much emphasis a chapter should be placed in a given area. So, events that should be a major focus area for your chapter have been given the most space. Many active chapters may have more activities to report than there are spaces. If you need more space, create an addendum by listing your events on a separate page and email it along with your CAP.

How can our chapter use the CAP throughout the year?

There’s an old saying, “Plan your work and work your plan.” The CAP is a plan. Work it! Bring the CAP to every Executive Committee meeting and evaluate your progress, making minor adjustments or lighting fires to get things done. Make sure your advisory team is sensitive to the CAP, too, so they can help you meet your goals as laid out in the CAP.