Chapter Action Plan (CAP)

Due on or before September 30 (Quarter Schools Due on or before October 15)

We value your commitment to serving as a Mortar Board leader. Planning ahead is a large part of successful leadership and chapter development. We appreciate that you take the time to think critically about what your chapter will accomplish in the coming year.  If you have any questions about this report, please contact your section coordinator or the National Office (mortarboard@mortarboard.org or kfox@mortarboard.org).

The Chapter Action Plan is not meant to be a firm/set in stone plan, but instead an exercise to intentionally think through your year ahead as a chapter and leadership team. We know it looks daunting, but do the best you can. We promise, it will set you up for success! 

Section 1. Resources for completing this report

Before completing the Chapter Action Plan (CAP), please read the Membership Selection Handbook, the Officer & Advisor Handbook and the Initiation Handbook thoroughly.

Other resources you will find helpful are: your Registrar’s Office website, your chapter’s most recent Chapter Annual Report (CAR), your chapter’s most recent Finance Report, your chapter’s bylaws and the Bylaws of Mortar Board, Inc.

Section 2. Contact Information

Region 1:(Northeast & Atlantic Coast) Bucknell University, Carnegie Mellon University, College of William and Mary, Endicott College, Grove City College, Hood College, Longwood University, The Pennsylvania State University, The University of Pennsylvania, The University of Vermont, University of Mary Washington, University of Maryland, University of Richmond, Western New England, West Virginia University, Westminster College

Region 2: (South/Southeast) Agnes Scott College, Alcorn State University, Auburn University, Berea College, Birmingham-Southern College, Carson-Newman University, Clemson University, Converse University, Florida State University, Jackson State University, Lenoir-Rhyne University, Lyon College, Mississippi College, Mississippi State University, Mississippi University for Women, Rhodes College, Salem College, Tennessee Technological University, The University of Alabama, The University of Miami, Troy University, Tulane University, University of Louisville, University of Mississippi, University of South Alabama, University of Tennessee at Chattanooga, University of Tennessee at Knoxville, Wake Forest University

Region 3: (Midwest-East) The Ohio State University, Denison University, University of Cincinnati, Ohio Wesleyan University, Xavier University, The University of Findlay, Ohio Northern University, The University of Toledo, Case Western Reserve University, Bowling Green State University, Central Michigan University, Adrian College, Albion College, Northern Michigan University, Michigan State University, Hope College, Ball State University, Butler University, Purdue University, Indiana University, Hanover College

Region 4: (Midwest-West) Monmouth College, Illinois State University, Northern Illinois University, Northwestern University, Augustana College, Eastern Illinois University, Illinois Wesleyan University, Carleton College, Beloit College, University of Wisconsin-Milwaukee, Lawrence University, University of Minnesota Duluth, The University of Nebraska at Kearney, University of North Dakota, The University of Nebraska Lincoln, The University of South Dakota, ?North Dakota State University, Coe College

Region 5: (Great Plains South/Southwest) The University of Kansas, Kansas State University, University of Missouri-Columbia, Washburn University, Wichita State University, William Jewell College, The University of Tulsa, Oklahoma Baptist University, Oklahoma State University, Southern Nazarene University, University of North Texas, Southern Methodist University, Texas Tech University, Texas Wesleyan University, West Texas A&M University, University of Arizona, The University of New Mexico

Region 6: (Rocky Mountain and Pacific) University of Wyoming, University of Montana, The University of Northern Colorado, University of Oregon, University of Washington, University of the Pacific, University of Puget Sound, Oregon State University, Chapman University, University of San Diego, University of Southern California, University of Hawaii at Manoa, University of California Los Angeles, San Diego State University, University of Redlands 

Section Coordinator Information

Region 1: Gabby Going: gabriellegoing@gmail.com | Alexa Murray: alexaraemurray@gmail.com 

Region 2: Wilson Chan: chan.wilsonc@gmail.com | Tristan Torres: tristan.t.torres@gmail.com

Region 3: Robbie Kichak: rkichak@gmail.com | Kailee Weiker: kaileem7@gmail.com

Region 4: Makayla Hall: mahall@chapman.edu | Vedant Kulkarni: kvedant0801@gmail.com | Brendan Wall: b.wall1998@gmail.com

Region 5: Alex Ballard: alexdballard@gmail.com | Cadence Ciesielski: cadebai99@ksu.edu | Jaquilynn Huff: jaquilynnhuff@gmail.com

Region 6: Kathryn Gabrielson: kathryn@gabrielsons.com | Megan Isaacson: misaacson0902@cox.net

Section 3. Important Campus Dates

IMPORTANT MORTAR BOARD EVENTS/DATES

It is very important that you are prepared to have members attend the following initiatves/meetings/events as part of the larger national society. In addition to being helpful and providing context, it is a great way to gain leadership skills and connect with other members (collegiate, alumni, and national leaders) from all our chapters! Remember, Mortar Board is a 104-year old organization with over 100 active chapters nationwide, and thousands of living alumni! 

Chapter Operation Sessions: Will be held in October and November, as well as in February. These are region-wide/society wide sessions to provide information and support around various chapter operations (i.e. recruitment, selection, bylaws and governance, fundraising/chapter finances, involving alumni, understanding the national society, tapping & initiation, reports/award submissions, and transitioning.) At least one member of your chapter is expected to attend these sessions. Dates will be announced soon.

Special National Conference: Mortar Board is a national organization and governed by you, the students! Each January, Mortar Board puts on the Special National Conference where each chapter sends a voting delegate to decide the future of the society. In addition to regional breakout sessions, this is where students vote on bylaw changes and elect new membesr of the National Council. This year, it will be held on Sunday, January 22 at 7pm ET/6pm Ct/5pm MT/4pm PT/1pm HT. Registration will open by mid-November. 

Mortar Board Week: In 2023, Mortar Board will turn 105 years old! To celebrate our society's founding (February 15, 1918), chapters and the national society hold events, activities, marketing campaigns and more.  In 2023, Mortar Board Week will take place February 12 - February 18. (Note: This is a great week to tap your new members!)

FUSION: Each Spring/early Summer, Mortar Board sponsors FUSION, a virtual event to officially welcome graduating Mortar Boards into our alumni community! Remember, Mortar Board is for life! Date will be announced by early October.

Awards Ceremony: You'll be working hard all year, let's celebrate! Also each Spring/early Summer, Mortar Board recognizes the accomplishments and efforts of our collegiate members, chapters, fellowship recipients, and outstanding alumni! Award applications close March 30. More information to follow. Date will be announced by early October.

The Mortar Board Annual Conference takes place annually. It is held in-person bi-annually. In 2023, the conference will be virtual. Registration will open March 15 and ends June 30. Each chapter must pay the conference fee ($350) and register a conference delegate by this time. Additional attendees are welcome at a small cost. More information including the final date and additional attendee costs will be announced by mid-October. Again, the 2023 National Conference will be virtual either the last weekend of July or the first weekend of August. The final date will be announced by early October.

Visit www.mortarboard.org and follow our social media pages for detailed and updated information about national events!

Section 4. Important chapter meeting information

Section 5. Chapter Goals

Whether you want to increase your chapter size, focus on your outreach to faculty and administration, or raise more funds throughout the year, it is important that your chapter set goals for the coming year. Mortar Board encourages you to examine your chapter’s local traditions, as well as national standards, when setting your goals. When setting goals be sure to make them SMART (specific, measurable, attainable, relevant and time-based) goals. Describe your chapter’s three most important goals for this year:

Section 6. Membership standards and information

Section 7. Membership Recruitment & Selection

Recruitment and Selection planning process

Selection by Mortar Board is among the highest honors bestowed upon college seniors. Through the selection process, you will choose the future of your chapter. The foundation of a successful selection is a solid selection planning process. Some chapters use nominations and recommendations, which are very effective, but most (if not all) chapters use applications/self-nominations. 

But, even though selection is among the highest honors, it is still important to promote Mortar Board and be intentional about recruiting potential new members! 

A chapter may select a minimum of 20 students or 10% of the junior class (whichever is less). Each chapter has a minimum selection target set by the National Office this is the number your chapter should aim to select in the spring. If you are not sure of your MST, contact your section coordinator or the National Office. You must maximize your chapter size to admit all students who have established the credentials of leadership and service.

In the questions below, please describe how you will plan for your selection of new members.  Please read the selection guidelines found on pages 2-6 of the Membership Selection Handbook. 

1. Tell us how you will promote Mortar Board to generate interest. What does recruitment look like? How will you get nominations and/or applications, and the names of eligible candidates from your institution. 

2. Share with us a plan and timeline for your recruitment and selection process — describe how you will reach out to nominators and to potential applicants/members and ensure that you will have a diverse class that represents your campus.

3. What does the nomination and/or application entail? How is it accessible and easy for interested applicants and nominators? Describe how your chapter will make decisions when selecting its members.

4. Describe how you will improve the chapter’s selection process from the previous year’s selection (i.e. increase diversity of members, increase number of nominations and/or applications, get more members excited to join, etc.).

Selection meeting

Please detail how you will conduct your new member selection meeting. Your method needs to be grounded in the Mortar Board selection principles and is reviewed by your section coordinator and the Mortar Board National Office.

Section 8. Candidate Request (CR) and tapping

Candidate Request

Once you have selected your potential new members (known as "candidates"), you will need to list all of them on the Candidate Request (CR). Your CR must be sent to the National Office for approval at least two weeks before you tap your candidates! Once everything on your report is in order, the National Office will approve your CR. Without submission and approval of the CR the National Office will not send required items for initiation such as member pins and certificates.

Tapping

Please list below the date you will tap the candidates and how you will do so (in a classroom, at a student organization meeting, etc.).

Section 9. Orientation, initiation, and officer transition

Orientation

Once new members are tapped, it is essential to hold an orientation for them. They should understand the expectations of Mortar Board members before they are initiated. Please list below the planned date of your new member orientation and give a brief outline of the topics you will cover:

Collection of member fees

Whether you collect new member fees directly or have your candidates pay online, it is your chapter’s responsibility to ensure that all member fees are paid BEFORE initiation. No candidate may be presented a pin or certificate without their completing membership fee payment. Member fees you collect directly must be mailed to the National Office along with the conference fee no later than seven days after initiation. 

Reminder: National Dues are $80 per member.

Local Dues: Chapters collect local dues as a way to raise money for the chapter and to cover the annual conference chapter fee ($350 annually). Chapter's often collect between $10 and $30 dollars per member for local dues, but some collect more,or less, depending on finances. 

Initiation

After orientation (and ideally 3-4 weeks after tapping), you will be ready to officially initiate your new members. This should be a meaningful event for your members—and for your campus—that demonstrates the honor of becoming a Mortar Board. Detailed initiation information can be found in the Initiation Handbook. Please plan your initiation ceremony carefully. This is a great opportunity to involve alumni, families, and campus VIPs.

Official Membership Report (OMR)

Like this Chapter Action Plan, the Official Membership Report is vital to your chapter. 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. **More information will be shared as you move through the year**

This is due no later than 7 days after initiation. 

Officer election and transition

Officer transition is one of the keys to sustaining a successful Mortar Board chapter and should be completed well before graduation. During orientation, be sure to explain the duties of each officer before slating new members for election. Hold elections at a time when all new members can be present. Each outgoing officer must meet with the incoming officer to thoroughly review the position and the activities of the past year.

Section 10. Understanding Chapter Financial Status

Chapter Financial Status

In order set a good budget for the year the chapter must first understand its financial standing. The previous treasurer was required to submit a Finance Report. Use this report to assist you in determining the current account balance and influence your chapter budget. With your advisor’s assistance, verify that the chapter account balance matches the Finance Report, and that all payments have been made to the National Office. The National Office can help you with this if you like.

Typical Revenue Sources: Local Dues, Alumni/Chapter Endowments, Fundraiser

Typical Expenses: Annual Chapter Conference Fees ($350), Additional Conference Attendees ($150 - $350 pp.), Mortar Board Regalia for Chapter Members, Food for meetings, Retreat Expenses

Section 11. Diversity, Equity and Inclusion (DEI)

 

Mortar Board has set as goals nationally: 1) to foster a sense of belonging among members, 2) to diversify new members and 3) to show a commitment to diversity, equity and inclusion. 

Your chapter cannot do this alone. Other student organizations and campus offices/departments can advise you on programming, diversifying membership, events/programs to attend as a chapter, etc. 

Section 12. Major events timeline

Meaningful programs and events are a huge part of demonstrating our Society’s Ideals of scholarship, leadership and service on your campus. It is also a great way to gain exposure on campus to increase interest and future members. Most Mortar Board chapters are well-known for their signature events. Good planning is essential for any event!

Please describe the major activities your chapter is planning for the year. Please list each event only once; if your event fits multiple categories, please choose the best fit.

You are not expected to hold 3 events in each area below. These are meant as a guide! Ideally, you would have at least one active or passive initiative in each of the "buckets" below. This could be as big as a campus-wide program offered to hundreds of people, or as small as an invited speaker in one of your chapter meetings or via zoom. 

Section 13. Final Reports

In addition to your CR and Final OMR, there are two additional reports due on or before May 15.

Section 14. Completed Report

Please submit this completed report on or before September 30. The national office and your section coordinator will review this report and provide feedback. If edits are requested, please be prepared to respond in a timely manner.