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Annual Certification for Alumni Associations (45th Edition, 2023 Code Revision)

Alumni Association Certification

Per the Code of Beta Theta Pi an Alumni Association must be approved by the Board of Trustees and submit documentation for annual certification. All Active associations are eligible to vote at the Fraternity's General Convention. A list of current Alumni Associations can be found here. The Code of Beta Theta Pi outlines Alumni Associations below: 

CHAPTER VIII STATUSES

SECTION 3. Status of Alumni Associations:

A. Categories: An Alumni Association of Beta Theta Pi will be designated as either:
 
(a)   Active; or
(b)   Inactive
 
B. Definitions:
 
(a)   Active: An alumni association is active if it has completed the annual certification, as prescribed in Chapter XI, Section 2 of the Laws.
(b)   Inactive: An alumni association is considered inactive if it has not completed the annual certification, as prescribed in Chapter XI, Section 2 of the Laws (1) An inactive alumni association may be considered for a change in status at any time by submitting proof of certification to the Administrative Office, for approval by the Board of Trustees.


CHAPTER XI ALUMNI ASSOCIATIONS

SECTION 1. Organization:  Associations of alumni members of the fraternity may be organized by taking the following actions:

A. There must be at least ten alumni members interested in forming the association.
B. The interested parties must file with the Administrative Office an application form containing such information as the Board of Trustees directs.
C. Such application is approved by the Board of Trustees. At the time of such approval the Board of Trustees shall name such alumni association.
 
SECTION 2. Annual Certification: Alumni associations must certify each year at least 60 days prior to an announced General Convention.

A. The criteria for certification are:

a. Officers: Each Alumni Association shall have a president and such other officers as it may desire, said officers having been duly elected.
b. By-Laws: An Alumni association shall adopt, amend, or repeal by-laws to assist it in carrying out its duties, not inconsistent with the Code of Beta Theta Pi.
c. Membership: Each Alumni Association has maintained the minimum number of members required to exist and submit a roster of its membership to satisfy the minimum requirement.
d. Meetings: The Alumni Association holds a minimum of two functional meetings. Documentation of activities, events and participants shall be submitted to the Administrative Office, for approval by the Board of Trustees.

B. Representation at Convention: All certified alumni associations shall be entitled to representation at Convention if:

a. They have met the requirements set forth in Chapter XI, Section 1 of the Laws of Beta Theta Pi.
b. They register a delegate with the Administrative Office at least 60 days prior to an announced General Convention.

C. The Alumni Association shall designate an official delegate and alternate delegate and submit their names to the Administrative Office. Neither the delegate, nor the alternate delegate, may be a current member of the Board of Trustees.

All alumni associations are required to certify on an annual basis in order to maintain an "Active" standing. All "Active" associations are eligible to vote at the General Convention.

Please note: The annual certification must be completed at least 60 days prior to an announced General Convention.

If certification is not completed, an association will be considered "Inactive" as designated under CHAPTER VIII STATUSES, Section 1. 

An association may be considered for a change in status at any time by submitting proof of certification to the Administrative Office, for approval by the Board of Trustees.
 
(555) 555-1212
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Is the Alumni Association a geographically-based association or a chapter-based association? *This question is required.

1.

To the Board of Trustees of the Beta Theta Pi Fraternity:

We, the undersigned members of Beta Theta Pi Fraternity, and representing an alumni association that has already been formally approved by Beta's Board of Trustees, request formal representation and voting rights at Beta's next General Convention and in doing so we again yield our association to the rules and policies outlined by the Code of Beta Theta Pi.

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2. Please attach the list of officers for your alumni association. Please include each member's name, University or College of graduation, year of graduation, email address and phone number. Officers will be appointed to access features on ChapterSpot, Beta's free tool for chapter and geographic-based alumni associations, and for member communication purposes.
3. Please attach the list By-Laws of the Alumni Association for record-keeping with the Administrative Office.
4. Please share a list of those alumni that make up the membership of the Alumni Association. Per the Code of Beta Theta Pi, ten members are required to form the association.
 
5. Please attach a report of activities and events held by the association in the last calendar year OR fiscal year. Per the Code, the Alumni Association must have a minimum of two functional meetings to be granted representation at the General Convention.
 
6. Please indicate the association's official delegate and alternate delegate to represent the group at Convention. The delegate(s) should be submitted at least 60 days prior to an announced General Convention.

Please note: in accordance with CHAPTER XI, Section 2. C. of the Laws, neither the delegate, nor the alternate delegate, may be a current member of the Board of Trustees.
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