Annual Renewal / CDR Information

This page is meant to inform you of and guide you through the CDR process. There is detailed information on the various aspects that go into ensuring your chapter is compliant:  

                                                       Chapter Development Report Guidelines      Membership Renewal

                                                        Format Requirements                     Format Requirements (detailed)

                                                        Sample Winning CDRs                  Revocation of a Student Chapter 

Annual Renewal

Each student chapter is required to renew its Charter with the BMES national office on an annual basis.  Renewal is completed by submitting a Chapter Development Report (CDR) to BMES on May 1, 2024 each year, making this task mandatory.

All CDRs must be emailed to studentaffairs@bmes.org in a single .pdf document by the deadline.

DEADLINE TO SUBMIT:
Wednesday, May 1, 2024
Student Chapter Development Report Guidelines

The BMES Chapter Development Report (CDR) is a tool for BMES student chapters to monitor and assess their progress on an annual basis. It is also the means by which chapters renew their chapter charter to stay nationally recognized.

This tool also acts also as a measure for BMES to award student chapters for their successful operations, activities, and programs. As such, the CDR guidelines outlined below are designed to maximize each submitted CDR’s Outstanding award potential.

We strongly encourage chapters to create CDRs as a record of their chapter’s ongoing activities. Updating your CDR yearly will ensure that your chapter records are accurate and up to date and will assist next year’s leadership by tracking the previous year’s programs.

Submitting a CDR is a requirement; however, it is up to the chapters how many sections (and thus how many Outstanding Awards) they wish to submit for. Additionally, each CDR will have space to include the information for your one FREE BMES Student Membership – consider it your chapter’s compliance reward for submitting a yearly CDR.

High scoring CDRs are also considered for the following awards:

  • Outstanding Chapter Award
  • Commendable Achievement Award
  • Outstanding Outreach Award
  • Outstanding Mentoring Program Award
  • Outstanding Chapter-Industry Program Award
  • Up and Coming New Student Chapter Award
  • Outstanding Societal Impact Award
  • Outstanding High School Chapter Award

There is no maximum page limit when writing your CDR, but we do request you be succinct in your submission; BMES encourages you to meet the requirement minimums while still being free to elaborate program details where necessary.

All CDRs must be emailed by Wednesday, May 1 studentaffairs@bmes.org in a single .pdf document.
Membership Renewal

In order for your CDR to maintain compliancy with BMES as well as to be eligble for an award, at least TEN of the student members listed in your CDR must have active student memberships and 1 faculty advisor with an active professional membership.  For joint universities, the requirement is at least 15 members with 2 faculty advisors with active memberships. Please note, an active BMES membership means that the students and the advisor(s) listed ALL have either paid or renewed their student or professional membership with our society. Expired, nonmember and/or unpaid memberships will not qualify. If you are unsure about the status of your CDR roster, or if you would like to pay or renew memberships for your chapter members simultaneously, please email studentaffairs@bmes.org.

Format Requirements

The only required page is the first page titled: Renewal Document. If you are submitting for awards, it is suggested you include all other pages listed.

Your CDR should be formatted into sections as outlined below to receive the minimum point allocations for award consideration; if your CDR does not contain each section or it doesn’t adhere to the guidelines, you will not be allocated points for that section/s. Moving forward, chapter scores will be provided upon request.

I. Renewal Document (Required)
  1. Faculty Advisors Information
    1. Name
    2. Email Address
  1. Ten core Student Members Information
    1. Name of ten student BMES members
    2. Chapter Positions (if applicable)
  2. Student Chapter/Department Website Link
  3. One Free Student Membership Information (link to application)
II. Cover Page
  1. Year
  2. Contact Information of Submitting Party
  3. Minimum 200-Word CDR Summation
III. Cover Letter
  1. One-Page Chapter Summation from the Faculty Advisor
IV. Table of Contents
  1. Administrative Report
    1. 200 Word Abstract
    2. Chapter Officer Information
    3. Membership Breakdown
    4. Chapter Meeting Dates and Agendas
VI. Treasury Report
  1. 200 Word Abstract
  2. Chapter Balance Sheet
VII. Chapter Activities
  1. Abstract of all Chapter Activities
VIII. Social or Other Activities
  1. 200 Word Abstract
  2. List of Social, Networking, or Other Chapter Activities
  3. Breakdown of Attendance and Cost
IX. Inter-Chapter Activities
  1. 200 Word Abstract
  2. List of any Chapter Activities Coinciding with another BMES Student Chapter
  3. Breakdown of Attendance and Cost
X. Outreach Activities
  1. 200 Word Abstract
  2. List of any Outreach Activities
  3. Breakdown of Attendance and Cost
XI. Mentoring Activities
  1. 200 Word Abstract
  2. List of any Mentoring Activities
  3. Breakdown of Attendance and Cost
XII. Industry and Professional Development Activities
  1. 200 Word Abstract
  2. List of any Industry or Professional Development Activities
  3. Breakdown of Attendance and Cost
XIII. Societal Impact Activities
  1. 200 Word Abstract
  2. List of any published, created, or working projects that provide a real-world solution to medical issues affecting those in their community.
  3. Breakdown of Attendance and Cost
XIV. National BMES Meeting
  1. Summation of Past Experiences or Future Expectations/Goals for Attending the Annual Meeting
XV. Future Direction
  1. Summation of Next Year’s Chapter Goals
  2. Outline of Goal Achievement Strategy

The Outstanding Chapter Award and Commendable Chapter Award will be determined by those two chapters with the highest averaged score.

The Up and Coming New Student Chapter Award will be determined by the chapter with the highest averaged score from those chapters whose charter was approved within one scholastic year of CDR submission.

The Outstanding High School Chapter Award will be determined by the chapter with the highest averaged score from the pool of High School Student Chapter CDR submissions.

Format Requirements in Detail
I. Renewal Page
  1. Faculty Advisors Information
    1. Name
    2. Email Address
  • Member ID
  1. Ten core Student Members Information
    1. Name of ten student BMES members
    2. Chapter Positions (if applicable)
  2. Student Chapter/Department Website Link
  3. One Students Information for Free Membership with the Following:
II. Cover Page
  1. Your report must include a cover page that contains the chapter name, year of submission, contact information for the corresponding authors as well as the faculty advisor (name, phone number, email address), and a 200-word summation highlighting your chapter’s activities.
III. Cover Letter

  1. Your report must contain a one-page cover letter from your faculty advisor, giving an overview of operations and We recommend the focus be on both successes as well as areas where growth is necessary.
IV. Table of Contents
  1. Administrative Report
    1. Your administrative report must provide an abstract of the administrative
    2. Your administrative report must contain a list or diagram outlining the chapter leadership roles and
    3. Your administrative report must include a list or diagram outlining the total student membership, including a breakdown of how many are national members.
    4. Your report must include a list or diagram outlining the executive and general body meetings for the year, including dates and agenda.
VI. Treasury Report
  1. Your treasury report must contain an abstract of the treasury
  2. Your treasury report must contain a list or diagram outlining the chapter expenses breakdown, including withdrawals and deposits.
  3. Your treasury report must contain information on fundraising events and funds (if any) provided by your university or national BMES.
VII. Chapter Activities
  1. Your chapter activities report must contain an abstract of chapter activities, as a
  2. **SAMPLE BELOW OF ACTIVITIES REPORT**
VIII. Social or Other Activities

This is any activity that is meant to provide fun, social engagement, or membership bonding.

  1. Your social activities report must contain an abstract of social
  2. Your social activities report must contain informative information, such as; date(s), a brief description, cost and attendance breakdown, goals and outcomes, etc.
  3. Your social activities report should contain pictures or supplemental
IX. Inter-Chapter Activities

This is an event that joins two BMES student chapters together.

  1. Your inter-chapter activities report must contain an abstract of inter-chapter activities
  2. Your inter-chapter activities report must contain informative facts, such as; date(s), a brief description, cost and attendance breakdown, goals and outcomes, etc.
  3. Your inter-chapter activities report should contain pictures or supplemental materials
X. Outreach Activities

This is an event or program geared towards helping the community through volunteerism

Including this section will automatically render you eligible for the Outstanding Outreach Program Award

  1. Your outreach activities report must contain an abstract of community outreach activities
  2. Your outreach activities report must contact informative facts, such as; date(s), a brief description, cost and attendance breakdown, goals and outcomes, etc.
  3. Your outreach activities report should contain pictures or supplemental materials
XI. Mentoring Activities

This is an event or program created to mentor BMES student chapter members OR any event or program designed to mentor a BMES high school student chapter.

Including this section will automatically render you eligible for the Outstanding Mentoring Program Award.

  1. Your mentoring activities report must contain an abstract of your mentoring activities
  2. Your mentoring activities report must contact informative facts, such as; date(s), a brief description, cost and attendance breakdown, goals and outcomes, etc.
  3. Your mentoring activities report should contain pictures or supplemental materials
  4. If you mentored a BMES high school student chapter, please include their chapter name and describe the events or ways your chapter has guided theirs
XII. Industry or Professional Development Activities

This is an event or program designed to foster a partnership between the STEM industry and your chapter members OR any event or program designed to promote the professional growth of your members.

Including this section will automatically render you eligible for the Outstanding Industry Program Award.

  1. Your industry or professional development activities report must contain an abstract of your industry activities
  2. Your industry or professional development activities report must contain informative facts, such as; date(s), a brief description, cost and attendance breakdown, goals and outcomes, etc.
  3. Your industry or professional development activities should contain pictures or supplemental materials
XIII. Societal Impact Activities

This is research, a completed medical device, or a project created to provide working medical solution for members of their community. 

Including this section will automatically render you eligible for the Outstanding Societal Impact Award

  1. Your societal impact report must contain an abstract of the projects you have undertaken
  2. Your societal impact report must contain informative facts, such as; date(s), a brief description, cost and attendance breakdown, goals and outcomes, etc.
  3. Your societal impact report should contain pictures or supplemental materials
XIV. National BMES Meeting

Including this section will automatically render you eligable for the Student Chapter Travel Award.

  1. Your report must include a summation of past experiences at the Annual Meeting if any
  2. Your report must include a summation of expectations and goals for attending future Annual Meetings
  3. Your report should include if your chapter or members presented or awarded in previous meetings
  4. Your report should include pictures or supplemental materials
XV. Future Direction
  1. Your report must include a summation of goals achieved this year
  2. Your report must include an outline of chapter or leadership expectations for next year
  3. Your report should include pictures or supplemental materials
Sample Winning CDRs

 

2022 winner Ohio State University

2022 winner Pine View High School

2022 winner 3 Southern California University

 

Revocation of a Student Chapter Charter

A student chapter’s charter may be revoked by the Biomedical Engineering Society if it fails to satisfy the qualifications criteria cited above, if it fails to renew its charter annually, or if its continuance is considered not to be in the best interest of the Society.