Career Mentor Scheme. Mentor Guide

Transcription

1 Career Mentor Scheme Mentor Guide

2 Contents Guidelines for Mentors 3 Checklist for first meeting with Mentee 6 Mentoring agreement 7 Advice and contact details 8 Equality and Diversity policy 9 Mentor Scheme funding support 10 2

3 Guidelines for Mentors Thank you for agreeing to take part in the scheme and volunteering your time and energy in helping one of our students realise their potential. What is mentoring? Mentoring is a long standing form of training, learning and development and an increasingly popular tool for supporting personal development. Traditionally, mentoring provides long term support, guidance and advice. In the workplace it has tended to describe a relationship in which an experienced colleague uses their greater knowledge and understanding of the work or workplace to support the development of a more junior colleague. For the University of Exeter Career Mentor Scheme, it is about alumni and friends of the University supporting students in their career development. Suggested steps for a successful mentor/mentee relationship If the mentee is unsure or not confident, be understanding and encourage the students to tell you about themselves. Remember that for some students this will be the first time they have spoken to a person at your level of seniority. The mentee may be unsure of how to proceed, and may lack networking experience. Tell them about yourself. Talk to the mentee about how you think you can support their goals. (See the induction checklist, page 6) Agree expectations. Talk about what you hope to get out of the relationship, and listen to what the mentee is expecting. If these are not the same, try to come to common ground. (See the mentoring agreement form, page 7) Be realistic about the time you expect to give, and about what you expect the mentee to contribute. Background Mentoring is used specifically and separately as a form of long-term tailored development for the individual. The characteristics of mentoring are that: It is a supportive form of development. It focuses on helping an individual manage their career and improve skills. Personal issues can be discussed more productively unlike in coaching where the emphasis is on performance at work. Key aspects of mentoring (adapted from Alred et al., 1998): Ongoing relationship that can last for a long time The focus is on career and personal development Can be informal and meetings can take place as and when the mentored individual needs guidance and/or support (and when convenient to both parties) Long term and takes a broad view of the person being mentored (the mentee) Agenda is set by the mentored person with the mentor providing support and guidance to prepare the mentee for future roles 3

4 Benefits Clutterbuck (2004) describes the benefits of mentoring and how it works. The benefits to the mentored person are: Increased confidence and self awareness which helps build performance Development outcomes (e.g. increased knowledge, technical and behaviour improvements) Better management of career goals Developing wider network of influence mentors also benefit from the satisfaction of developing their mentees and of passing on their knowledge, skills and expertise A simple three stage model Alred et al. (1998) identify a simple model of mentoring which operates on a three stage basis: 1. exploration to explore issues which are identified by the mentored individual 2. new understanding 3. action planning In each stage there are responsibilities for both the mentor and the mentee. The tables below focus on the main strategies and methods required of the mentor. Exploration Strategies Take the lead Pay attention to relationship and develop it Clarify the aims and objectives of mentoring Support and counsel New understanding Strategies Support and counsel Give constructive feedback Coach and demonstrate skills Methods Listen Ask open questions Negotiate an agenda Methods Listen and challenge Ask open and closed questions Recognise strengths and weaknesses Establish priorities Identify developmental needs Give information and advice Share experience and tell stories 4

5 Action planning Strategies Examine options for action and their consequences Attend to the mentoring process and the relationship Negotiate an action plan Methods Encourage new and creative way of thinking Help to make decisions and solve problems Agree action plans Monitor progress and evaluate outcomes Stakeholders and evaluation The primary relationship in any mentoring activity is between the mentor and the individual, but this is not the only important relationship. Other key stakeholders include the person representing the student s interests (generally the University). Mentoring can be informal and as long as it leads to productive relationships it can continue as such. However, it is appropriate that stakeholders are aware of any mentoring activities as there may be issues of propriety and ethics. It is best therefore that, as with any learning and development intervention, mentoring arrangements are recorded and evaluated. The role of the University in managing mentoring activities The University has a central role to play in designing and managing mentoring for its students. The quality of mentoring and the results it delivers depend on choosing appropriate mentors, managing relationships and evaluating success. University staff need to: understand and assess for which students mentoring is an appropriate and effective intervention in relation to other learning and development options understand and assess which mentors are most appropriate to be mentors. oversee, develop and provide training resources to a pool of appropriately qualified mentors consider how mentors can be matched appropriately to those who are in need of mentoring take responsibility for setting up arrangements, as well as developing mechanisms to evaluate the effectiveness of the mentoring activities. Methods of Feedback Fulfillment of the mentoring evaluation form on a regular basis throughout the duration of the partnership by both the mentor and the mentee. Feedback from the mentor to the Career Mentor Scheme s management group on any concerns or issues: exetermentorscheme@exeter.ac.uk. You are also welcome, and encouraged to, send the team updates along the way. References and General Resources The Coaching and Mentoring Network: European Mentoring and Coaching Council: ALRED, G., GARVEY, B. and SMITH, R (1998) Mentoring pocketbook. Alresford: Management Pocketbooks. CLUTTERBUCK, D. (2004) Everyone needs a mentor: fostering talent in your organisation. 4th ed. London: Chartered Institute of Personnel and Development. Available at: MEGGINSON, D. at al. (2006) Mentoring in action: a practical guide. 2nd ed. London: Kogan Page. 5

6 Suggested checklist for first meeting We recommend that each partnership has a face-to-face meeting, at the Mentor s place of work at least once over the course of the 12 month scheme. We are able to provide funding to students for the cost of travelling to this meeting, but we cannot guarantee any funding for overnight accommodation or subsequent trips for the Career Mentor Scheme. The students are made aware of this before they begin the mentoring process. This checklist is also given to the mentee and provides you both with a number of suggestions to guide your discussions during the first meeting. Topics About the Mentoring Scheme: Aims Frequency of meetings Location Duration Confidentiality Student led topics: Degree course Interests Career aspirations Previous work experience Achievements Mentor led topics: Education Career history Typical day Skills used Current employer Career goals Potential topics for future discussion: Job hunting techniques and sources of relevant vacancies CVs/covering letters/application forms Relevant reading (e.g. industry magazines) Professional bodies Networking groups/events Personal/professional boundaries Skills required for the workplace, and how to begin developing these as a student. Sector requirements Work experience Disability & disclosure Typical work activities Good/bad aspects of profession Notes 6

7 Mentoring Agreement This Mentoring Agreement is intended to provide a shared understanding of the roles of the mentor and the mentee and the parameters of this relationship. This Agreement can be reviewed at any point during the mentoring period. The mentee has a copy of this form that they will complete with you. It is their responsibility to ensure it is completed at the beginning of the scheme. Expected timescale of the Mentoring period: Name of Mentee: Things I will do: Things I will not do: Things I can do: Things I can not do: Name of Mentor: Things I will do: Things I will not do: Signed (Mentor) Date: Signed (Mentee) Date: 7

8 Advice & Support Dealing with difficulties in a mentoring relationship Both mentees and mentors are provided with training on how to conduct themselves and what is expected of them during the scheme. However, if the case arises that you feel unhappy with the behaviour of your Mentee we advise you take the following steps: - If appropriate speak to the Mentee about your concerns, remember they may not be aware their behaviour is unsuitable, as this is a new experience for them. For example, if a Mentee is not dressing appropriately for your place of work, it may be worth gently pointing out why it is important to dress in a certain manner at workfor instance for health and safety reasons. - If for any reason you feel you cannot approach the Mentee directly, please contact the Career Mentor Scheme staff. - Similarly, if you feel that the student is experiencing any serious personal problems, the University has a number of agencies concerned with personal welfare that we can refer students to. There is a website dedicated to providing support to students, with details of these agencies. You may refer them to this website ( but please do get in touch with us if there are any serious problems. Contact Information Main address: exetermentorscheme@exeter.ac.uk Jenny French (Coordinator) Career Zone Assistant (Mentoring & Alumni Liaison): j.french@exeter.ac.uk. Telephone: Jo McCreedie Employer Liaison Officer j.mccreedie@exeter.ac.uk Telephone: University of Exeter Career Mentor Scheme, Employability and Graduate Development, Kay Building, North Park Road, Exeter, EX4 4QF. 8

9 EMPLOYABILITY AND GRADUATE DEVELOPMENT EQUALITY & DIVERSITY POLICY DOCUMENT The Career Mentor Scheme is part of the wider Employability and Graduate Development division within the University of Exeter. It complies with the service s Equality and Diversity document, this means that all members of staff, Mentors and Mentees involved must be aware of and abide by these regulations also, where appropriate. The Employability and Graduate Development division is committed to providing equality of opportunity to our students regardless of race, gender, disability, socioeconomic status, age, sexual preference, whether they are trans men or trans women, or religious beliefs. This commitment is integrated into all our work with, and for, students including providing information and guidance, training and our contact with employers. To ensure the above we undertake to: Treat all students fairly and, where appropriate, offer support to those students who may be disadvantaged in entering the workplace. Provide information on non-traditional as well as traditional careers. On request, make special arrangements (as far as we are able) for access to guidance and information for students with physical or learning disabilities. Promote equality of opportunity to our employers and contacts. Challenge discrimination by employers (*mentors) we work with where this is brought to our notice. (*Challenge prejudice by the mentees when this is brought to our notice.) Make sure that all our staff are aware of equal opportunities issues and procedures. Monitor and review our equal opportunities practice. To adhere to the AGCAS (Association of Graduate Careers Advisory Services) equal opportunities code of practice and the University of Exeter s policy on equal opportunities. Comply with equal opportunities legislation. If you are unhappy about the work of Employability and Graduate Development in respect to equal opportunities or any other sphere, please bring this up with the member of staff concerned. If the staff member is unable to help, or if you feel uncomfortable raising the issue with that person, then please contact Ian Hodges (Careers and Employability Manager). Further details are available on the University s Equality and Diversity website: 9

10 The University of Exeter Career Mentor Scheme is supported by: In October 2010 the University of Exeter Career Mentor Scheme was accredited by the Mentoring and Befriending Foundation with the Approved Provider Standard. More information about this can be found on their website: 10