ESA Research Mentorship Programme Guidance

Transcription

1 ESA Research Mentorship Programme Details Document Type Document name Ref # Version Effective from Review date Owner Prepared by Reviewed by Approved by Superseded documents ESA Research Mentorship Programme ESA-RC GUI- Mentorship Version MAR MAR MAR2017 ESA Research Committee Brigitte Leva ESA Research Team Leader, Julia Dowell, ESA Research Team Claude Meistelman, Mentorship Programme Leader, ESA Research Committee Wolfgang Buhre, ESA Research Committee Chair V2.0 28FEB2016 V1.1 29JUN2016 V1.0 12JAN Introduction and Purpose: The ESA Research Committee (RC) has decided to develop a mentorship programme to promote professional development of young researcher and established investigators. The one-to-one mentoring model enables the development of a personal relationship and provides individual support for the mentee. ESA Research Mentorship Programme aims are: i. To preserve and transfer accumulated professional knowledge within the ii. iii. anaesthesia community To support individual academic anaesthetists in achieving their potential as researchers. To contribute to the ESA mission to connect anaesthesiologists in the field of research in Anaesthesia, Perioperative Medicine, Intensive Care, Emergency Medicine and Pain with senior experts (mentors) as a platform for professional exchange and mutual learning. ESA Research Mentorship Programme v2.1 dated 10-Mar

2 2. Definitions Mentorship: The ESA RC has considered various models of mentorship and is aware of the particular challenges associated with remote, intermittent mentoring across geographical, cultural and institutional boundaries. ESA RC also acknowledges the potential for an ill-planned programme to not be - successful. Having considered the options, the model selected by the ESA is informal, one-to-one and of fixed duration or term. Mentee: A professional seeking advice and guidance in the field of Anaesthesiology. Two categories can be identified: 1/ Emerging professionals: Young anaesthesiologists with less than 6 years of experience in the field or residents currently training in Anaesthesiology. 2/ Tenure track: anaesthesiologists at the level of the associate professor can be part of the mentorship programme as they plan to develop a career in academic anaesthesia and are doing substantial efforts to build an academic career. Mentor: A mentor is an experienced and trusted advisor. A senior expert in the field of Anaesthesia, Intensive Care Medicine and pain medicine interested to support a mentee for a defined period of time. Organisation: Once per year, usually during the annual congress, the ESA organises a mandatory meeting for all mentors and mentees. The maximum number of mentees is 15 per year and the maximum duration two years. After the end of the mentorship, an evaluation takes place. After the initial start-up, mentor and mentee are free to organize their relation according to individual needs. Programme Quality Evaluation: Assurance/improvement: The quality of the programme also requires a fairly detailed external (and expert) evaluation of the programme itself periodically. It will be done annually for the first three years and tri-annually thereafter. Meetings: Can include in-person visits, phone calls, web chats, or exchanges depending on the nature and goals of the partnership. The frequency of meetings is to be agreed upon when the mentorship is formed. ESA Research Mentorship Programme v2.1 dated 10-Mar

3 3. Application and Modalities Mentors and Mentees will be invited to apply via online survey questionnaire. A link to the survey may be requested by ing the ESA Research Department research@esahq.org (ESA Research Mentorship Initial questionnaire (App.2)). Mentees and Mentors will also be asked to send their CVs including education, current institution, publication list, grant records, lectures and posters presentations as well as a passport picture. The call for application submission deadline will be 1 March every year. 4. Selection and Review Process The application and review process is strictly organized (Review Panel) 1. Mentee and Mentor applications will be screened by ESA Research staff eligibility criteria. 2. Mentor applications will be selected by the Mentorship Programme Leader after a preliminary phone call and added on the yearly list of mentors. 3. The Mentorship Programme Leader will do the Mentor-Mentee matching If there are a large number of Mentee applicants: 4. Triage: Mentee applications may be scored by the Mentorship Programme Leader and ESA Research Committee Chair on a 1 to 5 scale 5. A Review Panel consisting of ESA members from various backgrounds and levels of experience may be formed once more help is needed; ideally, two RC members, one ESA Board member, and one established Anaesthesiologist (peerreviewer). The Mentee applications that were selected in the triage process will be evaluated by at least 2 members of the Review Panel according to three criteria (Motivation (70%), previous knowledge and experience (15%), previous publications, grants etc. (15%)). The review panel matches Mentor and Mentee. Each Review Panel member will make a proposal of 2 Mentors (from the yearly list of mentors ) for each Mentee Application received. 5. Mentorship Programme: Timeline Overview 1. First Contact: When matched, both mentor and mentee will be provided with the contact information of the other through an introduction sent to both parties via the Mentorship Programme. 2. Start-up Meeting: After successful application, the starting meeting takes place during the annual ESA congress. ESA provides facilities to allow first face to face contact at this meeting. The Agreement Mentorship is signed after the meeting.(mentorship Agreement Form (App.4)) 3. Advice: The Mentorship Programme will provide an online document of tips and advice for beginning and maintaining a productive mentorship (Mentee My Personal Plan for success (App. 3) and Mentorship Guide (App. 1).) 4. Training: It is planned that Mentors/mentees can undergo an online training programme in key areas such as establishment of trust, expectation setting and ESA Research Mentorship Programme v2.1 dated 10-Mar

4 boundaries of mentorship. All mentors /mentees should also undergo a familiarisation session e.g. at the annual congress. 5. Feedback to the Mentorship Programme Leader: is voluntary during the Mentorship. Both parties will have the opportunity to assess the match to confirm the goals and needs of each party are being met. (Recourse : some provision needs to be made for failures or worse, conflicts mediation, termination, replacement) Assessment will take place by ing the Mentorship Programme Leader with a brief update for as long as necessary. 6. Evaluation and Reporting: All mentors and mentees will be required to fill out a report after the mentorship is completed (End of Mentorship Report template App. 6). 6. Mentorship Programme Guidelines and Requirements: The following items will be required for both parties involved: Mentors must be affiliate, active or retired ESA member. Mentees must be current trainee/medical students or active members of the ESA and working in a European Institution. Duration of mentorship is two years Mandatory signing and submission of Mentorship Agreement (App.4) after first meeting. Mentees only take part in one mentorship at a time. Mentors may be allowed to mentor a maximum of the two mentees within this programme. As many universities/healthcare systems will have already a mentorship programmes in place: it is important to ensure that two programmes do not conflict. One example would be if an ESA member is acting as mentor on the ESA programme but has declined to participate in his employer s or national programme. The mentorship Leader will be in charge of avoiding this kind of problems. 7. Incentive: for the Mentor Honour: Mentor will be listed/cited/recognized during a ceremony at the yearly ESA Congress Recognition: Mentor will get a Certificate at the end of the Mentorship Programme during the ESA Congress Awards Ceremony Mentor will get ESA Congress fee waiver for the Y1 kick-off Meeting. On the year of the end of the mentorship also? Mentor will get Reimbursement for travel and / or 1 night hotel. ESA Research Mentorship Programme v2.1 dated 10-Mar

5 for the Mentee Mentee will get knowledge Mentee will get a Certificate at the end of the Mentorship Programme during the ESA Congress Awards Ceremony Mentee will get Reimbursement for travel to ESA Congress + Reduced congress fee for the Y1 kick-off Meeting 8. Support of the home department of the mentee When applying to the Programme the Mentee will declare if he/she has the support from his/her home department. In case no support is reported, the mentorship programme leader could contact the home department to clarify the situation. 9. address of Programme Contact for feedback and comments: mentorship@esahq.org 10. Flowchart: Structure of the Mentorship Programme ESA ESA Board ESA RC Mentorship Programme Leader (1) Review Panel (4) RC members (2) Peer Reviewer (1) ESA Board (1) 11. List of Appendices 1 - The Mentorship Guide: tips for maintaining a productive mentorship (App.1). 2 - ESA Mentorship Initial questionnaire (App.2). 3 - Mentee - My Personal Plan for success template (App.3). 4 - Mentorship Agreement Template (App.4). 5 - Mentorship Short Feedback Form Template (App.5). 6 - End of Mentorship Report template (App.6). 7 - Mentorship Programme Leader Job Description (App.7). 8 Mentorship Programme Roadmap (App.8). ESA Research Mentorship Programme v2.1 dated 10-Mar