Guidelines for coordinators FUTURE HARVEST CENTERS MENTORING PROGRAM Supported by the Gender & Diversity Program of the CGIAR System Table of Contents Expectations 1 Coordinating Mentoring within Your Center 2 Criteria for Selecting Mentors and Mentees 3 Coordinator Checklist 7 Application and Evaluation Forms Mentoring Program Application 11 Training Evaluation 17 Mentoring Relationship Evaluation 26 Mentoring Program Evaluation 38 Expectations THIS GUIDE IS DESIGNED to introduce you to your new and exciting role as a Center coordinator for the Future Harvest Centers Mentoring Program supported by the Gender & Diversity Program of the CGIAR System. You will be playing a key role in bringing a new opportunity to your Center to help support and build the careers of junior and senior staff. You will be involved in their professional lives for the next year. As coordinator, you will serve as your Center’s Mentoring Program administrator, overseeing the selection, matching and introduction of the participants, keeping communication flowing among all participants and handling the ongoing monitoring and evaluation of program activities. You will also organize for training and other related activities to help build mentoring relationships and serve as a sounding board, able to offer suggestions for managing relationships and for resolving conflicts. We recognize that we cannot predict everything you will be dealing with as a coordinator. Each Center is different. Through it all, you will have the benefit of G&D’s support. G&D believes strongly in the possibilities that mentoring offers to the future of the CGIAR. This guide will give you an overview of what to expect during your year, preparing you for the types of skills you will need and the tasks you will be expected to complete. The G&D Mentoring Program activities within each Center begin with choosing a Center coordinator. Coordinators are chosen by the G&D Program Leader, based on personal knowledge of the candidates and in consultation with the senior management of the Centers. All of the coordinators are committed to G&D issues, committed to the well-being and development of staff, and experienced in training, human resources management or leadership and organizational change. 1 Skills and Responsibilities of a Center Coordinator SKILLS AND CHARACTERISTICS RESPONSIBILITIES ■ Coordination skills ■ Administer your Center’s Mentoring Program ■ Time management skills ■ Select and match mentor and mentee, and ■ Conflict resolution skills perform rematch if required ■ HR or training background ■ Coordinate training sessions ■ Verbal and written communication skills ■ Track progress of relationships and results ■ Sensitivity to organization politics ■ Coordinate with G&D ■ Rapport with others ■ Serve as resource person and sounding ■ Assertiveness board for mentoring relationships ■ Trustworthiness ■ Organize closure of program or hold annual meeting of all mentors and mentees to share experiences and evaluate program Coordinating Mentoring within Your Center Center coordinators are the vanguard of the Mentoring Program. You have the opportunity to introduce the program and its benefits to all Center staff members. Employees at all levels generally react very positively to the idea of mentoring. In order to build on that good will, it is important to let senior managers know as early as possible what the program is about while seeking their views on how it can be beneficial vis a vis the needs of the Center. Involving managers as mentors, or asking them to write introductions to training materials or to speak at program events will certainly show your Center’s high-level commitment to the program, which is key to success. Promotions and materials Coordinators have access to an array of promotional and training materials through the G&D Program that can be packaged individually and distributed according to a Center’s specific needs. Assuring that every staff member is informed about the program and that the criterion for selection is clear will prevent a lot of problems. It is also important to talk privately to small groups and individuals, particularly those who may be too shy or otherwise reluctant to apply. In addition to this guide, the program materials include an introductory brochure, individual guides for mentors and 2 mentees that contain all of the program’s application and evaluation forms, and an orientation workshop manual. These materials cover: program objectives program outline application and selection process expectations of applicants specific information for women and minorities Criteria for Selecting Mentors and Mentees Selecting mentees In most mentoring programs, more mentees apply than can be chosen. Although this is a positive sign that the program is desired and needed, the downside is that coordinators faces a tough selection process. The following list offers some guidance for narrowing the initial applicant field. 1. Determine that all mentees are: available for the duration of the program willing to participate in all activities 2. Screen applicants on such criteria as: enthusiasm and initiative career goals and plans skill and knowledge requirements education and training background professional interests and scientific area of expertise supervisory or professional potential 3. Focus on women and minorities, although other groups will not be excluded Selecting mentors Staff members interested in becoming mentors will come from varied backgrounds and levels of interpersonal and professional expertise, so it is important to be clear from the beginning what kinds of skills are needed for this program.Try to target some senior supervisors who have good mentoring skills and also will promote the program. But with all applicants, it is important to consider their: desire to be in the program good reputation and recognition skills in communicating and motivating willingness to work with other cultures or gender current workload and travel schedule mentee preferences ability to promote mentee’s visibility within the Center or globally ability to invite mentees to join in key meetings ability to identify funds and resources for training or research interest or willingness for co-publishing 3 (NOTE: the sample application form that is in this coordinator guide (page 11) offers more specifics for determining if mentor applicants have appropriate skills.) As the selection procedure continues, applicants’ professional and interpersonal skills can be broken down further and thought of in terms of “Must Have” and “Nice to Have” qualities and experiences for the mentor and mentee. MENTOR: MENTEE: Must have: Must have: e.g. 1. At least _____ years experience e.g. 1. Potential for growth e.g. 2. Travel program which makes them available e.g. 2. Willingness to participate Your Center’s Criteria Your Center’s Criteria 1. 1. 2. 2. 3. 3. 4. 4. 5. 5. 6. 6. Must have: Must have: e.g. 1. Previous mentoring experience e.g. 1. Female or minority staff members e.g. 2. Two levels senior to mentees e.g. 2. Wide range of skills e.g. 3. Proactive attitude Your Center’s Criteria Your Center’s Criteria 1. 1. 2. 2. 3. 3. 4. 4. 5. 5. 6. 6. 4 Matching mentors and mentees There are many possible mechanisms for selecting and matching participants, ranging from letting a small number of mentors and mentees find each other on their own to an elaborate application, screening and matching effort. Whichever mechanism is chosen, the following four steps should be helpful. STEP 1 ELIMINATION ■ Collect and sort completed applications into mentor and mentee candidate piles. If some people apply for both, make copies and place one in each stack. ■ Read all applications thoroughly. ■ Eliminate any applicants who do not meet the pre-determined basic selection criteria. STEP 2 POTENTIAL MATCH ■ Identify preferences of mentees and mentors. ■ Catalog skills and knowledge that mentees are seeking. ■ Do your best to find mentors who can directly provide the help sought by mentee. ■ Make initial match based on needs of mentees. STEP 3 SELECTION MECHANISMS – TWO OPTIONS ■ Arrange for the two groups of candidates to interview each other. Try to have each mentee finalist interview two or more mentors of their choice. Provide sample interview questions. Give mentees the opportunity to read the profiles of the mentor applicants, e.g. the questionnaires submitted by the mentors or the mentor’s resume. Give mentors the same opportunity to read about prospective mentees. -or- ■ Mentees submit up to three names of potential mentors with whom they would like to partner for the program. Mentors submit preferences. These preferences can be used to make final pairings, although alternate mentors and mentees should be included. If mentee prefers a mentor who has not identified this mentee as a high preference, talk to the mentor to determine if he or she is willing to honor the mentee request. Make adjustments as needed, perhaps recruiting additional mentor candidates at this point. STEP 4 CONFIRMED LIST OF MENTOR AND MENTEE PAIRS ■ Send out welcoming letters of congratulations or voice mail messages to participants you select. Include a deadline for accepting the arrangements as well as a reminder of program events such as a get-acquainted coffee and the Orientation Workshop. ■ Send out regret letters to those who were not selected. Thank them for applying and let them know of other opportunities. Tell them of any plans for repeating the application process in the future. ■ Determine if the announcement should be public. It is not necessary to announce the pairings to the organization. In fact, many individuals prefer to keep their relationship low key and known within the program only. ■ Handle any mismatches. Even with careful screenings of matched pairs, one or more may not work. Encourage each pair to try the relationship for a time and let you know of any concerns or desired changes. Quietly make changes, using your pool of alternates or doubling mentors or mentees if necessary. ■ As the program progresses, make note of the effectiveness of the selection and matching efforts and why they did or did not work. This will be helpful for improving future selection and matching processes. 5 Clarity and Chemistry It is vital for the coordinator’s activities and the program’s process to be perceived as strictly fair and open. Remember that “chemistry” between mentor and mentee is important. In this case, chemistry refers to how the two people react to each other personally; it does not necessarily have a logical basis. Just make sure that the mentor and mentee know that during the selection process, it is okay to say “no” to the pairing if they feel there is no personal chemistry. Supervisor’s Role The supervisor probably sees more of the mentee than anyone in the Center and can play a crucial role in development. When there are performance issues that need to improve, the supervisor can be a powerful ally. It is ultimately up to the mentee to decide if the supervisor will have a part in the mentor-mentee relationship, but you can offer these guidelines to the mentor and mentee: keep the supervisor informed; when there are difficulties, involve the supervisor, with the mentee’s permission; share the mentee’s goals with the supervisor, when appropriate; have three-way meetings on specific themes. Preparing for Potential Problems It is important to be aware of potential problem areas, in order to be prepared to manage or solve them. The following are the types of problems that might arise. 1. Time and energy – Sometimes finding an hour to meet can be challenging. Make sure that this is properly discussed at the outset. Carefully de-select those mentors who have extremely busy schedules. 2. Coordinator burnout – In addition to being considerate of the mentors’ and mentees’ needs, coordinators need to clarify their own needs and to be extremely realistic in scheduling. 3. Over-dependence of either party – Both mentor and mentee may lean on each other too much for emotional support and become dependent. It is important to encourage pairs to discuss this before the program ends. 4. Insufficient numbers of qualified mentors – Often people are too modest or too busy to volunteer and it becomes necessary to recruit actively. Support of senior management is useful when actively encouraging people to volunteer. 5. Irritated supervisors – The coordinator as well as the mentee-mentor pairs need to keep the supervisors informed as much as possible. 6. Resentment by individuals excluded from selection – The criteria for selection must be clear and those excluded must know why they were not chosen. 6 Coordinator Checklist: Work Plan and Time Line PHASE A – PLANNING PHASE Step no. Action by Steps to be taken by Center coordinators 1. CC Conduct coordinator training (virtual) Trainer ■ Determine roles and responsibilities. ■ Look for allies, e.g. people with mentoring experience, for support and input. ■ Log experiences (continue logging throughout the program). 2. CC Determine needs of organization and mentees ■ What does senior management want from the program? ■ What skills, knowledge or attitudes do mentees want to develop? ■ What are the specific Center objectives and mentees’needs? 3. CC Prepare a budget, including such items as the meeting room, catering, supplies. 4. CC Market the Mentoring Program. ■ Prepare and distribute introductory promotional literature, brochures and mentoring packages to the entire target audience. ■ Put up announcement posters and put notices in Center communication outlets. ■ Meet with leaders – gain their support. ■ Offer materials to senior management and ask them to promote the program in staff meetings. ■ Encourage Center leadership to participate as mentors. ■ Determine the role of mentees’supervisors, if appropriate. 5. CC Collect and collate program applications. ■ Be clear on the process used to screen and match mentors with mentees. ■ Match mentors and mentees, and inform each individually about their partners. PHASE B – TRAINING PHASE Step No. Action by Steps to be taken by Center coordinators 6. CC Prepare mentor and mentee training by providing for: Trainer ■ training room with catering for meeting times, ■ round tables that accommodate 4-5 persons each, ■ LCD projector, ■ presenter’s table (next to projector), ■ multi-system video player and monitor, ■ flip charts, white board and markers. 7. CC Participate in the mentor-mentee training event organized by the G&D consultant Trainer trainer: record attendance, monitor participant input and make adjustments, and collect evaluation data. 8. CC Conduct mentor follow-up activities and provide special coaching for any participants who miss the training; debrief with trainer. (cont.) 7 Coordinator checklist: Work Plan and Time Line (cont.) PHASE C – LAUNCH PHASE Step No. Action by Steps to be taken by Center coordinators 9. CC Monitor and encourage the mentors and mentees, e.g. answer questions, comment positively on any mentoring you observe, share ideas tried by other pairs, pass on interesting articles, identify and solve problems as they come up. 10. CC If pair clearly cannot succeed, rematch the participants, using alternates. 11. CC Collect evaluation data on training and general impressions for analysis and program Trainer adjustment. 12. CC Continue to help mentors and mentees improve their skills by: ■ organizing or letting participants know of other training events that may be of interest; ■ circulating information to participants and observers; ■ monitoring the pairs on a regular basis, providing information and encouragement as needed. 13. CC Approximately halfway through the program: ■ ask each pair to meet and review accomplishments, ■ distribute the mid-program evaluation form to all participants. PHASE D – EVALUATION AND NEXT STEPS PHASE Step No. Action by Steps to be taken by Center coordinators 14. CC One month before the program formally ends: ■ ask each pair to meet and review accomplishments, ■ distribute final evaluation form to all participants, ■ collect evaluation forms for analysis. 15. CC Complete followup tasks, thank helpers and mentors, distribute certificates to all participants If Center decides to set up a second mentoring program: ■ prepare proposal for the expanded program, what role you would like, ■ find a group to support you, should you need one, and determine the role it is going play, ■ go back to Step 1 in this list and repeat all steps. KEY CC Center coordinator of Mentoring Program, to implement with virtual advice from trainer. Trainer G&D Consultant 8