Mentoring Scheme.Mentee’s Handbook.

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Introduction.This handbook has been designed to help you prepare for your role as a mentee. It covers some of the skills that you might use and gives some tips on helping to establish and maintain the relationship with your mentor. Use it as a reference manual for questions you may have during your mentoring experience.

Contents.Our objectives. 06Definitions. 10Responsibilities. 14Benefits. 18Relationship. 22Your objectives. 26Resources. 38

Our objectives.The aim of the Employability Mentoring Scheme is to create a valuable learning experience for you by putting you in touch with professional, corporate and business mentors with a view to improving your employability skills through a series of structured meetings.

Scheme Objectives The specific objectives of the scheme are to:

∙ Provide a vehicle for you to gain professional and personal growth by creating the opportunity for you to interact and network with people carrying out professional roles ∙ Encourage the development of career plans and goals. Create your professional identity – help in understanding what it means to be a professional within a working environment. ∙ Create an opportunity to build and develop on the following soft skills:

- Communication skills - Presentation skills - Workplace etiquette - Networking

The mentoring relationship will run between four and six months. The mentoring relationship works best when both parties within the relationship are able to meet face-to-face regularly. You are therefore encouraged to meet with your mentor no less than twice a month for an hour at his/her place of work.

You will be expected to complete a mentoring session record sheet with the support of your mentor (download from www.uel.ac.uk/EET) at each meeting this will allow you to set your objectives. You will also be required to submit monthly reflective logs (download from www.uel.ac.uk/EET) to the University Mentee Coordinator and a reflective report at the end of the scheme. A copy of this report will be forwarded to your mentor with your permission. At the end of the mentoring scheme, an evaluation sheet will be sent to you, this will allow you to reflect on the whole mentoring process and to provide us with feedback and recommendations to ensure the scheme is continuously improving. If you feel you need additional support during the scheme, please do not hesitate to contact us.

9UEL8 Mentoring SchemeOverview

Definitions.Mentoring, Coaching and Training – distinguishing between these activities is not always easy.

What is mentoring?Mentoring is a professional relationship between two individuals where the intent is of one benefiting from the experience, skills, networks and assistance of the other. It operates over a period of time, providing support, guidance and assistance to the less experienced person, for the improvement of their confidence, skills, ability and personal achievement.

What are mentoring schemes for?Mentoring schemes generally serve the following broad purposes:

∙ Educational or academic mentoring may help the mentee improve their overall academic achievement. ∙ Career mentoring may help the mentee develop the necessary skills to enter or continue on a career path. ∙ Personal development mentoring can enable a mentee to focus on specific objectives in relation to personal goals.

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Responsibilities. Your role as a mentee is to be a self-motivated individual seeking to continuously promote your personal and professional development.

It is up to you to be proactive in scheduling meetings with your mentorYou are also expected to undertake the following:

∙ Take initiative and be proactive in your own career development, by

- Completing the mentoring session record sheet at every meeting and

- Reflecting regularly on your goals, achievements, and areas for improvement. ∙ Participate in open and honest discussions with your mentor. ∙ Try to meet no less than twice a month for an hour at the mentor’s place of work where possible. ∙ Be proactive in establishing alternative ways to communicate with your mentor, if he/ she is unable to meet with you regularly. ∙ Submit the reflective log at the end of each month to the University’s Mentoring Coordinator. ∙ Provide feedback on the effectiveness of the mentoring partnership via on going evaluation surveys at the mid-point and at the end of the Scheme.

What UEL expect from the menteesPlease remember that you are representing the University when you visit your mentor. As a matter of professional courtesy, please ensure that you are punctual for meetings and that you call your mentor if you are running late or if you need to cancel/reschedule any meetings. Always try and give reasonable notice of cancellation should this be necessary. You should attend the sessions dressed in smart office wear, i.e. strictly no jeans and trainers or casual wear. Smart trousers or a skirt with a shirt or blouse is appropriate.

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Benefits. The mentoring relationship is designed to be mutually beneficial to both parties.

What a mentee can expect from the schemeIt is important to understand each others expectations of the relationship; this should be communicated during the first meeting. As the relationship develops expectations may change, however, below are examples of what you could generally expect from the mentors:

∙ To provide you with a business context based on their experiences ∙ To help you define your goals and set objectives with regards to your future career ∙ To be a positive role model.

Unreasonable expectations of the SchemeAs a general guideline, the Mentoring Scheme cannot guarantee you:

∙ A permanent/temporary job within the mentor’s organisation ∙ Access to other departments without first consulting with your mentor.

Unreasonable expectations can cause irritation and disappointment on both sides.

The roles and responsibilities of your mentor The role of your mentor is concerned with supporting you in developing essential skills that you will require for future employment by inviting you to reflect on your experiences and abilities and by using your mentor’s career experiences to give contextual examples. The mentoring process will enable you to set key objectives resulting in the improvement of your skills and personal development.

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Relationship. The relationship is mentee centred, and should focus on your developmental needs.

The Mentor – Mentee relationshipBefore the relationship with your mentor becomes established, it is natural for both parties to be apprehensive. Just like any other form of relationship, the mentoring relationship will need the following elements:

∙ Mutual respect ∙ Clearly stated times to communicate ∙ Trust ∙ Confidentiality.

Dealing with difficulties in the mentoring relationshipShould you be experiencing difficulties with the mentoring relationship, we encourage you to first talk to your mentor. If the problem continues, please liaise with the University’s Mentoring Coordinator.

Please ensure that you inform the University Mentoring Coordinator if the relationship is due to end.

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Your objectives. When you meet with your mentor it is important that you set clearly defined objectives. This will help you get the most from each session.

Tools to support your development

Mentoring session record sheet (See form pdf)The mentoring session record sheet should be completed with the support of your mentor. The form is to help you record your goals/ targets at each meeting and comment on your progress in regards to completing the set goals.

Reflective log and reflective report (See form pdf)The reflective log provides a framework to help you organise your reflections from your mentoring sessions. You should complete the reflective log on a monthly basis and submit this to the University Mentoring Coordinator. The log will enable you to develop the ability to:-

∙ Reflect on your strengths, skills and aptitudes ∙ Identify own learning needs and devise own goals and strategies towards achieving them.

At the end of the mentoring session, you will be required to submit a reflective report. With your permission a copy of the report will be submitted to your mentor. (You are encouraged to use your reflective log to guide you in writing your report) The report will enable you to analyse and evaluate what you have learnt from the whole experience.

The Mentoring Session

Points to consider prior to the first meeting

∙ Before you meet with your mentor think about what your expectations are of the mentoring relationship and what you hope to gain from the mentoring sessions. ∙ Think of questions you may want to ask to establish a rapport and to help you to quickly establish a working relationship with your mentor.

Example questions to establish rapport during the first meeting

∙ Tell me about your career to date? ∙ Have you had a Mentor? ∙ What is it like working at this organisation? ∙ What professional/industry association do you belong to? ∙ What is your favourite way of spending your spare time? ∙ What are you most proud of achieving in your work life? ∙ What do you expect from me as a Mentee?

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During the mentoring sessions Why are you meeting your mentor? – Setting clear objectives

It is important for you to set clear objectives that you wish to be achieved in each meeting. Plan your meeting well ahead and use the SMART process to help you.

S pecificM easurableA chievableR ealistic/RelevantT imebound

Using the SMART processes will help you and your mentor to know what to expect from each other at each session, this will help maximise the benefit for both parties. The SMART model can be used as a tool for setting targets, attending meetings, doing interviews or any other activity that requires an outcome.

Point to consider during every meeting ∙ Discuss and record your objectives; explore areas for professional development in light of the objectives. ∙ Remind each other of the next mentoring session before the end of the current session. ∙ Receive support from the mentor in completing the mentoring session record sheet.

Suggested structures for each mentoring sessionsThere is no set method for structuring mentoring sessions. Below are two Models (A & B) to assist you in giving the mentoring sessions focus areas.

Model AThis would be a model that does not have a formal prescribed set of sessions and can be altered as required. A formal session on the recruitment and selection process could be a starting point.

1. Exploring the different roles within an organisation which may be of interest.

2. Applying for Jobs – CV / Application forms.

3. Preparing for the Job Interview. a. Discuss interview techniques b. Undertake a mock interview c. Undertake a mock presentation in front of

an audience d. Request examples of psychometric testing

used by the organisation e. Give a presentation and request feedback

4. Undertake job search.

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A

Option B ∙ With your mentor, look at job descriptions and person specifications of the roles you wish to get into and look at ways in which you could build on the key skills and abilities by using a SWOT analysis.

Option C ∙ Research on the actual field you wish to enter. ∙ Explore the different roles within your mentors organisation of interest, and ask your mentor to arrange for certain role holders to come and speak to you at a later date.

Preparing for the Job MarketSeek guidance on your CV, covering letter and a personal statement.

Please make sure that your CV has been checked by the Employability and Enterprise Team.

To learn how to market oneself within the competitive market, develop communication, presentation skills ∙ Take part in mock interview/mock presentation/mock psychometric testing with your mentor ∙ Undertake exercises/activities with other mentees and mentors where possible

Model BThis model is based on 12 sessions.

Introductory meeting ∙ Mentor to provide an overview of the organisation and their job role within the organisation. ∙ Mentor & mentee to discuss their professional journey to date – how did they get to where they are today. ∙ Discuss expectations of the scheme.

Recruitment – To learn how to market oneself within the competitive market

Option ADiscuss the organisations recruitment and selection process: ∙ What is it that they look for in a candidate at the recruitment and interview stage? ∙ What skills and attributes do you need to possess in order to be successful in the application process? ∙ Explore with your mentor your strengths and weaknesses– use the SWOT analysis.

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Objectives

How do employers recruit? ∙ A written/online application form or a CV and covering letter; ∙ Psychometric or aptitude test – either early in the selection process or at the assessment centre; ∙ A preliminary interview, which may be conducted over the telephone; ∙ Assessment centre. This is often the last stage in the selection process and may involve a further interview and/or a series of individual and group selection tests, following which a job offer may be made.

It will therefore be useful to take part in a mock interview, presentation and psychometric testing.

Work place etiquette ∙ Discuss workplace etiquette/organisation culture/workplace conduct.

Applying meeting outcomes ∙ Use this opportunity to refer back to the SWOT Analysis and explore ways on building on the weakness and threats identified.

Interim reflection ∙ Reflect on what has been achieved so far during the scheme and use it to plan areas your mentee would like to concentrate on in the next meeting.

Open topic ∙ This meeting should be based on what was agreed in the last meeting.

Networking – Opportunity to network with others with the organisation ∙ Opportunity for the mentee to speak to other members within the organisation regarding the role/career paths.

Reflecting Back ∙ Look back and reflect on what you and your mentor have achieved.

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Frequently Asked Questions

How long is each mentoring meeting? Approximately one hour.

Where should the mentoring meeting be held?All meetings should be held at the mentors place at work.

Who is responsible for setting meetings?It is your responsibility to be proactive in arranging the meetings and to renegotiate the times of the meeting at the convenience of your mentor, it is also important to be tactful and understanding when setting the meeting up.

How do I know if the scheme has been valuable? During the meeting, you are encouraged to complete a mentoring session record sheet which clearly details the goals/targets at each meeting, by completing the sheet it will enable you to comment on your progress with regards to completing the goals.

I have concerns regarding my mentorIt is important to first discuss any concerns with your mentor, if you still have concerns, please contacts the University Mentoring Coordinator.Contact details are listed in the booklet.

What do I do if I wish to make a complaint? Complainants are strongly advised to make every reasonable effort to resolve their complaint informally, however should you feel uncomfortable discussing your complaint with your mentor please contact the University’s Mentoring Coordinator.

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Resources. Our website contains a number of useful sections to support you as a mentee and a page of Frequently Asked Questions.

Further readingThere are a number of good reference books that cover mentoring and associated topics available. Here are a few.

“The Mentoring Pocket Book” Bob Garvey et al

“The Art of Mentoring” Mike Pegg

“Mentoring Students and Young People: A Handbook of Effective Practice” Andrew Miller

“Coaching and Mentoring: Theory and Practice” by Robert Garvey, Paul Stokes, and Professor David Megginson

“A Practical Guide to Mentoring: How to Help Others Achieve Their Goals” by David Kay and Roger Hinds

“Coaching and Mentoring for Dummies” Marty Brounstein

“Techniques for Coaching and Mentoring” by David Clutterbuck and David Megginson

“Coaching and Mentoring (Harvard Business Essentials): How to Develop Top Talent and Achieve Stronger Performance” Harvard Business School Press

Available from www.amazon.co.uk

WebsitesThere are some interesting articles on mentoring and allied subjects on the following websites.

www.coachingnetwork.org.uk www.theocm.co.uk www.coachingandmentoring.com www.cipd.co.uk/subjects/lrnanddev/coachmntor/mentor.htm

All required record sheets can be downloaded on our website www.uel.ac.uk/eet/students/getinvolved

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Employability and Enterprise Team

Contact persons Raksha Mehta, Danielle Bailey

Emailr.mehta@uel.ac.ukd.bailey@uel.ac.uk

Webwww.uel.ac.uk/eet

AddressUniversity of East LondonDocklands CampusUniversity WayLondon E16 2RD

Telelphone020 8223 2424020 8223 4321

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