MENTORING AT MELBOURNE

MENTOR & MENTEE

GUIDELINES

MENTORING AT MELBOURNE

Mentoring programs at the University of Melbourne connect students, alumni and professionals to help prepare graduates for lives of professional contribution, leadership and as active global citizens.

Through a structured one-to-one relationship students receive crucial guidance and support in the early stages of career planning.

This guide is not specific to any one mentoring program, it is an overview of mentoring in general and common requirements, expectations and approaches for both students and mentors. It has been developed for all participants to assist you in developing a productive relationship and understanding the expectations of each other.

We hope your mentoring experience is both rewarding and enjoyable.

mentoring.unimelb.edu.au

CONTENTS

Program Overview

Role of Mentee

Role of Mentor

Program Contacts

Getting Started

Setting Mentoring Goals

Program Support

Policies and Procedures

Appendices

SMART Goals

Meeting Checklist

Mentoring at Melbourne would not be possible without the generous contribution of our volunteer mentors.

Thank you to all our new and continuing mentors for your support.

................................................................................................................3

...........................................................................................................................4

...........................................................................................................................4

...................................................................................................................4

..........................................................................................................................5

...................................................................................................5

....................................................................................................................6

...................................................................................................................7

MENTEE & MENTOR GUIDELINES

Mentoring is a structured relationship where a student receives professional guidance and support from an experienced professional. Successful mentoring partnerships are built on mutual respect, professionalism, openness and an equal commitment to the relationship.

Pre-program•Apply for program•Setupprofile•Submit preferences•Student workshops

Matching•Matchconfirmation•Mentor workshops•Mentee completes

preprogram survey•Mentee makes contact

Initial Meeting• Introductions•Set mentoring goals•Sign agreement•Set up ongoing

meeting schedule•Complete surveys

Ongoing Meetings•Work on mentoring

objectives•CV check/career paths•Visit the workplace•Attend mentoring events

End of Program•Complete surveys•Attend celebration event•Conductfinalmeeting•Discuss ongoing contact

Each mentoring relationship is different and the approach you take will vary depending on each participant’s goals and experiences. Some mentors have invited students to visit their workplace, introduced them to their networks or even attended cultural events together. Feel free to take a creative approach in structuring your meetings.

Whileourmentoringprogramsarestructuredtheyarealsoflexibleanditisup to each individual mentoring pair to decide on the format, frequency and formality of the mentoring relationship

As a guide we ask all participants to commit to at least three meetings over the course of the mentoring program.

PROGRAM OVERVIEW

Faculty of Arts

Faculty of Business & Economics

Melbourne Law School

Science Industry Program

Access Connections

24 July to 22 October 2017

April to October 2017

Starting between January-June

24 July to 22 October 2017

April to October 2017

July 2017 to May 2018

3 months

8 months

12 months

3 months

8 months

2017 PROGRAM DATES EachMentoringatMelbourneprogramhasanofficialstartandend date and usually runs for one or two semesters.

PROGRAM REQUIREMENTSAll participants are expected to:

Read program guidelines, polices and attend any required preparation sessions

Sign and submit a mentoring agreement

Meet at least 3 times over the mentoring period

Agree on a mentoring schedule and objectives (listed in agreement)

Attend meetings and follow up with action items

Beprofessional,respectfulandobserveconfidentiality

Be punctual and provide adequate warning of changes to plans

Respond to communications in a timely manner

Contact the Program Coordinator with any concerns or questions

Participate in required evaluations and provide feedback

PAGE 3 OF 7

ROLE OF MENTORS

Helpmenteestofindtheirownsolutionstoproblems

Challenge mentees preconceptions and assumptions of themselves and their understanding of professions and career paths

Encouragementeestobuildconfidenceinthemselves,theirchoices and their abilities

Are open to sharing their own experiences and stories

Are patient and non-judgemental providing a safe place to test ideas

Are culturally sensitive

Practice active listening

Mentors challenge, motivate, inspire and encourage mentees to achieve their goals.

ROLE OF MENTEES

Are responsible for driving the mentoring partnership

Make initial contact and set up meetings

Reflectonmentoringobjectivespriortomeetingtheirmentor(listed in agreement)

Bringthementoringagreementtotheirfirstmeetingandsubmitasigned copy of the agreement to the University

Are open to feedback and are receptive to listening and learning from their mentor

Are authentic and open to sharing their career goals, study areas and interests

Spendtimereflectingontheadviceandknowledgesharedduringmeetings

Come prepared for meetings and are proactive and engaged

Are reliable and value their mentors time by keeping their commitments

Mentees lead the mentoring relationship and are expected to be prepared, engaged and open to feedback.

MENTORING TIPAsk open-ended questions

Open-ended questions cannot be answered with a yes or no, they invite conversation and often start with:HOW , WHAT OR WHY

MENTORING PROGRAM CONTACTSFaculty of Arts

Faculty of Science

Faculty of Business

Melbourne Law

Access Connections

arts-mentoring@unimelb.edu.au

science-mentoring@unimelb.edu.au

fbe-industryprograms@unimelb.edu.au

law-mentor@unimelb.edu.au

access-connections@unimelb.edu.au

PAGE 4 OF 7

Mentees:

Mentors:

Belowisaquickchecklisttocompletepriortoyourfirstmeeting.

OBJECTIVE 1 FINDING THE RIGHT CAREER FOR ME

OBJECTIVE 2 DEVELOPING A PLAN/ STRATEGY TOWARDS CAREER GOALS

OBJECTIVE 3 NETWORKING STRATEGIES

OBJECTIVE 4 JOB-SHADOWING AND PRACTICAL WORKPLACE INSIGHTS

OBJECTIVE 5 GAINING WORK EXPERIENCE

OBJECTIVE 6 RELATING MY STUDY TO CAREER OUTCOMES

Reflectonmentoringobjectives

Completeyourmentoringprofile

Reviewyourmentor/mentee’sprofile

Decide on suitable meeting locations

Decide on your availability and be realistic about the amount of time you can commit to the relationship

Reflectonobjectivespriortofirstmeeting

Discuss objectives at the initial meeting

Finalise your mentoring objectives via the mentoring agreement

Mentoring workshops provide strategies for meeting objectives

Use SMART goal setting worksheet to assist with objectives

SETTING MENTORING GOALSPriortothefirstmeetingallmenteesshouldreflectontheircareer goals and their mentoring objectives. We don’t expect you to have your career mapped out, in fact it is ok to reach the conclusion you don’t have a career goal and would like assistancefindingtherightcareerforyou.

To assist with deciding on a focus for your meetings mentees are asked to rate the following objectives in the mentoring agreement from one to six in order of relevance, with one being the most relevant:

Mentee conducts a career research interviewCV check Conduct a mock job interview for a graduate positionAttend a study seminar or lectureAttend a public lecture or professional conference Job shadowing

MENTORING ACTIVITY IDEAS

MENTORING TIPConsider scheduling your first meeting at a neutral place - a cafe, library or other public space

GETTING STARTED

PAGE 5 OF 7

Visit our alumni website for more event ideas

Each University of Melbourne program will have its own help resources, schedule of events and opportunities for professional development. All programs offer:

Psychological counselling

Careers counselling

Financial aid

Student housing

Academic skills

Disability support

Indigenous student support

Visit Stop 1 for more information on range of student services:

Preparation workshops

Mentoring networking events

Careers Services

Student Services - balance my life

Student Services - plan my future

HELP RESOURCESIn addition to the mentoring development and networking events available to participants, web-based resources are available via Help Resources on the Mentoring at Melbourne website and via our student services pages listed below.

The University of Melbourne offers a wide range of services to students including:MENTEE WORKSHOPS

Mentee workshops are held prior to matching taking place and are compulsory for all students participating in a mentoring program. During the program students have the option to attend mentoring related workshops and meetups.

AbenefitofjoiningtheUniversityofMelbourneMentoringprogramisbecoming part of a wider university community.

Once you have made contact with your mentor, you will be invited to attend workshops to discuss your experience, perspective and learning from the process with other students in the program.

For more information on events and opportunities to network with other participants in your program please contact your program administrator.

MENTOR WORKSHOPSIn 2017 we are offering an optional mentoring and coaching session with David Carman, an Executive Coach who specialises in professional mentoring.

We invite mentors to come to one of two workshops to learn more about mentoring, meet other like-minded alumni mentors participating in the Mentoring at Melbourne programs and ask us any questions you may have about the program.

Light refreshments will be served at both workshops.

CONVERSATION STARTERSWhat are you passionate about? What was your best and worst networking experience?What would you look for in a graduate in your field?Common mistakes made by graduates?What would you have done differently in your career?Common misconceptions about your working in your field?

PROGRAM SUPPORT

WEDNESDAY 26 JULY 6:00PM FOR 6:15PM START TO 7:30PM

THURSDAY 27 JULY 6:00PM FOR 6:15PM START TO 7:30PM

PAGE 6 OF 7

A mentor preparation video is available for any mentors who are unable to attend a workshop.

PARTICIPATION Students and mentors are selected to participate in programs at the discretion of each program administrator. The program managers and relevant department have the right to, at its sole discretion, terminate or revoke the invitation to the mentor or mentee.

COMPULSORY STUDENT WORKSHOPSStudents must attend a compulsory workshop prior to their commencement in the program. The workshops include information on expectations and professional code of conduct.

MATCHINGStudentsandmentorpairswillbebroadlymatchedthroughaconfidentialprocess based on information provided on registration documents. Every effort is made to ensure students’ interests are aligned as closely aspossiblewiththoseofthementor,toensureamutuallybeneficialarrangement.Nevertheless,somedegreeofflexibilityandunderstandingon the part of mentor and mentee may be required and an openness to make the most of the opportunity.

MEETINGSIt is the student’s responsibility to make the initial contact with the mentor.

Mentors and mentees are expected to meet 3-4 times during the mentoringperiod.Studentsexperiencingdifficultycontactingtheirmentor(after two attempts), should contact the Mentor Program Coordinator.

ENDING THE RELATIONSHIP NO FAULT CLAUSEIncompatibility is part of life and is no one’s fault! If either the mentor or thementeeorbothfacedifficultieswiththeirmentoringrelationship,thefirststepistocontacttheProgramCoordinatorassoonaspossible.Byexploring issues objectively, some problems can be diffused at an early stage. If this is not possible, the Mentoring Agreement contains a ‘No Fault’ clause, which enables either the mentor or the mentee to end the mentoring relationship without any blame attached. In this case, after speaking directly to the Program Coordinator, participants must notify their mentoring match of their decision to end the relationship.

EVALUATIONFeedback is welcome and encouraged throughout the duration of the program. Formal evaluation is usually undertaken at the end of the mentoring program. Students may be required to complete a pre-program survey before they meet with their mentor.

LEGAL ISSUESStudent Personal Accident and Public Liability insurance is provided to enrolled students involved in University related activities. This extends to work-shadowing with their mentor (though not to unpaid “work “experience). This is an important distinction. Please contact the Mentor ProgramCoordinatorifyouneedclarification.

OCCUPATIONAL HEALTH AND SAFETYMentors should be aware of all relevant occupational health and safety issues where the student visits their workplace. This will require the student to be inducted into the occupational health and safety orientation process of the work environment. For further information about occupational health and safety generally, please visit the Work Safe Victoria website.

Please note this would not apply if you were meeting in a public place.

DUTY OF CARE AND ETHICAL REQUIREMENTSDuty of care requires that mentors undertake all reasonable steps to ensure the safety of mentees. Mentors must provide full induction ofmenteesintosafeworkingproceduresduringofficeorsitevisits.Meetings should be held in spaces conducive to a professional mentoringrelationshipsuchasanoffice/workplace,cafe/restaurant,on campus at the University, library, or other public locations. It is not appropriatetomeetinaprivateresidenceorhomeoffice.Menteesandmentors must agree to behave in an ethical and responsible manner at all times. Anyone who experiences any uncertainty or discomfort within the mentoring relationship should contact the program coordinator immediately. All participants must sign a Mentoring Agreement form for compliance purposes.

CODE OF CONDUCTParticipants in Mentoring at Melbourne programs are requested to adhere to the following code of conduct:

•Observeconfidentialityatalltimes,includingallcontactdetails

•Maintain professional standards of behaviour and safety

•Treat others with courtesy, be respectful and non judgmental

•Fulfilagreedcommitments

•Assist with evaluation and feedback

•ContacttheMentorProgramCoordinatorwithanyconcernsordifficulties

GRIEVANCE PROCEDUREInthefirstinstance,participantsshoulddiscusstheissuewiththeProgram Coordinator. If the participant does not feel the matter is resolved they should then discuss the complaint with the Manager of the respective department. Complaints and grievances will be dealt with according to University of Melbourne procedures. For students, these are outlined via our grievance policy.

PRIVACYAllcontactdetailswillbemaintainedconfidentiallyandaccesslimitedin accordance with the University’s privacy policy, which can be found via our policy website.

POLICIES AND PROCEDURES

PAGE 7 OF 7

When setting goals it is useful to use the SMART goal setting process. SMART goals allow you to plan and structure your goals and set realistic activities, measurements and schedules to achieve your career objectives.

SMART GOALS WORKSHEET

SPECIFICState exactly what you want to accomplish (who, what, where and why)

GOAL DESCRIPTION:

S

M

A

R

T

MEASURABLEHow will you demonstrate and evaluate the extent to which the goal has been met?

ACHIEVABLEChallenging goals within your ability to achieve. Is it realistically possible to acquire the skills/contacts/financestoachievethegoalintheallocated time?

RELEVANTWhatisthereason,purposeorbenefitofaccomplishing the goal?

TIME-BOUNDWhat is the established completion date and does that completion date create a practical sense of urgency?

CHECKLIST FOR YOUR FIRST MEETINGIntroduce yourselves: including personal and professional experiences, career paths and ambitions

Agree on a number of meetings you both can commit to

Advise of any travel or holiday plans during the mentoring period

Discuss what you both would like to get out of the relationship and set goals

Discuss etiquette around contact between meetings

Set a date and time for your next meeting and any action items

Sign mentoring agreement (mentee to upload on mentoring platform)

CHECKLIST FOR YOUR SECOND MEETINGFollow up on any action items from previous meeting

Mentees to discuss how they are doing and how they feel (both professionally and personally)

DiscussspecificcareergoalsandconsiderusingtheSMARTguidetogoalsetting

Review of mentee’s CV

Set a date and time for your next meeting

CHECKLIST FOR SUBSEQUENT MEETINGSFollow up on any action items from previous meeting

Consider taking your mentee on a tour of your workplace

Where appropriate introduce your mentee to relevant networks or groups

MEETING CHECKLIST

Ifendingyourrelationship,finaliseactionitemsandreviewgoals

WRAPPING UP YOUR MENTORING

Menteestoreflectonlessonslearntandsharesuccessstories

mentoring.unimelb.edu.au