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1 Toronto Region Page 0 of 25

2 Contents 1.0 Alumni Mentoring Program (AMP) for Toronto What is Meant by Mentoring? How the Mentoring Program Works Criteria and General Guidelines for AMP Toronto Mentee Information Benefits to the Mentee What is Expected of Mentees What to Expect from your Mentoring Relationship What Not to Expect from your Mentoring Relationship Managing the Relationship from a Mentee s Perspective Mentor Information Benefits to the Mentor Mentor Expectations What is Not Expected of you as a Mentor Suggested Activities to Enrich the Mentoring Experience Managing a Successful Relationship from a Mentor s Perspective Thank You... 8 Appendix A: Mentor Application... 9 Appendix B: Mentee Application Appendix C: Code of Conduct Appendix D: Mentoring Agreement Appendix E: Sample Introductory for Mentees Appendix F: Sample Mentor Introductory Questions Page 1 of 25

3 1.0 Alumni Mentoring Program (AMP) for Toronto This program was developed through collaborations between the Faculty of Business Administration and a group of engaged business alumni residing in the Toronto region who have formed the Alumni Mentoring Committee. The objective of the program is to develop a mentoring network that connects new graduates in the Toronto area or high-performing final-year students who will be moving to the Toronto area with more experienced business alumni who are established in the region. This program will be administered by the Faculty of Business Administration with advisory and mentor support provided by the Alumni Mentoring Committee. 1.1 What is Meant by Mentoring? Mentoring is a professional, voluntary relationship between two individuals: the mentor and the mentee. This program pairs motivated final-year students and recent graduates with an alumni mentor. Mentors are senior-level executives who are already established in the Greater Toronto Area. Mentors will share their knowledge and experience and provide mentees with the encouragement and insights they need to get a great start to their careers and set a course for the future. Mentoring occurs when two individuals decide to work together to achieve specific outcomes for developing the appropriate skills and knowledge that will enhance the mentee s professional and personal growth. 1.2 How the Mentoring Program Works The AMP will have its own section in the community engagement section of the Faculty of Business Administration s website. This section will provide important background information including links to the AMP handbook and application forms. Applicants must complete an application form (see appendices A and B) and agree to the code of conduct (see appendix C) before acceptance into the program is confirmed. Once applicants have completed the form and sent it back to the faculty representative, they will receive notice of receipt and encouragement to sign-in or sign-up to MUN Business Connect (MBC). This online platform is an exclusive network for alumni of Memorial s Faculty of Business Administration that provides opportunities to share jobs and events, discover former classmates, share news and achievements and become a mentor to fellow alumni. The AMP program will utilize the built-in mentoring application, events module and communications functions within MBC. The platform will also be used to screen mentees for matching purposes. Please ensure that your profile on MBC is up-to-date and includes all relevant information. Applicants MUST attend a mentoring orientation reception before they are accepted into the program. This reception will provide valuable information on the program Page 2 of 25

4 structure and goals, while also allow mentors to meet the candidates. Invitations and event details will be provided through MUN Business Connect. The matching process will be managed by the Faculty of Business Administration and the Alumni Mentoring Committee. Applicants will receive confirmation of acceptance from the faculty. Following this, mentees will be asked to request mentorship from their matched mentor on MUN Business Connect. This will signal the start of the mentoring relationship. If an applicant is not successful during their first selection process, their information will be kept for consideration for a period of two years. It is not necessary to reapply to the program or redo the orientation, unless the applicant chooses to do so. Mentors and mentees are strongly encouraged to complete a mentoring agreement during their first meeting (See appendix E). 1.3 Criteria and General Guidelines for AMP Toronto Mentee applicants must be graduates of the Faculty of Business Administration or a current student enrolled in the final year of their program. Mentors must be graduates of the Faculty of Business Administration. Mentors must have at least seven years of work experience. In addition, there must be a five-year minimum experience gap between the mentor and mentee. This fiveyear gap will be determined by graduation date from Memorial University, which will be confirmed by the faculty representative. Mentors who are new to the program, or have been engaged with the FBA for less than six months, will be assigned only one mentee during their first period. Experienced mentors are allowed up to three mentees during any six-month program. Once a match has been identified and a potential mentor has been contacted, both the mentor and mentee will have one week from the receipt of the faculty representative s communications to connect on MUN Business Connect or a second choice will be made. Mentees may only have one mentor at a time. 2.0 Mentee Information This section will provide the mentee with an overview of the program and outline the expectations for participation in this program. Mentees can expect to learn vital skills for professional development, receive guidance to help them determine a career path and explore the options available in the Toronto area. Page 3 of 25

5 Effective and professional communication is an essential part of a successful mentoring relationship. You should strive to be professional in your written communications, paying particular attention to spelling and grammar and allowing your mentor time to respond before following up (See appendix E for sample introductory ). 2.1 Benefits to the Mentee The AMP mentoring relationship can be a transformative one for both the mentor and the mentee. Benefits to the mentee include: Develop a set of goals and define a career path. Expand professional network and connect with like-minded individuals. Enhance current talents and learn new skills. Learn from an experienced industry leader. Transition into the workforce with ease. Learn the nuances of working across generations or with those at a different experience levels. Gain and offer new or different perspectives. Engage with your mentor and use the opportunity to pass on your knowledge and experience. Enhance your verbal and non-verbal communication skills. 2.2 What is Expected of Mentees Be prompt for scheduled meetings with your mentor. Identify your goals for the relationship and communicate those goals to your mentor. Ask your mentor about books and other resources that will assist you to achieve your goals. Do your homework. Research your questions thoroughly ahead of time so that you can have a two-way discussion. Consider opportunities to give back to your mentor. Be respectful of the mentor s time and the confidentiality and privacy of the mentor and the relationship. 2.3 What to Expect from your Mentoring Relationship You will have access to a mentor with at least seven years work experience or more whom you will meet with at least once a month. Your mentor should be professional, courteous and knowledgeable in the area of business indicated in his/her profile. Your mentor should provide open and honest feedback but in a tactful, professional manner. Page 4 of 25

6 You should accept that the mentoring relationship is temporary, for up to six months or as mutually agreed, or until one or both decides to end the mentoring relationship. Throughout this mentoring relationship, expect that you will define career goals and career paths. You can expect to gain a more comprehensive knowledge of career alternatives, a solid understanding of the business environment in the Toronto region and potentially identify opportunities for a variety of career paths. 2.4 What Not to Expect from your Mentoring Relationship Mentors are not expected to: Assist you with job searching. Provide personal introductions unless they are comfortable doing so. Spend more time on the relationship than the mandatory one hour per month. Give guidance on personal matters. Provide immediate responses to s, phone calls, etc. from the mentee. Communications are expected to be within the 24-hour timeframe. Take the lead in the relationship, e.g. setting up all meetings, etc. This is the role of the mentee. Continue the relationship beyond the six month commitment, unless mutually agreed. 2.5 Managing the Relationship from a Mentee s Perspective To preserve the professionalism of your relationship, work to keep discussions to the following topics: Educational, work and life experience and how they relate to your career path. Advice on continuing education and skill development. Advice on marketing yourself and on how best to highlight your experience. Specifics of their field of work and other related functions with which the mentor has experience. Challenges your mentor has encountered along the way and how they dealt with them. Feedback on career decisions and your resume. Recommendations of others you should connect with and warm introductions if appropriate. Advice on the transition from school to work. Page 5 of 25

7 3.0 Mentor Information This section will provide the mentor with an overview of the program and outline the expectations of participation in this program. 3.1 Benefits to the Mentor The AMP mentoring relationship can be a transformative one for both the mentor and the mentee. Benefits to the mentor include: Engage with young, talented students and alumni. Refine interpersonal and leadership skills. Expand professional network. Discover and develop future leaders. Discover fresh perspectives. Encourage career planning and the discussion of career options. Give and receive support during a time of transition. Keep up-to-date with current educational topics/news. Reinforce a sense of belonging to the MUN community. 3.2 Mentor Expectations Accept the mentoring relationship is temporary, typically for a period of six months or as mutually agreed. The relationship can be terminated at any time upon the written request of one or both parties. Mediation from the faculty representative may be suggested if only one member has requested termination. Meet as often as your schedule permits. The minimum commitment is one meeting per month. It is important to keep all commitments made or to reschedule appropriately when necessary. Ask thought-provoking questions and respect confidentiality at all times. Evaluate the relationship at various points, the minimum requirement being two months after mentoring relationship begins. Practice active listening. Listen and understand what the individual wants to gain from the relationship. Provide candid feedback about the mentee s situation, capabilities and aspirations. Practice being open with your mentee in an honest, yet tactful, way. Build from your own experience. Think about what you wish you had known earlier in your career. Share what you know now, even your failures. Understand there are limits to mentoring. Do not feel you have to know all of the answers. Page 6 of 25

8 3.3 What is Not Expected of you as a Mentor Mentors are not expected to: Provide personal introductions unless they are comfortable doing so. Spend more than the acceptable one meeting per month on the relationship, unless mutually agreed. Give guidance on personal matters. Provide immediate responses to s, phone calls etc. from the mentee. Communications should be within the 24-hour mark. Take the lead in the relationship, e.g. setting up all meetings, etc. Continue the relationship beyond the six month commitment, unless mutually agreed. 3.4 Suggested Activities to Enrich the Mentoring Experience Work with your mentee to set career goals and career paths. Provide industry/functional information. Assist in identifying and enhancing the mentee's marketable skills. Offer career alternatives within an industry. Act as a resource in helping the mentee forge a career path of his/her own. Arrange a casual lunch to discuss the mentees growth and share your professional experiences and successes. Assess and provide guidance to soft skills (e.g. table manners) at this time. Suggest some related professional conferences or activities to your mentee. Pass on topical articles and books for comment. Act as a sounding board for business issues. Expose the mentee to your perspective on the business environment and current issues. Be open, empathetic and candid. Share your own challenges and how those have translated into learning opportunities. 3.5 Managing a Successful Relationship from a Mentor s Perspective To start, discuss with your mentee what he/she hopes to achieve by entering into this relationship, how it will work, what it will look like and how often you will communicate. Set boundaries about confidentiality and time commitments. A list of sample introductory questions can be found in Appendix F. Page 7 of 25

9 4.0 Thank You! To the mentors, thank you for sharing your expertise and supporting graduates from the Faculty of Business Administration. Memorial University is very fortunate to have alumni like you who see the value in giving back. To the mentees, we hope you find this program to be a rewarding and valuable experience. We hope you continue to stay connected with the faculty and with your fellow alumni as you progress through your career. Page 8 of 25

10 APPENDIX A: Mentor Application Page 9 of 25

11 PERSONAL INFORMATION Name: Address: AMP (ALUMNI MENTORING PROJECT) Mentor Application City: Prov: Postal Code: Phone - Business: Cell: Other: Preferred method of contact: o In person o Telephone o o Skype o Google Hangout ACADEMIC INFORMATION (Memorial) Year(s) of Graduation: Program(s): Concentration(s) if applicable: EMPLOYMENT INFORMATION Current Employer: Industry: Role: # of Years in Role: Functional area(s) of expertise (choose all that apply): o Finance and Accounting o Operations Management o Legal o Information Technology o Human Resources o Risk Management o Marketing o Other: Page 10 of 25

12 Industry area(s) of expertise (choose all that apply): o Farming/Agriculture o Accounting o Aboriginal o Finance/Investment/Banking o Government/Politics o Consulting/Professional Services o Real Estate o Insurance o Sales/Retail o Healthcare o Not-for-Profit o Supply Chain o Media/Advertising o IT/Technology o Oil and Gas/Mining o Other: PRIVACY NOTICE All information requested by the Faculty of Business Administration for the Alumni Mentoring Program (AMP) will be used for the administration and management of the program. Personal information is collected under the authority of the Memorial University Act (RSNL 1990 Chapter M-7) and may also be used for event planning, fundraising, statistical reporting and affinity partnerships. Questions about this collection and use of personal information may be directed to the External Relations and Engagement staff at the Faculty of Business Administration at Page 11 of 25

13 APPENDIX B: Mentee Application Page 12 of 25

14 PERSONAL INFORMATION Name: Address: AMP (ALUMNI MENTORING PROGRAM) Mentee Application City: Prov: Postal Code: Phone - Business: Cell: Other: Preferred method of contact: o In person o Telephone o o Skype o Google Hangout ACADEMIC INFORMATION (Memorial) Year (or anticipated year) of Graduation(s): Program(s): Concentration(s): CAREER INFORMATION (Please attached current resume) Most Recent Employer: Role: Dates of Employment: What do you hope to achieve from the mentoring process? o Integration into Toronto lifestyle o Career development advice o Job search/networking advice o Career change advice o Leadership development advice o Work/life balance advice Page 13 of 25

15 Functional area(s) of expertise (choose all that apply): o Finance and Accounting o Operations Management o Legal o Information Technology o Human Resources o Risk Management o Marketing o Other: Please choose the industry you are most interested in: o Farming/Agriculture o Accounting o Aboriginal o Finance/Investment/Banking o Government/Politics o Consulting/Professional Services o Real Estate o Insurance o Sales/Retail o Healthcare o Not-for-Profit o Supply Chain o Media/Advertising o IT/Technology o Oil and Gas/Mining o Other: o PRIVACY NOTICE All information requested by the Faculty of Business Administration for the Alumni Mentoring Program (AMP) will be used for the administration and management of the program. Personal information is collected under the authority of the Memorial University Act (RSNL 1990 Chapter M-7) and may also be used for event planning, fundraising, statistical reporting and affinity partnerships. Questions about this collection and use of personal information may be directed to the External Relations and Engagement staff at the Faculty of Business Administration at Page 14 of 25

16 APPENDIX C: Code of Conduct Page 15 of 25

17 AMP (Alumni Mentoring Project) Code of Conduct To make this experience as successful as possible for both mentor and mentee, we ask that you agree to our Code of Conduct: 1. The Mentor Program is intended for individual communication between mentees and mentors. Use of any information contained therein for any other purpose is prohibited and constitutes misappropriation of property. 2. The mentor network database comprises alumni who have graciously volunteered to assist alumni and mentees with informational discussion, career coaching and advice. As a voluntary program, there is no guarantee that all occupations are represented in this database. 3. Trust and confidentiality between mentor and mentee are key to the mentorship program. 4. Mentors should approach the relationships with an open mind and provide honest feedback. Mentors should try to balance their suggestions and encourage their mentees personal and professional growth. 5. Mentors are volunteers. They should not expect or accept rewards or financial compensation in return for support offered to the mentees. 6. Mentors and mentees are not to disclose, share, duplicate or distribute their partner's personal information without his or her consent. 7. Mentors and mentees are expected to maintain professional conduct at all times during the mentorship relationship. Participants agree to keep relationships free of discrimination, harassment, romantic or sexual involvement. 8. Mentees must be honest in their presentation of issues and be respectful to their mentors at all times. 9. The program is not intended to provide mentees with employment from mentors or their organizations. Mentees should not directly solicit employment from their mentor unless the mentor has made the suggestion. Page 16 of 25

18 10. Introduction to a mentor's extended network is a privilege. Please respect the relationship boundaries in those circumstances. 11. All participants must complete periodic program evaluations and are encouraged to provide feedback on the program and their mentoring relationships. 12. The views expressed by participants in the Mentor Program do not necessarily reflect those of Memorial University, the Memorial University Alumni Association, the Alumni Mentoring Committee or the Faculty of Business Administration. 13. To participate in the program, applicants are asked to comply with these guidelines. Failure to do so may lead to suspension or termination of the mentoring relationship. 14. In participating in this program, I agree to release and waive any liability for all claims that I have, or may in the future have, against Memorial University of Newfoundland, or any person(s), entities or organization(s) associated in any way with the AMP, from any and all liability for any loss, damage, injury or expense that I may suffer as a result of my participation or presence in the AMP due to any cause whatsoever, including negligence, breach of contract, or breach of any statutory or other duty of care, on behalf of the university. 15. I declare that I have read, understood and agree to the contents of this Code of Conduct in its entirety and I sign it freely and voluntarily without any inducement. Mentee Signature: Mentor Signature: Date: Page 17 of 25

19 APPENDIX D: Mentoring Agreement Page 18 of 25

20 AMP (Alumni Mentoring Project) Mentoring Agreement The parties listed below agree to enter into a mentoring relationship. In signing this agreement, the parties agree to follow the privacy guidelines outlined on the next page. Mentee Name: Signature: Date: Mentor Name: Signature: Date: It is important to set goals, expectations and timelines at the onset of your relationship. Expectations 1. Meetings (in-person, video conference, phone, ): 2. How often would we like to meet/interact (e.g., once per week, every other week, etc.)? Re-evaluate during relationship: 3. s and voic s will be returned within: 4. If a meeting must be rescheduled, how will we get in touch? Page 19 of 25

21 Goals 1. What are the mentee s goals for this mentoring relationship? 1 st Goal: 2 nd Goal: 3 rd Goal: 2. What are the mentor s goals for this relationship? 1 st Goal: 2 nd Goal: 3 rd Goal: 3. What actions can you both take to achieve these goals? Privacy 1. We both agree that our conversations are confidential and private. 2. We agree that if either of us wishes to leave the program early, we must advise the external relations and engagement staff at the Faculty of Business Administration. Timeline 1. This mentoring relationship is expected to officially last for six months, understanding that we may continue the relationship if we choose to do so. Page 20 of 25

22 APPENDIX E: Sample Introductory for Mentees Page 21 of 25

23 Hi Ms. Smith, My name is John Doe and I ve been informed by the Memorial University of Newfoundland s Faculty of Business Administration that we have been assigned as mentor-mentee for the next six months. I have just moved to Toronto after finishing up my undergraduate degree in finance, and now that I have a job with Big Bank Inc. as a research associate and I was hoping that you might be able to provide insight from your own career as to how to get ahead. While you may have already received this, I am attaching an up-to-date copy of my resume to this . Further to this, I was hoping we might be able to grab coffee downtown sometime next week; might I tentatively propose next Wednesday at 1 p.m.? Please let me know if this works for you. Many thanks in advance and I look forward to meeting you. Regards, John Doe Page 22 of 25

24 APPENDIX F: Sample Mentor Introductory Questions Page 23 of 25

25 Introductory questions Tell me a little about yourself things I wouldn t learn from reading your resume (interests, hobbies, background, etc.). What non-work-related experiences have shaped who you are today? Looking back on your career to date, what has helped you grow the most? Your current role Describe your current job and your key areas of responsibility. What do you most enjoy about your work? Where do you derive the greatest reward? Of the areas you described in your job, which area offers the greatest challenges? Your future outlook What are your short-term and long-term career goals? What experiences do you hope to have? What levels of responsibility do you hope to achieve? What will success look like at the end of your formal mentoring partnership? Where do you think you can make the greatest contribution to Big Bank Inc. in the future? The challenges you have encountered What challenges/barriers do you see to your success? What are some of your developmental opportunities? What steps have you taken to address them? How comfortable are you with ambiguity? Tell me about a time when you jumped into the unknown. How to leverage strengths What do you consider to be your greatest professional strengths? How have you leveraged them in your career? How have you demonstrated enterprise-wide thinking? How did you break down silos? What drives you? What is your passion? Page 24 of 25