Group Mentoring Program Administrator Kit

Transcription

1 Group Mentoring Program Administrator Kit INTRODUCTION This Group Mentoring Program Administrator Kit was originally developed in 2007 and modified in 2009 in partnership between JVS Toronto and the Iranian- Canadian Network (IC Network) for mentoring of members from their community. It was developed with material created by JVS Toronto and Sage Mentors Inc. and with funding from The Ontario Trillium Foundation. The kit was further modified in 2012 in partnership with JVS Toronto, Toronto Region Immigrant Employment Council (TRIEC) and the five professional immigrant networks listed below with funding from The Maytree Foundation s program ALLIES. Association of Filipino Canadian Accountants (AFCA) Association of Romanian Engineers in Canada (AREC)

2 INTRODUCTION This Group Mentoring Program Administrator Kit was originally developed in 2007 and modified in 2009 in partnership between JVS Toronto and the Iranian-Canadian Network (IC Network) for mentoring of members from their community. It was developed with material created by JVS Toronto and Sage Mentors Inc. and with funding from The Ontario Trillium Foundation. The kit was further modified in 2012 in partnership with JVS Toronto, Toronto Region Immigrant Employment Council (TRIEC) and the five professional immigrant networks listed below with funding from ALLIES. Association of Filipino Canadian Accountants (AFCA) Association of Romanian Engineers in Canada (AREC) Canadian Network of Iraqi Engineers and Architects (CNIEA) Canadian Hispanic Congress (CHC) Indo-Canadian Chamber of Commerce The Kit is intended as a guide for administrators and coordinators of occupation specific group mentoring programs. The program outlined herein was specifically designed as an ethno and occupation specific group mentoring program for internationally educated professionals who are newcomers. It was intended for use by professional immigrant networks (PINs) and other similar organizations that wish to develop mentoring programs for newcomers within their communities or networks. The structure, format, eligibility criteria etc. were, therefore, designed with this in mind. Through group mentoring, mentees can benefit in a number of ways: 1. learn about Canadian workplace culture and industry trends; 2. identify educational and technical skills required to meet market demands; 3. receive guidance through the licensing and accreditation process; 4. acquire support through the job search process; 5. establish professional networks; 6. improve professional terminology; 7. build confidence in a new culture. It has been found through experience that the more homogeneous a mentoring group, the more effective the mentoring program. It is, therefore, highly recommended that participants meet the eligibility criteria as closely as possible and are from similar backgrounds and occupations. The suggested eligibility criteria for participants and the rationale for these are outlined below. 1. In Canada for no more than 3 years it is assumed that an immigrant who has been in Canada for more than 3 years will most likely have other needs that are not addressed by this program (e.g. skills upgrading), which may be necessary for them to find a job in their profession. 2. Participated in a job search workshop at one of the employment agencies and have a Canadian style resume and cover letter this is important since the role of a mentor is not to provide the basics of job searching and preparation of 2.

3 resumes and cover letters but to add to this basic knowledge by providing insights for job searching and resumes and cover letters for the particular profession. 3. English language proficiency equivalent to CLB level 7 or higher language and communication issues are among the most popular reasons cited by Canadian employers for not employing immigrants. While attainment of CLB level 7 does not guarantee that a person has a high enough proficiency for some jobs, it is a fair benchmark to use for acceptance into the program. Most bridging programs funded by the government require CLB level 7 or 8 and these levels are usually required for all areas of the assessment. 4. At least 2-3 years experience in profession in home country it will be difficult for persons with less experience to find a job in their chosen profession. This program is intended to help newcomers re-integrate into their profession in Canada. 5. Little or no previous work experience in their profession in Canada the program is intended to help newcomers learn about the Canadian work environment and labour market and help them integrate. Persons who previously found jobs and worked in their professions will have this knowledge and will be looking for other kinds of assistance that the program is not designed to provide. This background is provided to help users understand the rationale behind the criteria and why it would be useful to apply them in a program for internationally educated professionals who are newcomers. In cases where the resources are available, the following enhancements to the program can be considered: 1. Provision of additional cover letter and resume support (other than mentor). 2. Arranging for guest speakers to address mentees on various topics relevant to job searching and Canadian workplace culture. 3. Arranging a job fair for participants at the end of the program. While this model has been designed for a specific group, it has been tested and proved and can easily be adapted for other group mentoring programs. Sage Mentors Inc. grants JVS Toronto a non-exclusive use of materials for participants of the JVS Toronto mentoring programs. Sage Mentors Inc. and JVS Toronto maintain their rights to their materials. These workbooks cannot be re-sold or given to another organization without the written permission of Sage Mentors Inc. and JVS Toronto. Sage Mentors Inc. grants the material may be updated and tailored for specific audiences from time to time. 3.

4 JVS Toronto Mentorship Initiative Implementation Guide & Background Materials The following are the major pillars of the JVS Toronto Mentorship Initiative. There are four major components and within each area, specific activities are to be completed. Part 1: Program Planning A well planned program enhances success as it will meet the organizations and people needs. Key aspects include: Vision and expected outcomes Objectives for the program Determine program benefits Roles & responsibilities Mentoring Program Model Appreciation processes for the participants Part 2: Mentor and Mentee Intake Processes Identifying, selecting and matching participants maximizes the learning. The effort is to find the best available match for development goals. Key aspects include: Recruit mentors and recruit mentees Match mentors and mentees Part 3: Orientation, Training, Support, Monitoring Preparing mentors and mentees for a mentoring relationship assures the transfer of knowledge and skills. Key aspects include: Orient and prepare mentors Orient and prepare mentees Part 4: Evaluation, Reporting and Adjustment The evaluation captures progress and outcomes. Direct feedback from participants, both qualitative and quantitative, that goals have been achieved will meet the needs of the participants and demonstrate the value of mentoring. Key aspects include: Outcomes and satisfaction survey Report outcomes & satisfaction Review and implement continuous improvements Models provided by Sage Mentors Inc. for the use by JVS Toronto, All Rights Reserved 4.

5 Part 1: Program Planning Mission: Group mentoring is a unique form of support, where people looking for work (mentees) can connect with a professional working in their field (mentor) over a period of five group meetings. Group mentoring provides job seekers with a quick and effective way to enhance their networks and makes excellent use of our volunteer mentor resources. Expected Outcomes: Mentees will be better informed and equipped to obtain suitable employment in or related to their fields of expertise. They will obtain the sector-specific information and knowledge necessary to assist them in establishing their careers in Canada. Through exposure to their mentor s personal and professional experiences, mentees will gain valuable information on how to pursue their goal of being employed in an appropriate field. The mentees will gain the confidence and motivation required to actively pursue their employment goals. Mentees will begin to build and maintain their network within the group and across other similar groups. Through an informal support and networking group, mentees will be encouraged to explore various avenues that may facilitate their gainful employment. Specific Objectives: Through group mentoring, mentees can: Learn about Canadian workplace culture and industry trends Identify educational and technical skills required to meet market demands Receive guidance through the licensing and accreditation process Acquire support through the job search process Establish professional networks Improve professional terminology Build confidence in a new culture Models provided by Sage Mentors Inc. for the use by JVS Toronto, All Rights Reserved 5.

6 Benefits of the Mentoring Initiative Mentee Benefits Benefits for Mentors Increased self-knowledge and awareness Obtain strategic tools for ongoing career development and success Enhance communication skills Develop professional etiquette Identify talents needed in the Canadian workplace Build their network for work and career success Become employed in their field of expertise Increased self-knowledge and self awareness Optimize coaching and mentoring skills Build leadership excellence Dialogue with and learn from the experiences of internationally trained people Share knowledge and wisdom and explore new ideas and perspectives Learn about and contribute to the community Models provided by Sage Mentors Inc. for the use by JVS Toronto, All Rights Reserved 6.

7 Roles and Responsibilities Mentor Role and Responsibility Listen: Be a sounding board. Listen actively, patiently and empathetically. Confidential: Hold confidential all information and private details of your group. Build trust: Trust is the cornerstone of a mentoring relationship. Only in an atmosphere of trust will mentees communicate their true goals, fears and ideas. Share experiences, both positive and negative: Mentees learn as much from your difficulties and setbacks, as from your successes. Give constructive feedback: Share your observations, not what you thought of it. Offer perspective and challenge mentees to make decisions: This is not the same as telling a mentee what to do. While a mentor may wish to protect a mentee from making critical errors, mentors still want mentees to grow into independent problem-solvers. Effective mentors ask questions that lead their mentee to make workable decisions. Facilitate: Encourage everyone to surface their issues, concerns and questions, share their experiences what has worked and what has not worked. People who participate in a group mentoring process indicate they get as much value from their fellow participants as they do from the mentor. Encourage participation: Assure all members of the group are engaging and benefiting from the experience. Mentee Role and Responsibility Professional conduct: Treat all members of the group with respect. Confidential: Hold confidential all information and private details of your group. Please do not release the names of other mentees/mentors or personal information without their explicit consent. Take the mentoring relationship seriously: Take the time to learn the hidden rules of the workplace. In mentoring there is freedom and opportunity to explore how things work and why they work the way they do. Take advantage of the opportunity. Keep to the agreed meeting schedule Follow the established team norms or rules of engagement Encourage yourself and others to contribute: Contribute to the group by asking questions, gaining clarity of the issues, providing input. Do not expect your mentor to get a job for you : Mentors provide you with insight, background, resources, tips and techniques to assist you with being successful in attaining and integrating into a new job, not find a job for you. Be open: Learn from the issues and concerns of group members. Share your experiences successes, challenges, difficulties, and failures. Access resources: Identify where additional resources are needed. Models provided by Sage Mentors Inc. for the use by JVS Toronto, All Rights Reserved 7.

8 Roles and Responsibilities Mentoring Coordinator Role Conduct Mentee Intake process Organize and prepare mentee packages Facilitate Orientation sessions for mentees Conduct mentor intake process Organize and prepare mentor packages Facilitate Orientation sessions for mentors Prepare for and launch group mentoring program Provide follow-up support to mentees and mentors Prepare updates and reports as required Provide ongoing coaching as needed Immigrant Network/Community Organization Role Provide links to job search and other resources Referrals to other suitable programs Support to coordinator Models provided by Sage Mentors Inc. for the use by JVS Toronto, All Rights Reserved 8.

9 Mentoring Program Model PROGRAM GOALS Mentors Enroll Mentees Enroll Mentors/mentees matched Mentor and mentees Orientation Mentoring agreement established Mentor s follow-up & evaluations 5 - meetings Agreements conclude & Evaluation Mentee s follow-up Models provided by Sage Mentors Inc. for the use by JVS Toronto, All Rights Reserved 9.

10 Part I - Program Planning Section Details Objective: To ensure objectives and expectations are clear for the participants Major Component Activities Content Vision and Expected Outcomes Define vision Assure linkages with the organization s mission and organizational objectives Assure program is linked to funding applications and delivery requirements Mentoring program brochures and fliers identify the vision and goals of the program Mentoring program is linked to the organizational strategy Set Program Objectives Goals are communicated in all recruiting, intake and orientation processes Evaluation materials are prepared to capture results and feedback Program Benefits & Risks Inform participants of benefits and their obligations Roles & Responsibilities Identify the roles, responsibilities and clarify time-lines and expectations for all participants Promote Program Participation Appreciation Processes Provide information on the program for mentors, mentees Inform participants of how to get involved, what is required, and what will occur Create information sessions and kits, folders, posters Provide a process for mentees to acknowledge the efforts of the mentors Share appreciation ideas Mentoring Program Brochures and Flyers Models provided by Sage Mentors Inc. for the use by JVS Toronto, All Rights Reserved 10.

11 Part 2 - Mentee Intake Process Section Details Check-list Objective: to assure mentees are identified, selected and complete all preliminary processes prior to being matched and placed in a mentoring group Major Component Activities Content Procedure: Source clients: Identify, Recruit & Intake Mentees Carefully select mentees who are ready to pursue an active job search Conduct Mentee Interview Match mentors & mentees Use criteria to select and match mentors and select mentee groups Referral from employment agencies and other sources (mentee Information Form 1.1) Phone inquiry Newcomer pograms Conduct Mentee Interview (45 min) Complete required forms Mentee goals are the reference for matching Match the skills of the mentor with the learning needs of the mentees Provide information on logistics and start dates Mentee Information Form 1.1: mentee completes form and send to the coordinator Coordinator arranges for one-on-one interview; request the following documents: SIN PR Card Resume Original educational credentials English translation of credentials Canadian evaluation of credentials (if applicable) Forms: Mentee Application Form -1.2 Interview Questions Form 1.3 Individual Consent Disclosure Form 1.4 Media Release Form 1.5 Website Release Form 1.6 Professional Norms For Group Mentoring 1.9 Models provided by Sage Mentors Inc. for the use by JVS Toronto, All Rights Reserved 11.

12 Part 2 Mentor Intake Process Section Details Check-list Objective: to assure mentors are identified, selected and complete all preliminary processes prior to being matched with a mentoring group Major Component Activities Content Identify, Recruit & Intake Mentors Carefully select mentors who have the skills and knowledge needed by mentees Conduct Mentor Interview Source mentors: Referral from community partners Referral from other mentors/former participants in programs Conduct Mentor Interview (10-15 min) Complete required forms Inform the mentor of the learning needs and backgrounds of the mentees Procedure: Complete Mentor Application Form 2.1 Request recent Resume Coordinator arranges for one-on-one interview; requests references if necessary (in cases where mentor not known to organization) Conducts reference checks if necessary (in cases where mentor not known to organization) Provide welcome letter Send Group Mentoring Mentor Resource Kit Match mentors & mentees Use criteria to select and match mentors and select mentee groups Mentee goals are the reference for matching Match the skills of the mentor with the learning needs of the mentees Provide information on logistics and start dates Models provided by Sage Mentors Inc. for the use by JVS Toronto, All Rights Reserved 12.

13 Part 3 Mentee Orientation, Support, Monitoring Section Details Check-list Objective: orient mentees to their role to enhance effectiveness, identify and reduce risk Major Component Orient & Prepare Mentees Activities Orientation Session Process (see next pages for facilitator notes): Mentee registration Warm-up Introduction to program Review Mentee Package Review the Group Mentoring Mentee Resource Kit Goal Setting Activity (Group Mentoring Mentee Resource Kit page 30) Mentee Excites and Concerns (flip chart-will be typed and given to all mentors) WorkingInCanada Assignment (Introduced in session, presented to and/or completed with Mentors (WorkingInCanada Flyer) Q & A Launch announcement Preparation: Content Invite all mentees from all sectors to attend 2-3 hour orientation session with Mentoring Coach Book a room Prepare refreshments according to budget (coffee, cookies) Prepare Mentee Packages: Group Mentoring Mentee Resource Kit WorkingInCanada Flyer Business Card Folder Other Program Flyers Mentee Orientation Evaluation Form 1.7 Provide Follow-up & On-Going Support Monitor for progress against program goals Create group follow-up tracking sheet Monitor to keep the relationships on-track: send follow-up s to mentees phone at program end phone every 3-months from end date after program end Models provided by Sage Mentors Inc. for the use by JVS Toronto, All Rights Reserved 13.

14 Part 3 Mentor Orientation, Support, Monitoring Section Details Check-list Objective: orient mentors to their role to enhance effectiveness, identify and reduce risk Major Component Orient & Prepare Mentors Teach mentors about setting expectations, effective group mentoring technique Provide Follow-up & On-Going Support Give mentors the opportunity to network and build leadership skills Activities Orientation Session Process (see next pages for facilitator notes): Mentor registration (if in a group) Warm-up (if in a group) Introduction to program Review Mentor Package Review the Mentee Excites and Concerns (from mentee orientation session) Review the Group Mentoring Mentor Resource Kit Introduce and review the mentee assignment: WorkingInCanada Assignment (Introduced in session, presented to and/or completed with Mentors (WorkingInCanada Flyer) Q & A Launch announcement Monitor to keep the relationships on-track Respond to mentees questions/inquiries via e- mail or phone Refer mentees to other interventions Share job postings and job fair information with mentors Distribute community information to mentees Preparation: Content Coordinator inquires regarding mentor s availability Arrange for a group or one-on-one orientation session Inform the mentors of the date and time of the session Prepare Mentor Packages: Group Mentoring Mentor Resource Kit WorkingInCanada Flyer Business Card Folder Other Program Flyers Mentor Training Workshop Evaluation Form 2.4 Book a room Prepare refreshments according to budget (coffee, cookies) Models provided by Sage Mentors Inc. for the use by JVS Toronto, All Rights Reserved 14.

15 Part 3 Mentor Group Launch Event and Follow-up Section Details Check-list Objective: Mentees and Mentor meet to launch their relationship Major Component Matched Mentor and Mentee Group Launch The group establishes relationships and set expectations Activities Launch Session Process (see next pages for facilitator notes): Greet and Welcome mentors, mentees, guests Introduce mentors Announce mentoring groups Direct mentoring groups to different rooms to discuss the meeting schedule and sign the mentoring agreements Collect and make 2 copies of meeting schedules and mentoring agreements Return one set of copies to the mentors from each group and the originals back to the mentees Wish them luck Wrap-up Content Preparation Prior to Launch: Send reminder to mentors and mentees Arrange for location Arrange the room Arrange for refreshments Print Mentoring Agreements 16, Mentoring Meeting schedule 15 and Mentor/Mentee up-date registration forms (mentees frequently change their names and addresses) Prepare Nametags Prepare the Agenda the Agenda to mentors/mentees/guests Follow-up Support Monitor to keep the relationships on-track Respond to mentors questions/inquiries via or phone Share job postings and job fair information with mentors Discuss mentees improvements with mentors Determine if efforts are delivering results Models provided by Sage Mentors Inc. for the use by JVS Toronto, All Rights Reserved 15.

16 Step 4: Evaluation, Reporting and Adjustment Section Details Objective: to assure clear links of mentoring to learning goals Major Component Activities Content Mentee Outcomes & Satisfaction Survey Use tools to gather feedback on the impact of the program Mentor Outcomes & Satisfaction Survey Use tools to gather feedback on the impact of the program Report Outcomes & Satisfaction Identify metrics of completion of the program, goals completed and skills achieved the Mentee Program Completion Evaluation Form 1.8 at the end of the 5 th mentoring meeting Send mentor evaluation form Mentor Session Evaluation Form 2.5 to all mentors after each mentoring meeting Send mentors the Mentor Program Completion Evaluation Form 2.6 at the end of the group meetings Reports: Report monthly updates Send mentor evaluation form to all mentors after each mentoring meeting Send mentors the mentor program completion evaluation form at the end of the group meetings- end of 4 months Mentee Program Completion Evaluation Form 1.8 Mentor Session Evaluation Form 2.5 Mentor Program Completion Evaluation Form 2.6 Review & Implement Continuous Improvements Identify factors contributing to success, continuously improve processes Recommend continuous improvements to increase impact Adjust the program Models provided by Sage Mentors Inc. for the use by JVS Toronto, All Rights Reserved 16.

17 Helping People Succeed TYPICAL GROUP MENTORING CYCLE Ongoing Marketing/Outreach Set program objectives and process Marketing/ Outreach Recruitment & Intake Matching Orientation/ Introduction / Launch Mentoring Evaluations & Review 1 week 4 weeks 3 weeks 1 week 1 week 10 weeks 1 week NOTE: These timelines are only estimates and can vary depending on a number of factors such as the number of mentoring groups, level of interest, availability of mentors and mentees, and experience of coordinator. Summer and December are known to be slow periods for recruitment of mentors and mentees and for mentoring. 17.

18 FORMS Helping People Succeed CHECKLIST Forms No. Name 1.1 Mentee Information Form 1.2 Mentoring Program Mentee Application Form Part A 1.2 Mentoring Program Mentee Application Form Parts B and C 1.3 Mentee Interview Questions 1.4 Individual s Consent to Disclosure and/or Use of Personal Information 1.5 Media Release Form To Be Completed By Client Coordinator Client Coordinator Participating Mentee Participating Mentee and Mentor 1.6 Website Release Participating Mentee and Mentor When Required This is a pre-screening form that can be circulated and left in strategic places for potential clients to complete and return to the coordinator. This form does not have to be completed in cases where the coordinator meets with the client in person. In such cases, once the coordinator determines that the client meets the basic eligibility requirements, the application form 1.2 is completed. For all clients being considered for the program For all clients being considered for the program For all clients being interviewed for the program To be signed by all registered participants in cases where personal information obtained will be required to be shared with a funder or other partnering agencies or organizations and/or used for marketing purposes To be signed only by those participants who consent to being filmed, photographed, etc. as indicated on the form To be signed only by those participants who consent to being pictured and named on a website. This is usually for promotional/marketing purposes 18.

19 Forms No. Name 1.7 Mentee Orientation Evaluation 1.8 Mentee Mentoring Program Completion Evaluation 1.9 Professional Norms for Group Mentoring 2.1 Mentor Application Form 2.2 Mentor Interview Questions 2.3 Mentor Reference Check Questionnaire 2.4 Mentor Training Workshop 2.5 Mentoring Program Session Evaluation Questions for Mentors 2.6 Mentor Mentoring Program Completion Evaluation 2.7 Partnership Agreement To Be Completed By Participating Mentee Participating Mentee Not a form to be completed Potential mentor Coordinator Coordinator Participating Mentor Participating Mentor Participating Mentor Participating mentees and mentor one for each mentee When Required To be completed by all participants at the end of the orientation session that is held prior to the start of the mentoring sessions To be completed by all participants at the end of the last (fifth) mentoring session To be given to all participants after they have been accepted into the program To be completed by any volunteer who would like to be considered to be a mentor For all mentors being interviewed for the program When checking mentor reference To be completed by all mentors at the end of the orientation session that is held prior to the start of the mentoring sessions One form to be completed by mentor at the end of each mentoring session. At the end of the program, each mentor should have completed five forms. To be completed by all mentors at the end of the last (fifth) mentoring session To be completed during mentor s first meeting with mentees 19.

20 Form 1.1 MENTEE INFORMATION FORM Name: Date: Home Phone #: Other Phone #: Address: Gender: Female Male Date of Arrival in Canada: Country of Origin: Languages Spoken: Level of English (CLB Equivalent): 6 or below or above Education: (e.g. High School or College Graduate, Bachelor s or Master s Degree, PhD, Certificates, Training, etc): Have you had your credentials assessed in Canada? Yes No If yes, where? Are you currently working? Yes No If yes, how many hours/week? Have you previously worked in your field in Canada? Yes No Past Work Experience: Have you completed a Job Preparation Program? If so, please indicate the agency 20.

21 Form 1.2 MENTORING PROGRAM MENTEE APPLICATION FORM Part A to be completed by Coordinator Date Applicant Name: Gender: Male Female Immigrant Category: Independent Family Class Intent to Land Convention Refugee Government Assisted Refugee Length of time in Canada: Level of English (CLB equivalent): Employment Preparation Course(s): Understanding of program requirements: Fair Good Excellent Level of proficiency using online & based applications: Additional Comments: 21.

22 Form 1.2 Part B: Mentee Application Form - To be completed by applicant APPLICANT INFORMATION First Name: Last Name: Address: Telephone: (Home) (Cell) Fax: Age group: Country of Origin: Languages spoken: Professional work experience (Please describe): Number of years of professional work experience: Other related work experience: 22.

23 Form 1.2 Education: Other (training, certificates, etc.) Are you currently working: (If yes, give details, including current position, number of hours worked per week, etc.) Volunteer experience (Please describe): Please check areas in which you are seeking further assistance: Understanding the Canadian workplace culture Identifying skills required to meet market demands Undertaking the licensing and accreditation process Improving professional terminology Mastering self-marketing techniques and confidence building Selecting technical skills upgrading programs and resources Locating publications and workshops on recent developments in their field Gathering information on local industries and potential employers Establishing professional networks Identifying and seizing employment or job training placement opportunities Participating in ongoing evaluation contributing to model development 23.

24 Form 1.2 Part C: Profile - To be completed by applicant 1) Why do you want to join the Mentoring Program? What are your expectations from this program? 2) Please describe your interests / background / special skills that is not already listed 3) Cross-cultural Experience Have you lived/worked in another culture than the one you grew up with? Please enclose your current resume with the application 24.

25 Form 1.3 MENTEE INTERVIEW QUESTIONS (Approx. Interview Length: 20 Minutes in Person) Mentee s Name: Date: Sector: 1. Tell me about your last professional work experience. 2. Describe a time when you had to overcome a significant obstacle/difficulty or problem in your life/career. 3. What do you hope to gain by becoming a mentee in this program? What experience do you bring from other cultures? 4. Have you set learning goals for yourself in the past? Did you achieve your goals? 5. What steps have you taken to overcome language barriers? What ways are you learning about the Canadian culture? 25.

26 Form To date, what have you done regarding your job search? Mentee Need of Assistance: Understanding the Canadian workplace culture Identifying skills required to meet market demands Guiding through the licensing and accreditation process Improving professional terminology Mastering self-marketing techniques and confidence building Selecting technical skills upgrading programs and resources Locating publications and workshops on recent developments in their field Gathering information on local industries and potential employers Establishing professional networks Identifying and seizing employment or job training placement opportunities Participating in ongoing evaluation 26.

27 Form 1.4 INDIVIDUAL S CONSENT TO DISCLOSURE AND/OR USE OF PERSONAL INFORMATION Protected When Completed I, Print Your Name DO HEREBY CONSENT TO THE DISCLOSURE AND/OR USE OF THE FOLLOWING ELEMENTS OF MY PERSONAL INFORMATION, SPECIFICALLY: All relevant information and documentation in my Mentoring Program File such as resumes, cover letter, etc. SOLELY FOR THE PURPOSE OF: Determination of my continuing eligibility to participate in the program Promotion and marketing to employers (Sending resumes to employers for potential employment and work experience opportunities) Consultation with other relevant staff to ensure service quality Provision of program outcomes to the funder, where applicable FOR WHICH PURPOSE MY PERSONAL INFORMATION MAY BE REQUIRED BY AND MAY BE DISCLOSED TO: Staff of (name of organization) Employers The funder Signature: Date: NOTE: THE OWNER OF THE PERSONAL INFORMATION SPECIFIED ABOVE HAS THE RIGHT TO EXAMINE AND TO REQUEST CORRECTION OF THE RECORDS WHERE HELD BY A CANADIAN GOVERNMENT INSTITUTION. 27.

28 Form 1.5 MEDIA RELEASE FORM I,, (Name of participant) hereby consent to being filmed audiotaped interviewed videotaped photographed story provided by (name of organization), and employees, agents, or servants of the organization on, at. (Date) (Location) and grant permission for (organization s name) and to use this for program promotions. Name: Home Telephone Number: Address: (Signature of Participant) (Date) 28.

29 Form 1.6 WEB SITE RELEASE I,, (Name of Participant) hereby consent to being pictured and named on the (name of organization) web site Name: Home Telephone Number: Address: (Signature of Participant) (Date) 29.

30 Form 1.7 MENTEE ORIENTATION EVALUATION Training Date: M/D/Y Facilitator(s): 1. How satisfied were you with the training? Please circle your opinion: Very satisfied Satisfied Dissatisfied Very Dissatisfied 2. What did you like about this training? (Please Describe) 3. What do you think could be changed to improve the training? 4. Surprises did you learn anything unexpected? 5. Rate the facilitator s overall presentation -- please circle your opinion: Excellent Very Good Good Fair Poor 6. Was the facilitator approachable for questions and guidance? Yes No Comments: 7. Other Comments: Your name (Optional) 30.

31 Form 1.8 MENTEE MENTORING PROGRAM COMPLETION EVALUATION PLEASE RATE THE FOLLOWING CATEGORIES BY CHECKING APPROPRIATELY 1 = Poor 2 = Fair 3 = Satisfactory 4 = Good 5 = Excellent Date of Program Completion: 1. Did the Mentoring Program meet your expectations? Was the duration of the Mentoring Program enough time to successfully benefit from your relationship with your mentor? Did the Mentee Resource Kit and support received in the training session help you build your mentoring relationship? Were you satisfied with the support provided by your coordinator? Are you currently working? Yes No If yes, is it in or related to your field? Job Title: Date Started: Full-Time/Part-Time: 6. Do you have any suggestions on how the Mentoring Program can be improved? 7. Would you recommend this program to others? Yes No Please explain: *** IF YOU NEED FURTHER JOB SEARCHING ASSISTANCE, PLEASE FEEL FREE TO CONTACT THE COORDINATOR WHO WILL BE ABLE TO REFER YOU TO THE RIGHT PERSON WHO WILL BE ABLE TO HELP! 31.

32 Form 1.9 PROFESSIONAL NORMS FOR GROUP MENTORING Please maintain confidentiality by not discussing private details of your mentorship with anyone outside your mentorship relationship Do not release your mentors /mentees name, or any other personal information without his/her explicit consent. Consent forms are available from (organization name and contact information) upon request. The Group Mentoring Program is not a forum for mentors or mentees to sell services or products. Such activities are a conflict of interest and not allowed in the group mentoring program Keep your relationship professional. Do not discuss personal information with your mentor/mentees unless he/she agrees. Use proper discretion. If it wouldn t be appropriate to say to a work colleague, then it s probably not appropriate for group mentoring Any comments of a hateful, racist or sexual nature are prohibited 32.

33 Form 2.1 MENTOR APPLICATION FORM Date: MENTOR INFORMATION First Name: Last Name: Profession: Specialization: Job Title: Division: Work Address: Postal Code: Business Telephone: EDUCATION: Credentials / Degree(s): Professional Affiliations: Other: (Training Certificates, etc): EMPLOYMENT: How long have you been working in your profession in Canada? Please describe your professional work experience (Please attach a recent resume if available): 33.

34 Form 2.1 INTERESTS / BACKGROUND: List any special skills, hobbies or interests you have: Languages Spoken: Cross-cultural experience: (lived/worked in another language and/or culture than the one you grew up with): Why do you want to volunteer as a mentor? MENTORING ASSISTANCE Please check areas in which you can or would like to assist a newcomer: Understanding the Canadian workplace culture Identifying skills required to meet market demands Guiding through the licensing and accreditation process Improving professional terminology Mastering self-marketing techniques and confidence building Selecting technical skills upgrading programs and resources Locating publications and workshops on recent developments in their field Gathering information on local industries and potential employers Establishing professional network Identifying and seizing employment or job training placement opportunities Participate in ongoing evaluation contributing to model development 34.

35 Form 2.2 Mentor s Name: Date: Mentor Interview Questions (Approx. Interview Length: 20 Minutes by Telephone) 1. Tell me about your last professional work experience. 2. Describe a time when you had to overcome a significant obstacle/difficulty or problem in your life/career. 3. What in your background leads you to your interest in becoming a mentor? What experience do you bring from other cultures? 4. Have you set learning goals for yourself in the past? Did you achieve your goals? 5. Describe a mentoring relationship you had with someone in either your personal or professional life. What role did they play and how did they impact you? 35.

36 Form Describe the process and responsibility you took/are taking toward your education and professional development. What have you done to support the learning and development of others describe what you do, when and how? 7. Two Personal References (please be aware that we will be contacting references during business hours; therefore, we will require telephone number for their place of business): Name: Relationship: Telephone Number: Mentor Offering of Assistance: Understanding the Canadian workplace culture Identifying skills required to meet market demands Guiding through the licensing and accreditation process Improving professional terminology Mastering self-marketing techniques and confidence building Selecting technical skills upgrading programs and resources Locating publications and workshops on recent developments in their field Gathering information on local industries and potential employers Establishing professional networks Identifying and seizing employment or job training placement opportunities Participating in ongoing evaluation 36.

37 Form 2.3 MENTOR REFERENCE QUESTIONNAIRE Name of Mentor: Name of Reference: Title: Company: Phone Number: Date: Reference Check by: Title of Contact: Notes: 1. How long have you know and in what capacity? 2. Can you think of three attributes or qualities that possesses that would make him/her a great candidate for a mentoring role? 3. Describe how handles challenges or setbacks in their career or community life? Can you give an example? 37.

38 Form How well do you think can address the issues of a newcomer professional to Canada? Can you give some examples of their understanding of the immigrant experience? 5. Would you recommend to be a mentor? Why or why not? Notes: 1. Introduce yourself and briefly explain the IMN and that has applied to be a mentor. 2. Ask if they have a few minutes to answer some questions. 3. Thank them for their time at the end of the interview. 38.

39 Form 2.4 MENTOR TRAINING WORKSHOP Record your agreement or disagreement with the following statements on a 1 to 5 scale (5= Strongly Agree 4=Agree 3=No opinion 2=Disagree 1=Strongly Disagree) 1. I found the workshop well organized 2. I found the workshop informative 3. I gained useful skills from the workshop 4. The written material is informative 5. The facilitator(s) were: (a) Well prepared (b) Worked well 6. My overall impression of the workshop is 7. The part(s) of the workshop I liked best were.. 8. The part(s) of the workshop I liked least were 9. One of the most important things I learned from this workshop was 10. Suggestions. Thank you for your cooperation. Name: (Optional) Date: Facilitator: 39.

40 Form 2.5 MENTORING PROGRAM SESSION EVALUATION QUESTIONS FOR MENTORS MENTOR: DATE: 1. Did you have full attendance at the last group mentoring session? (Please choose) a) Yes b) No If no, which Mentee (s) was missing? c) Reason for their absence 2. To your knowledge, have any mentees found employment in their field or began a co-op or training program? If so, who? 3. Do your mentees participate actively in the group sessions? (Please choose) a) Always b) Occasionally c) Never 4. Have your mentees been completing assigned tasks/research, etc. between sessions? (Please choose) a) All mentees b) The majority of mentees c) A few mentees Comments: 5. Do you have any issues or concerns about any of your mentees re: their ability to complete a successful job search? (Please explain) 6. How satisfied are you with this experience? a) Very satisfied b) Somewhat satisfied c) Not satisfied 7. What supports, if any, would assist you in your role as mentor? 40.

41 Form 2.6 MENTOR MENTORING PROGRAM COMPLETION EVALUATION Please rate the following categories by checking appropriately 1 = Poor 2 = Fair 3 = Satisfactory 4 = Good 5 = Excellent Date of Program Completion: 1. Did the Mentoring program meet your expectations? Was the duration of the Mentoring Program enough time to successfully complete your relationship with your mentees? Did the Mentor Resource Kit and support received in the training session help you build your mentoring relationship? Were you satisfied with the support provided by your coordinator? Do you feel the program matched you with appropriate mentees? In this program the coordinator and organization tried to stay in touch with each of you by asking you to complete mentor evaluation after each session. Do you feel this method is useful? Yes No 7. What additional resources might you find useful to have during these meetings? 8. Do you have any suggestions on how the Mentoring Program can be improved? 9. Would you participate again in a future Mentoring Program? Yes No Please explain: 10. Would you recommend becoming a mentor to your colleagues? Yes No Please explain: 41.

42 Form 2.7 GROUP MENTORING PARTNERSHIP AGREEMENT Mentor Name: Mentee Name: To be completed by mentee: My learning goals are: My primary expectations for my mentor are: To be completed by Mentor: My primary expectations for my mentee are: Correspondence Frequency of correspondence between meetings: Correspondence between Sessions will take place by: Phone both Contact Information: Phone: Boundaries (if any) for communication: I agree to conduct any research or follow -up as requested through our meetings. Mentor Signature: Mentee Signature: 42.

43 MENTOR and MENTEE ORIENTIATION & DEVELOPMENT FACILITATOR GUIDE Guiding Principles on module design for all trainer/facilitators Principle 1: All people are natural learners Principle 2: The mentor s primary responsibility is to help another person learn from experience Principle 3: All of the content provided here is designed to develop the skills of the mentor by: i. Drawing out the natural skills of the mentor ii. Adding depth to those skills, and iii. Building confidence in using those skills Principle 4: All the facilitation processes are intended to draw upon the experiences of the participants Principle 5: All content and facilitation processes can be adapted to meet the learning needs of learners; only Module 8: Working with a Mentor has been created specifically for mentees Principle 6: Facilitation modules are designed for 20-minute learning sessions; facilitator notes are written in one-page format for ease of use. Trainer/facilitator competencies needed Understand and use non-verbal behaviour: to know how the group is responding to the learning process, content, and building a relationship with the participants Listen: able to listen for thoughts and feelings of others and use that information to support the learning process Summarize and create links between experiences, information and learning: such that participants more easily grasp the learning Question effectively: know how to ask questions skillfully to assure understanding Are able to draw upon their experiences as a mentor: to bring the learning process to life. 43.

44 Module Structure Facilitators may structure the orientation and development processes of mentors and mentees to suit the learning needs, environment, and styles of the participants. Modules are bite-sized, 20-minute units. The materials are brought to life with the background and personal experiences of the participants and facilitator. Mentor and mentee development and preparation for mentoring are facilitated learning processes where the participants are encouraged to share their experiences and enter into dialogue to discover. Sample Mentor Orientation Sessions Module 1: Overview Module 2: Introductions Module 3: Excites and Concerns Module 4: Cycle of the Mentoring Relationship Module 5: Roles, Responsibilities Module 6: Background Preparation for the Mentoring Action Plan and Agreement Module 7: Coaching Technique for Managing Conflict Sample Mentee Orientation Sessions Module 1: Overview Module 2: Introductions Module 3: Excites and Concerns Module 4: Cycle of the Mentoring Relationship Module 5: Roles, Responsibilities Module 6: Background Preparation for the Mentoring Action Plan and Agreement Module 8: Working with a Mentor 44.

45 Time Module 1: Overview Notes 20 min Activities: 1) Introductions 2) Review agenda 3) Review mentoring program requirements 4) Introduce tools: Group Mentoring Mentor Resource Kit/Group Mentoring Mentee Resource Kit Do a warm-up that is fun and very quick (5-min max) to engage people in learning for the session Welcome Comments: - Being a mentor is an important and rewarding role in building the skills and capabilities of the internationally trained professionals to secure employment in Canada and help them get their careers off to a good start Key message: As mentors, you are teaching, coaching and developing the skills of internationally trained professionals to secure employment Purpose: To ensure objectives and expectations are clear for all participants To accommodate different learning styles open with what will be covered today Why, How and What Be clear on start time and end time, and time for breaks Over Head/Hand Out (OH) agenda (trainers and facilitators create their own agenda) Today we are introducing you to how the program works and will provide you with ways to begin your relationship Do a quick overview of the agenda and materials Let me go over how it is organized so that you are comfortable working with it over the course of your Mentoring relationship The Group Mentoring Mentor Resource Kit and Group Mentoring Mentee Resource Kit are tools to help you with your mentoring relationship how to get started, build a relationship the 5-meetings, build trust, explore problems, coaching and feedback techniques, and how to bring the relationship to an end. Describe the sections and contents: Remind all participants that the Resource Kits contain more information than will be covered in the learning session and may be used without taking a course State Mentoring Program Requirements: Length of relationship Reporting requirements Time and location of meetings Other resources 45.

46 Time Module 2: Introductions Notes 20 min Introduce the Activity: The exercise is provided to assist members of the group to begin to establish a relationship with each other and to begin to identify the qualities of an effective mentor and the qualities of an effective mentee Purpose: To begin the process of recognizing mentors are all around us and play important roles in our life Activity: Use the Worksheet: Getting to Know Each Other (page 23) In small groups, have each individual present their background using the following questions as a guideline (instruct participants to appoint a timer, and allow 5 minutes per person) 1) What are some of the highlights of my personal life that would be useful to share, as it is part of who I am? 2) What are some of the highlights from my work and education history that would be useful to share as these set the foundation for the work I do? 3) What are some of the highlights of my experiences in the Canadian work environment that would be useful to explore in preparation for mentoring internationally educated professionals (for example: understanding the nuances of the hiring process; how to promote ideas to team-mates; how to be an effective member of a team; understanding the workplace culture) 4) How have mentors/guides or role models made a difference to me in my career in the past? 5) What are some of the hopes I have for this mentoring program? Begins to identify the qualities of an effective mentor and the qualities of an effective mentee Worksheet: Getting to Know Each Other Over Head (OH): Getting to Know Each Other Debrief: Ask for highlights of what people found out about themselves and create a link to the role of the people who helped them these people would be called mentors today Ask for a volunteer from each working team to identify the common themes of the qualities of mentors these will be consistent with those illustrated Being a Mentor (page 7) and Mentors and Mentees Roles and Responsibilities (found on page 24) Ask what made them effective as a protégé/mentee in the experience what to look for: seeking out help when they needed it; looked for a different point of view; were open to input and feedback; looking to achieve a sense of insight to make a more effective decision 46.

47 Time Module 3: Excites and Concerns Notes 10 min Activity: 1) Excites & concerns identifies participant needs 2) Review mentoring program goals 3) Review Mentor orientation goals Excites and Concerns (this is for workshops only and does not have a corresponding worksheet in the Mentors or Mentees Resource Kit): Organize people into small working groups: 4-5 per group Give them a flip chart page and marker Purpose: 1) Helps identify the learning needs and motivation to participate 2) To note and identify any potential difficulties that can be addressed by the facilitator or program administrators 3) Provides a focus for the learning process and goal clarity Give 3-5 min to complete: - What excites you about being involved in this Mentoring program and what concerns do you have? De-brief with linking the material generated back to the agenda for the day or for further follow-up Mentoring Program Goals: (Review) Through group mentoring, mentees can: Learn about Canadian workplace culture and industry trends Identify educational and technical skills required to meet market demands Receive guidance through the licensing and accreditation process Acquire support through the job search process Establish professional networks Improve professional terminology Build confidence in a new culture OH Program Goals OH Mentor Orientation Goals Material generated is to be captured, typed and shared with mentors as it provided a context or background for building a successful mentoring group Mentor/Mentee Orientation Goals: Mentor s preparation - to know what strengths they are bringing to the relationship and what learning they may gain To set the guidelines for their relationship discuss time, place and style (phone, one-onone, meeting every day, every week) To understand their role as mentor/mentee To know what is expected of them as a mentor/mentee This module works well when it is followed by a brief presentation on how the mentoring relationship evolves (Module 4 Cycle of the Mentoring Relationship) 47.