Group Mentoring Program Administrator Kit

(1)

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)

Group Mentoring

(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

(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.

(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:

Part 2: Mentor and Mentee Intake Processes

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 • Vision and expected outcomes

• Objectives for the program • Determine program benefits • Roles & responsibilities • Mentoring Program Model

• Appreciation processes for the participants

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

(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

(6)

Mentee Benefits

•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

Benefits for Mentors

•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

(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.

•Access resources: Identify where additional resources are needed.

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.

(8)

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

(9)

Mentoring Program Model

PROGRAM GOALS

Mentors Enroll

Mentees Enroll

Mentors/mentees matched

Mentor and mentees Orientation

Mentoring agreement established

5 - meetings

Agreements conclude & Evaluation

Mentor’s follow-up &

evaluations

(10)

Part I - Program Planning

Section Details

Vision and Expected Outcomes

Objective:

To ensure objectives and expectations are clear for the participants

Set Program Objectives

Program Benefits & Risks

Roles & Responsibilities

Promote Program Participation

Appreciation Processes



Define vision



Assure linkages with the organization’s mission and organizational objectives



Assure program is linked to funding applications and delivery requirements



Goals are communicated in all recruiting, intake and orientation processes



Evaluation materials are prepared to capture results and feedback

Major Component

Activities

Content



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



Identify the roles, responsibilities and clarify time-lines and expectations for all participants



Mentoring program brochures and fliers identify the vision and goals of the program



Mentoring program is linked to the organizational strategy



Mentoring Program Brochures and Flyers

(11)

Part 2 - Mentee Intake Process

Section Details Check-list

Identify, Recruit & Intake Mentees

Carefully select mentees who are ready to pursue an active job search

Objective: to assure mentees are identified, selected and complete all preliminary processes prior to being matched and placed in a mentoring group

Conduct Mentee Interview

Source clients:



Referral from employment agencies and other sources (mentee Information Form 1.1)



Phone inquiry



Newcomer pograms



Conduct Mentee Interview (45 min)



Complete required forms

Major Component Activities Content



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

Match mentors & mentees

Use criteria to select and match mentors and select mentee groups

Procedure:



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

(12)

Part 2 –

Mentor Intake Process

Section Details Check-list

Identify, Recruit & Intake Mentors

Carefully select mentors who have the skills and knowledge needed by

mentees

Objective: to assure mentors are identified, selected and complete all preliminary processes prior to being matched with a mentoring group

Conduct Mentor Interview

Source mentors:



Referral from community partners



Referral from other mentors/former participants in programs

Major Component Activities Content

Match mentors & mentees

Use criteria to select and match mentors and select mentee groups

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)



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



Conduct Mentor Interview (10 - 15 min)



Complete required forms



Inform the mentor of the learning needs and backgrounds of the mentees



Provide welcome letter



Send Group Mentoring Mentor Resource Kit

(13)

Part 3 – Mentee Orientation, Support, Monitoring

Section Details Check-list

Orient & Prepare Mentees

Objective: orient mentees to their role to enhance effectiveness, identify and reduce risk

Provide Follow-up & On-Going Support

Monitor for progress against program goals

Major Component

Activities

Content

Preparation:



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 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



Create group follow-up tracking sheet



Monitor to keep the relationships on-track:



send follow-up emails to mentees



phone at program end



phone every 3-months from end date after program end

(14)

Part 3 – Mentor Orientation, Support, Monitoring

Section Details Check-list

Orient & Prepare Mentors

Teach mentors about setting expectations, effective group mentoring

technique

Objective: orient mentors to their role to enhance effectiveness, identify and reduce risk

Provide Follow-up & On-Going Support

Give mentors the opportunity to network and build leadership skills

Major Component

Activities

Content

Preparation:



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)

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

(15)

Part 3 – Mentor Group Launch Event and Follow-up

Section Details Check-list

Matched Mentor and Mentee Group Launch

The group establishes relationships and set expectations

Objective: Mentees and Mentor meet to launch their relationship

Follow-up Support

Major Component

Activities

Content



Monitor to keep the relationships on-track



Respond to mentors questions/inquiries via e-mail or phone



Share job postings and job fair information with mentors



Discuss mentees’ improvements with mentors



Determine if efforts are delivering results

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 email addresses)



Prepare Nametags



Prepare the Agenda



E-mail the Agenda to mentors/mentees/guests

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

(16)

Step 4: Evaluation, Reporting and Adjustment

Section Details

Mentee Outcomes & Satisfaction Survey

Use tools to gather feedback on the impact of the program

Objective:

to assure clear links of mentoring to learning goals

Report Outcomes & Satisfaction

Identify metrics of completion of the program, goals completed and skills

achieved

Review & Implement Continuous Improvements

Identify factors contributing to success, continuously improve processes

Major Component _Activities Content



Recommend continuous improvements to increase impact



Adjust the program

Mentor Outcomes & Satisfaction Survey

Use tools to gather feedback on the impact of the program



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



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



E-mail the Mentee Program Completion Evaluation

Form 1.8 at the end of the 5th_{mentoring meeting}



Mentee Program Completion

Evaluation Form 1.8



Mentor Session Evaluation Form 2.5



Mentor Program Completion Evaluation Form 2.6

(17)

Helping People Succeed

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

.

TYPICAL GROUP MENTORING CYCLE

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

(18)

FORMS

CHECKLIST

Forms

To Be

Completed By

When Required

No.

Name

1.1 Mentee

Information Form

Client

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.

1.2 Mentoring Program

Mentee Application

Form Part A

Coordinator

For all clients being considered

for the program

1.2 Mentoring Program

Mentee Application

Form Parts B and

C

Client

For all clients being considered

for the program

1.3 Mentee Interview

Questions

Coordinator

For all clients being interviewed

for the program

1.4 Individual’s

Consent to

Disclosure and/or

Use of Personal

Information

Participating

Mentee

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

1.5 Media Release

Form

Participating

Mentee and

Mentor

To be signed only by those

participants who consent to

being filmed, photographed, etc.

as indicated on the form

1.6 Website Release

Participating

Mentee and

Mentor

To be signed only by those

participants who consent to

being pictured and named on a

website. This is usually for

promotional/marketing purposes

Helping People Succeed

(19)

Forms

To Be

Completed By

When Required

No.

Name

1.7 Mentee Orientation

Evaluation

Participating

Mentee

To be completed by all

participants at the end of the

orientation session that is held

prior to the start of the mentoring

sessions

1.8 Mentee Mentoring

Program

Completion

Evaluation

Participating

Mentee

To be completed by all

participants at the end of the last

(fifth) mentoring session

1.9 Professional

Norms for Group

Mentoring

Not a form to be

completed

To be given to all participants

after they have been accepted

into the program

2.1 Mentor Application

Form

Potential mentor

To be completed by any

volunteer who would like to be

considered to be a mentor

2.2 Mentor Interview

Questions

Coordinator

For all mentors being

interviewed for the program

2.3 Mentor Reference

Check

Questionnaire

Coordinator

When checking mentor

reference

2.4 Mentor Training

Workshop

Participating

Mentor

To be completed by all mentors

at the end of the orientation

session that is held prior to the

start of the mentoring sessions

2.5 Mentoring Program

Session Evaluation

Questions for

Mentors

Participating

Mentor

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.

2.6 Mentor Mentoring

Program

Completion

Evaluation

Participating

Mentor

To be completed by all mentors

at the end of the last (fifth)

mentoring session

2.7 Partnership

Agreement

Participating

mentees and

mentor – one for

each mentee

To be completed during

mentor’s first meeting with

mentees

(20)

MENTEE INFORMATION FORM

Name:

Date:

Home Phone #:

Other Phone #:

E-mail Address:

Gender:

 Female

 Male

Date of Arrival in Canada:

Country of Origin:

Languages Spoken:

Level of English (CLB Equivalent):  6 or below

 7

 8

 9 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 _________________________________

(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): 5

6

7

8 Employment Preparation Course(s): __________________________________

Understanding of program requirements:

Fair __________________________________

Good _________________________________

Excellent ______________________________

Level of proficiency using online & email based applications: ______________

Additional Comments

:

________________________________________________________________

(22)

Part B: Mentee Application Form - To be completed by applicant

APPLICANT INFORMATION

First Name: ______________________________________________________

Last Name: ______________________________________________________

Address: ________________________________________________________

Telephone: (Home) ______________________________

(Cell) ______________________________

Fax: ________________________________

Email: __________________________________________________________

Age group: 20 – 30

30 – 40

40-50

50+

Country of Origin: ____________________________________

Languages spoken: __________________________________

Professional work experience (Please describe):

Number of years of professional work experience: ________________________

Other related work experience:

________________________________________________________________

(23)

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

(24)

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

(25)

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?

(26)

6. 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

(27)

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.

(28)

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)

(29)

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)

(30)

MENTEE ORIENTATION EVALUATION

Training Date:_______________

Facilitator(s):________________________

M/D/Y

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)____________________________

(31)

MENTEE MENTORING PROGRAM COMPLETION EVALUATION

P

LEASE 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? 1

2

3

4

5 2. Was the duration of the Mentoring Program enough time to successfully benefit

from your relationship with your mentor? 1

2

3

4

5 3. Did the Mentee Resource Kit and support received in the training session help you

build your mentoring relationship?

1

2

3

4

5 4. Were you satisfied with the support provided by your coordinator?

1

2

3

4

5 5. 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:

__________________________________________________________________

*******

I

F 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

!

(32)

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

(33)

MENTOR APPLICATION FORM

Date:

M

E

N

T

O

R

I

N

F

O

R

M

A

T

I

O

N

First Name:

Last Name:

Profession:

Specialization:

Job Title:

Division:

Work Address:

Postal

Code:

Business

Telephone:

Email:

E

D

U

C

A

T

I

O

N

:

Credentials / Degree(s):

Professional Affiliations:

Other: (Training Certificates, etc):

E

M

P

L

O

Y

M

E

N

T

:

How long have you been working in your profession in Canada?

Please describe your professional work experience (Please attach a recent resume if

available):

(34)

I

N

T

E

R

E

S

T

S

/

B

A

C

K

G

R

O

U

N

D

:

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?

M

E

N

T

O

R

I

N

G

A

S

I

S

T

A

N

C

E

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

(35)

Mentor Interview Questions

(Approx. Interview Length: 20 Minutes by Telephone)

Mentor’s Name:

Date:

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?

(36)

6. 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:

1.

2. 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

(37)

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?

(38)

4. 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.

(39)

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:_______

(40)

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? ________________________________________________________

(41)

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?

1

2

3

4

5 2. Was the duration of the Mentoring Program enough time to successfully complete

your relationship with your mentees?

1

2

3

4

5 3. Did the Mentor Resource Kit and support received in the training session help you

build your mentoring relationship?

1

2

3

4

5 4. Were you satisfied with the support provided by your coordinator?

1

2

3

4

5 5. Do you feel the program matched you with appropriate mentees?

1

2

3

4

5 6. 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:

__________________________________________________________________

(42)

GROUP MENTORING PARTNERSHIP AGREEMENT

Mentor Name: ___________________________________

Mentee Name: ___________________________________

To be completed by mentee:

M y learning goals are:



M y primar y expec tations for m y mentor a re:



To be completed by Mentor:

M y primar y expec tations for m y mentee are:



Correspondence

Freque nc y of correspondence be tween meetings:

Corres pondence betw een Sessions will take place b y:

Email Phone both

Contac t Information: Email:

Phone:

Boundaries (if an y) for c ommunica tion:

I agree to conduct any research or follow -up as reque sted

through our meetings.

Mentor Signature:

Mentee Signature:

(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.