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Can Mentees have more than one Primary Mentor?

Yes, mentees can have multiple primary mentors if needed. However, assigning just one or two is usually enough to provide effective guidance. It’s important to make sure the primary mentor is someone who can fully commit to the goals and purpose of your program.

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Deactivate a User

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Deactivating a Mentor or Mentee stops all user activity in MentorPRO without deleting any past activity. To deactivate a user:

  1. Log in to MentorPRO and find the name of the Mentor or Mentee you wish to deactivate.
  2. Deactivate the user by toggling the button under the “Status” column. This change will take effect immediately; users will be logged out of MentorPRO and won’t be able to see and interact in the app.
  3. Once a user is deactivated, their profile will still appear throughout the app with a “Deactivated” label. Mentors and Mentees who have interacted with this profile will be able to view past conversations and activities, but further interaction will be disabled.

To reactivate a user, simply toggle the button again.

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Edit Mentor or Mentee Information

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  1. Log into MentorPRO and go to the “Mentee” tab.
  2. Find the mentor’s or mentee’s profile and click the three dots in the Action column. Then, select “Edit.”
  3. Update their name, email, phone number, and other basic information as needed. Click “Update” to save the changes.
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How can I delete a user?

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You can permanently remove Mentors and/or Mentees.

To remove a user, you need to use a Super Admin or Parent account created for your program. This Super Admin or Parent account has similar privileges to your Program Manager account. The difference is that this account is one level above in the hierarchy of accounts and has permission to edit goals, filters, export raw data, and permanently remove users. We do not recommend using the Parent Account to communicate with Mentees and Mentors – use your PM account instead.
 
To remove a user:
  1. Log in following this link and using the parent account.
  2. Organization tab > Navigate to the Mentors or Mentees tab.
  3. Search for the user you wish to remove, and click the three dots under the Action Column. Next, select “Delete” from the options.
  4. A confirmation question will be prompted. Select YES.

Upon removing a user, all associated data will be permanently deleted. We recommend scheduling a data export before undertaking this action. If you need assistance, please reach out to Megyn Jasman (Megyn.Jasman001@umb.edu)

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How can I identify the Active Mentors and Mentees?

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An Active Mentor or an Active Mentee is a user who has logged in to MentorPRO at least once. To easily identify those users:

  1. Log in to your MentorPRO account and navigate to the “Mentor” or “Mentee” tabs.
  2. Here, you can filter users based on their assigned identifiers. or you can sort the list by First Name, Last Name, or Last Activity Date.

Utilize these buttons to identify users who haven’t been active in over 15 days and proactively reach out to them. Enhance engagement and boost the number of active users!

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How can Mentors and Mentees access MentorPRO?

MentorPRO is available for Mentors and Mentees in two different options. Users log in using their phone number.

1. Web version of MentorPRO

2. App version of MentorPRO

 

Share the links with your users and find more materials available, like QR codes and posters, under the “Resources” tab.

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How do I add a new Mentee?

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  1. Go to the “Mentee” tab and click the ADD button in the upper right corner of your screen.
  2. Add the new Mentee’s full name, phone number, ID (which can be the phone number), and email.
  3. Then, click ADD. The new user will get an email to welcome them to MentorPRO and instructions on how to download the app.
  4. Now that the account has been created, it’s time to assign them to a program. In the Mentees tab, click on Unassigned Mentees at the top of your screen. A list of all new unassigned Mentees will appear.
  5. Click the name of the new Mentee to open their profile and scroll down to the “Assigned Programs” section.
  6. Then, click ASSIGN to select an Organization, a Program, and the Mentor(s) from the list. Click ADD. You can also add identifiers (filters) if available. Note: If your program is using Flash Mentoring, assigning a Mentor is not necessary.
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How do I add a new Mentor?

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  1. Go to the “Mentors” tab and click the ADD button in the upper right corner of your screen.
  2. Add the new Mentor’s full name, phone number, ID (which can be the phone number), and email. If additional optional information is accessible, include it; otherwise, the Mentor can revisit and update it as needed.
  3. Then, click ADD. The new user will get an email to welcome them to MentorPRO and instructions on how to download the app.
  4. Now that the account has been created, it’s time to assign them to a program. In the Mentors tab, click on Unassigned Mentors at the top of your screen. A list of all new unassigned Mentors will appear.
  5. Click the name of the new Mentor to open their profile and scroll down to the “Assigned Programs” section.
  6. Then, click ASSIGN to select an Organization, a Program, and a Program Manager from the list.
  7. Click ADD. Mentors can be assigned to more than one program. You can also add identifiers (filters) if available.
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How do I add a new Program Manager or Success Coordinator?

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  1. Log in to MentorPRO using your Parent or Child Account. If you don’t remember your account’s email address, check the “Start Day – Users Access Details” document in My Program.
  2. Select the Organization you’re working on and go to the “Program Managers” or “Success Coordinator” tab. Then, click the ADD button in the upper right corner of your screen.
  3. Add the new user’s full name, phone number, ID (which can be the phone number), and email. Then, click ADD. The new user will get an email to welcome them to MentorPRO and prompt them to set a password.
  4. Now that the account has been created, it’s time to assign them to a program. In the Program Managers or Success Coordinator tab, click on Unassigned PM at the top of your screen. A list of all new unassigned users will appear.
  5. Click the name of the new user to open their profile. Then, assign an Organization and a Program from the list. Click ADD.
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How do I assign a Mentor to a Mentee?

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  1. Go to the “Mentees” tab and click the name of the Mentee to open their profile.
  2. Scroll down to the “Assigned Programs” section.
  3. Click ASSIGN to select an Organization, a Program, and the new Mentor(s) from the list. Click ADD.
  4. To remove the old Mentor, navigate to the “Assigned Programs” section once more, and under the Action column, click the X mark.
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How do I assign a Primary Mentor?

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  1. Go to the “Mentees” tab and click the name of the Mentee to open their profile.
  2. Scroll to the “Assigned Programs” section to see the list of mentors.
  3. Locate the primary mentor’s name and toggle the button in the “Primary Mentor” column.

 

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How do I change a Primary Mentor?

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  1. Go to the “Mentees” tab and click the name of the Mentee to open their profile.
  2. Scroll to the “Assigned Programs” section to see the list of mentors.
  3. Untoggle the current primary mentor, then select the new primary mentor and toggle the button in the “Primary Mentor” column.

 

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How do I unassign a Mentor?

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  1. Go to the “Mentees” tab and click the name of the Mentee to open their profile.
  2. Scroll down to the “Assigned Programs” section.
  3. To remove a Mentor, click the X mark under the Action column.
  4. To assign a new Mentor, click ASSIGN to select an Organization, a Program, and the new Mentor(s) from the list. Click ADD.
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How do my mentees and mentors download the MentorPRO app?

All Mentors and Mentees have access to the app version of MentorPRO. You download QR codes located under the My Program section or share the following links:

Apple  Android

Program Staff can access MentorPRO using the desktop version. See the “Log in to MentorPRO section” for more details.

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I am a Program Staff member. How do I log in?

All mentoring program staff can access MentorPRO by using the email address associated with their account. Program Staff have access to a detailed website with program data, which is only available via the web, not the app.

Access My MentorPRO Dashboard

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Key Terms

  • Child Organization: a subsidiary of a parent organization. Some organizations have only one child organization, while others have multiple.
  • Mentee: the reason why your mentoring program exists. They set up goals and the rest of the organization works to help them succeed.
  • Mentor: matched with mentees, they offer personalized support, referrals, advice, and responsibility tailored to each mentee’s goals, as well as the broader program goals.
  • MentorPRO: a tool that connects your mentees directly with their mentors to get the information they need to succeed, while you can track the metrics of your mentoring program.
  • MentorPRO app: The application version designed for Mentors and Mentees, where users log in with their phone numbers.
  • MentorPRO web: The web version is accessible to all users. Program Staff use their email address for access, while Mentors and Mentees log in with their phone numbers.
  • Parent Organization: the principal entity responsible for the program. It oversees the program’s smooth operation and is in charge of all aspects of the program.
  • Program Manager (PM): oversee all operations of the mentoring program. They are focused on program design, implementing program initiatives, delegating tasks to staff members, and monitoring all moving aspects.
  • Program Staff: All individuals involved in the development of the mentoring program including Parent Organization, Child Organization, Program Managers, and Success Coordinators.
  • Success Coordinator (SC): closest to mentors, directly supervising all mentor-related activity. They are tasked with monitoring mentors and mentor-mentee matches to establish and maintain match success.
  • Success Meeting: A comprehensive, 30-minute complimentary session led by the MentorPRO team, where we present your results, celebrate successes, and develop strategies to overcome challenges.
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What features are available to each type of user?

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What is a Primary Mentor?

A primary mentor is the main contact person for a mentee, offering guidance, support, and advice throughout the mentoring relationship. They help the mentee achieve their goals and overcome challenges. Mentees may have multiple mentors, but having at least one primary mentor increases the chances of regular engagement. When viewing the list of mentors, the primary mentor will appear first.

Announcements

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How do I create a new Announcement?

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  1. Click the “Announcement” tab and click ADD.
  2. Complete the following fields:
    • Title: Name of your event.
    • Description: add links, images, bullet points, and formatting.
    • Short preview: summarize in less than 200 characters.
    • Featured Image: use an invitation or relevant image.
    • Target Audience: select mentors, mentees, and identifiers (filters) if available. Make it as personalized as you want.
    • Notification: Consider a push notification for better promotion.
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Pinned Announcement

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When boosting an announcement, consider using the pin feature. This places the announcement at the top, making it easily noticeable. To pin, click the three dots at the bottom right of the announcement and choose “Pin.”

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What is an Announcement?

This section is part of the Resource Hub, dedicated to sharing university or organization-related news. Encourage your Mentees to stay informed about exciting updates from your mentoring program and MentorPRO!

Sending at least once announcement per week helps keep Mentors and Mentees active.

Assessments and Surveys

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How do I create a Survey?

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  1. Log in using your Program Manager account.
  2. Click the “Survey” tab and click the “+” button located at the bottom.
  3. Provide a Title and Description before adding questions. Questions can be duplicated, deleted, or marked as required.
  4. Click “Save” to finish the survey.

Go back to the main survey page, a link next to the survey title will be created. Share this link via direct message, group chat, or broadcast message.

Note: 

  • Surveys can be taken by Mentors or Mentees.
  • Download your results by clicking the export icon.
  • For further discussion, please contact our research expert at support@mentorpro.com.
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How do I create an Assessment?

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  1. Log in using the Parent Organization account.
  2. Choose the Organization and Program.
  3. Go to the “Assessments” tab in the top menu and click ADD.
  4. Provide a Title for the assessment and add your questions and answers. Click NEXT.
  5. Select Mentees from the list and click ASSIGN. Your Mentees will then receive a prompt to complete the assessment the next time they open the app before continuing to use the app.

Note: 

  • Assessments are exclusive to Mentees.
  • Download your results by clicking the export icon.
  • There are no open-ended questions available.
  • For further discussion, please contact our research expert at support@mentorpro.com.
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What are Assessments and Surveys?

Effective mentoring programs require consistent data and assessment. At MentorPRO, we prioritize data-driven insights to help you achieve your program goals. Our platform offers the flexibility to create assessments and surveys and access a library of resources, ensuring thorough program evaluation. Contact us to explore these features further.

Periodically, mentees using the app will be prompted to answer tailored questions selected by program leads. Both, the survey and assessment functionalities empower program leaders to comprehend shifts in mentee behaviors, perceptions, and attitudes. It provides a dynamic way to monitor progress and well-being throughout their MentorPRO journey.

 

Assessments are automatically assigned to the home screen of the Mentees. The next time they open the app, they must complete the assessment to continue using MentorPRO. Only multiple-choice questions are available. Please keep the assessments short to ensure 100% completion.

Surveys are an excellent way to collect more comprehensive information using a variety of question types. Both Mentors and Mentees can complete surveys and respond to multiple-choice, short-answer, paragraph, dropdown, and linear scale questions.

Chat and Messages

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How do I create a group chat?

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As a Program Manager, you can communicate through group chats. Remember that group chats are always created and monitored by either a Program Manager or a Mentor, never by a Mentee.

To create a group chat:

  1. Access your Program Manager account and navigate to the “Connect” tab.
  2. Select the option “Group Message” from the top menu and click the “+” button.
  3. Add a Group Name and a group picture, then, click “Create”.
  4. Add the users.

You can always add more users by going to the Group Details.

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How do I start a 1:1 chat?

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With your Program Manager account, you can easily engage in direct conversations with both Mentors and Mentees. 

To start an individual chat:

  1. Access your Program Manager account and navigate to the “Connect” tab.
  2. Select the option “Direct Message” from the top menu and click the “+” button.
  3. Search for the user’s name and click on their name.

Enjoy the flexibility to share images, videos, documents, and express yourself with emojis! Connecting and communicating with your mentoring community has never been more seamless.

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What is the Chat functionality?

In MentorPRO, our chat functionality plays a crucial role in fostering effective communication between mentors and mentees. It serves as a dynamic platform where Mentors and Mentees can engage in real-time conversations, addressing queries, sharing insights, and building meaningful connections. We understand the significance of clear and prompt communication in the mentoring relationship, and our chat features are designed to enhance this aspect of mentorship. Whether through individual chats for personalized discussions, group chats for collaborative interactions, or broadcast messages for broader communication, MentorPRO empowers users to stay connected and informed, ultimately contributing to a more supportive and engaging mentoring experience. Effective communication is key to successful mentorship, and our chat functionality is tailored to facilitate just that.

Check-In

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How do I view Check-In Reports?

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  1. Log in to your MentorPRO account and navigate to the “Reports” tab. Check-in Reports include a detailed list of mentees, their mentors, domain, check-in score, and check-in date.
  2. Refine your search using the filters: Organization, Program, Mentor, Date range, Domain, and Identifiers.

 

A check-in ranked at 4 or 5 indicates that a Mentee is encountering challenges in a particular domain. We suggest filtering Mentees with elevated check-in scores and utilizing the Connect tab to contact their respective Mentors. Request these Mentors to provide additional resources and support to the mentees facing challenges.

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How frequently can my Mentees check-in?

Mentees have the option to check in once per day, and it’s recommended that they do so at least once per week. In the event of a week passing without a check-in, a notification will be sent. The next time they log in to MentorPRO, the check-in functionality will be prompted, inviting them to reflect on how they’re doing.

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What is the Check-In functionality?

The check-in function allows your mentees to reflect on different aspects of their academic and personal life. What’s nice is that MentorPRO saves the responses so that everyone can track their progress over time.

During check-in, your mentees will see a list of academic and personal domains. They’ll use a slider to indicate how well each domain is going for them at this moment on a scale from 1 to 5 (1= going well, 5 = Very Challenging). This information is also shared with their mentor so they can tailor support.

 

Students check in in seven categories:

  1. Academics
  2. Career
  3. Connections
  4. Finances
  5. Health
  6. Planning
  7. Well-being

Data security and Privacy FAQ

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Does the vendor allow modifications to the EULA (End User License Agreement)?

MentorPRO has a well developed and clear EULA that specifies the product, service and delivery details. The EULA should be considered AS=IS and representative of the MentorPRO solution offering.

Of course anything is possible but this will require customization because currently, all users agree to the EULA within the app, so any changes to the EULA will affect every user or will require a custom version of the app.

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How do I export my program’s data?

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Access your data anytime! As advocates of evidence-based practices, MentorPRO is dedicated to delivering comprehensive data and insights into mentoring program metrics and Mentor/Mentee interactions. In addition to our regular Customer Success Meetings, this functionality ensures you stay informed about the ongoing dynamics of your program.

  1. Log in to MentorPRO using your Parent account. If you’ve forgotten your credentials, locate them in the Client Portal under the My Program > Start Day section or contact us for support.
  2. Navigate to Organizations and find the tab labeled “Data Export” at the top. Here, you’ll discover all your scheduled exports.
  3. To initiate a new export, click on Schedule, then choose the type of data report you wish to export. Fill in the required fields, including your email address in the “CC” box (make sure to press enter to save your email address).
  4. Click Schedule, and you’re done! On the scheduled day, you’ll receive an email with a link to download the data. Keep in mind that the link expires after seven days.

Notes:
• The exported data provides raw information for your later analysis of program achievements.
• Each domain you wish to export needs to be scheduled separately. To export Mentee, Mentor, and Meeting data, you will need to schedule 3 exports.
• Data exports should be scheduled at least one day in advance, before 00:00 hrs ET.
• Need assistance scheduling data exports? Feel free to contact us at support@mentorpro.com.

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How often has MentorPRO been used so far?

MentorPRO has been used by over 15,000 students at several universities since 2021. In addition to higher education, MentorPRO has also been used by the Council for Opportunities in Education and by non-profits such as StepUp, Big Brothers Big Sisters, Friends of the Children, etc.

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Is data exchanged between client and MentorPRO?

Yes.

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Is MentorPRO downloadable to a client smartphone or is it used at the vendor’s website?

MentorPRO is available in multiple ways, depending on your role.

– If you are a mentor or a mentee, then you will use MentorPRO on your smart phone as an app client (iOS and Android.) All of the app functionality is also available via the web.

– If you are a program administrator, then you will use the MentorPRO dashboard on the web. Program administrators track platform adoption and usage and interactions.

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Will MentorPRO store any PII (Personal ID Information) or any PHI (Patient Health Information)

MentorPRO will store basic mentor and mentee data wuch as email, cellphone, communications (between Mentor/Mentee), schedules, and interaction history are saved.

No sensitive information such as biometrics are saved.

Data are isolated and protected. All data transmission and data storage complies with GDPR. Data are encrypted in transit and at rest.

Events

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How do I add a new Event?

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  1. Log in using any Program Staff account, go to the “Events” tab in the left menu, and click ADD.
  2. Fill in the Title, Start and End date, location, category, and description. We recommend including an image to make it more appealing for Mentors and Mentees to attend. Finally, click ADD.
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How do I delete an Event?

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Yes, you can delete an event by clicking the three dots located in the Action column. Then, click Delete.

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What is an event?

An event is a great way to keep your program active. In MentorPRO, you can announce upcoming events offered by your organization. To find these events, mentees can go to the “Events” icon at the bottom of the screen. There, they’ll see a list of upcoming events, complete with the day, time, and location.

Mentees can also make searching for events easier by using the search bar. They can filter results by using the button next to the search bar. If they find an event they like, they can mark it as a favorite and revisit it later. Plus, both mentees and mentors receive a reminder before the event happens.

Flagged Mentor

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What is the flagged Mentor functionality?

The Flagged Mentor functionality in MentorPRO allows Mentees to notify program staff of any issues or concerns with their assigned Mentors. If a Mentee requires assistance or encounters an issue with their Mentor, they can use the top-right icon in the chat to flag their Mentor. This action triggers several notifications:

  • An immediate email notification is sent to the Program Manager of the organization.
  • The Mentor receives a device notification.
  • The names of flagged Mentors are visible under the ‘Flagged Mentor’ tab on the left menu of the screen.

Flagging a Mentor temporarily prevents the Mentor from reaching the Mentee, ensuring that program staff is promptly informed and can address any issues or concerns.

Goals

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How can a Mentor see a Mentee’s goals?

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Mentors have the option to access a Mentee’s profile and navigate to the “Goals” section located in the top menu of the screen. Within this section, Mentors can view the goals that the Mentee is currently working on, as well as any goals that have already been completed.

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How can Mentees add their own goals?

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Mentees can add their own goals by clicking “Add Custom Goal” at the bottom left of their screen in the Goals section. 

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How many goals can a Mentee set?

Mentees can set up to five goals.

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What are goals?

In the MentorPRO platform, goals are defined as precise and measurable objectives that Mentees strive to accomplish during their mentoring program. These objectives, initiated by Mentees, serve as a roadmap for Mentors to steer the mentoring relationship, offering a distinct path for personal and professional development. Goals are categorized into seven key areas:

  1. Academics
  2. Career
  3. Connections
  4. Finances
  5. Health
  6. Planning
  7. Well-being
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Who can set goals?

Mentees can set goals within the MentorPRO platform. This allows them to define specific, measurable objectives tailored to their personal and professional development. The goal-setting feature empowers Mentees to take an active role in shaping their mentoring experience and working towards meaningful outcomes.

Meetings

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How do I join a meeting?

On a computer:

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After scheduling a meeting, a reminder will be sent 15 minutes before the scheduled time. To join, navigate to the “Meetings” tab and click on the camera icon. A new window will open, asking for permission to use your camera and microphone. Accept both, and you’re all set to join the meeting!

On a phone:

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After scheduling a meeting, a reminder will be sent 15 minutes before the scheduled time. To join, navigate to the “Connect” tab, then click on the “Meetings” tab. Tap on the meeting you wish to join, then click on “Join Meeting”. A popup will open, asking for permission to use your camera and microphone. Accept both, and you’re all set to join the meeting!

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How do I schedule a meeting?

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  1. Log in using your Program Manager Account and navigate to the “Meetings” tab in the left menu.
  2. Click on “Schedule” and choose the Start and End Date, the Program, and the User you’re meeting with. PMs and Mentors can choose the location and add any previous instructions.
  3. Then, click “Schedule”.
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I can’t see or hear anything during a meeting. What do I do?

To allow access to your camera and microphone in a browser, you’ll need to adjust the site settings. Here’s how you can do it for the most common browsers:

Google Chrome

  1. Open the site you want to allow access to.
  2. Click the settings icon  to the left of the URL in the address bar.
  3. In the dropdown, select Site settings.
  4. Find Camera and Microphone settings, and change them to Allow.
  5. You may need to refresh the page for the changes to take effect.

Microsoft Edge

  1. Go to the website you want to allow camera/microphone access.
  2. Click the lock icon 🔒 next to the website URL.
  3. Select Permissions for this site.
  4. Under Camera and Microphone, set them to Allow.
  5. Refresh the page to apply the changes.

Safari (macOS)

  1. Open the website.
  2. Click Safari in the top menu and select Settings for This Website.
  3. In the dropdown next to Camera and Microphone, choose Allow.
  4. Refresh the page if necessary.

On iPhone (iOS)

  1. Open the Settings App on your iPhone.
  2. Search or scroll down to find the app you want to adjust (MentorPRO).
  3. Tap on the app.
  4. You will see options like Camera and Microphone.
  5. Toggle the switches next to Camera and Microphone to green (enabled).

Alternatively, you can manage permissions more generally:

  • Go to Settings > Privacy & Security.
  • Select Camera or Microphone.
  • Find the app and toggle the access on or off.

On Android

  1. Open the Settings App on your Android device.
  2. Scroll down and tap on Apps or App Management.
  3. Find and tap on the app you want to adjust.
  4. Tap Permissions.
  5. Look for Camera and Microphone.
  6. Set them to Allow or Ask every time, depending on your preference.

Alternatively, for a more general approach:

  • Go to Settings > Privacy > Permission Manager (or Settings > Apps & notifications > App Permissions on some versions).
  • Tap Camera or Microphone.
  • Select the app and allow access.
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What are Meetings?

In MentorPRO, Meetings refer to scheduled sessions or gatherings facilitated within the platform to foster communication and collaboration between Mentors and Mentees. These sessions provide a dedicated space for participants to discuss goals, share insights, and seek guidance. Meetings serve as a structured way for Mentors and Mentees to connect, exchange valuable information, and track progress. Meetings can be performed between:

  • Program Managers and Mentors
  • Program Managers and Mentees
  • Mentors and Mentees

Reports and Data

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Does MentorPRO provide templates to visualize my raw exported data?

Yes! We’re delighted to assist you in analyzing your data and pinpointing key metrics vital to your program’s success.

In your Customer Success Meetings, we’ll showcase your program’s results. Schedule a session or request a template by emailing Megyn Jasman (Megyn.Jasman001@umb.edu).

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How do I export my program’s data?

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Access your data anytime! As advocates of evidence-based practices, MentorPRO is dedicated to delivering comprehensive data and insights into mentoring program metrics and Mentor/Mentee interactions. In addition to our regular Customer Success Meetings, this functionality ensures you stay informed about the ongoing dynamics of your program.

  1. Log in to MentorPRO using your Parent account. If you’ve forgotten your credentials, locate them in the Client Portal under the My Program > Start Day section or contact us for support.
  2. Navigate to Organizations and find the tab labeled “Data Export” at the top. Here, you’ll discover all your scheduled exports.
  3. To initiate a new export, click on Schedule, then choose the type of data report you wish to export. Fill in the required fields, including your email address in the “CC” box (make sure to press enter to save your email address).
  4. Click Schedule, and you’re done! On the scheduled day, you’ll receive an email with a link to download the data. Keep in mind that the link expires after seven days.

Notes:
• The exported data provides raw information for your later analysis of program achievements.
• Each domain you wish to export needs to be scheduled separately. To export Mentee, Mentor, and Meeting data, you will need to schedule 3 exports.
• Data exports should be scheduled at least one day in advance, before 00:00 hrs ET.
• Need assistance scheduling data exports? Feel free to contact us at support@mentorpro.com.

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How do I view Check-In Reports?

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  1. Log in to your MentorPRO account and navigate to the “Reports” tab. Check-in Reports include a detailed list of mentees, their mentors, domain, check-in score, and check-in date.
  2. Refine your search using the filters: Organization, Program, Mentor, Date range, Domain, and Identifiers.

 

A check-in ranked at 4 or 5 indicates that a Mentee is encountering challenges in a particular domain. We suggest filtering Mentees with elevated check-in scores and utilizing the Connect tab to contact their respective Mentors. Request these Mentors to provide additional resources and support to the mentees facing challenges.

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What is the Reports tab?

Discover a fresh perspective for visualizing your program’s information! This section is designed to facilitate informed decision-making and elevate the support you provide to your mentees. Expect continuous growth in the Reports tab with additional data in the upcoming months.

Resource Hub

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How do I add a new Resource/Article?

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  1. Log in using your Program Manager account and navigate to the “Resource Hub” tab. Then, click on “ADD”.
  2. Add the necessary information:
    • Title: Enter the question or sentence related to the information you’re providing.
    • Filters: Select the options that best fit the resource.
    • Tags: Choose the labels that will be associated with this Resource. You can select more than one.
  3. After adding the new Article, proceed to add responses. Click on the article again to open and edit it.
  4. Under “Tasks,” provide a brief description or simply add “Resource 1” in the “New task Title” bar.
  5. A new section will appear to the right of your screen where you can input your text. You can include fonts, bullet points, and links to make it more interactive. Then, click “SAVE”.
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How do I hide an Article?

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  1. To hide an article, navigate to the “Resource Hub” tab and identify the Article you’d like to hide. 
  2. Deactivate the button located in the status column.
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What is a Resource/Article?

We refer to questions within the Resource Hub as “Resources” or “Articles.” You have the flexibility to add an unlimited number of articles at any stage of your program journey.

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What is the Resource Hub?

The Resource Hub is a library containing program-specific and general resources such as questions, articles, templates, contact information, and other relevant content. Think of the Resource Hub as the Frequently Asked Questions section of your program. When using MentorPRO, Mentors, and Mentees can easily access the Resource Hub by typing directly into the search bar at the top or clicking on any of the categories listed underneath the search bar to find solutions to their questions. We recommend that Mentees use the Resource Hub to access the information needed to achieve their goals.

Tasks

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How can Mentees complete Tasks?

  1. Mentees receive a notification about a new task with subtasks.
  2. Open the task to view the list of subtasks.
  3. Click on each subtask to read the description and deadline. Comments can also be added.
  4. After completing a subtask, mark it as done. The Mentor will receive a notification.
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How can Mentors create a Task for Mentees?

  1. Mentors tap the “Tasks” button at the bottom of the screen.
  2. Click the “+” button, add a Mentee and Task title, then tap Create.
  3. Next, click “Add Subtask” to create supportive subtasks for the main objective.
  4. Add a subtask, deadline, and description. Mentors can add as many tasks as needed.

 

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What are Tasks?

Mentors can now make customized plans to assist Mentees in reaching their goals. With the updated Task tab, Mentors can create a main task and include subtasks with deadlines and reminders.

For instance, if a Mentee’s goal is to “Find a job,” Mentors can list it as a main Task and break it down into subtasks such as “create a resume,” “explore 3 industries of interest,” “attend a company info session,” and so on. Mentees receive a notification when a task is created, and a reminder before the deadline. Mentors get a notification when the subtask is marked as completed.

How to Mentor More People — and Not Get Burned Out

By Kavitha Ranganathan and Michael Englesbe, Harvard Business Review

Advancing in a career can come with a variety of benefits — the more expert one becomes, the more one is sought out for guidance and perspective. Invitations to give talks, serve in leadership roles, and weigh in on big decisions begin to accumulate. And before long, others come to you with requests for mentorship as they embark on their own journeys.

Over time, however, the barrage of requests for mentorship from junior members of the team can become distracting, tedious, and a source of burnout, particularly when such interactions go unrecognized by your organization. This is a phenomenon particularly familiar to those in demographics underrepresented in the higher tiers of a profession.

Managing mentorship and preventing burnout requires specific tactics for success. In this article, we present five solutions based on years of experience mentoring undergraduates, graduate students, post-graduate trainees, and young faculty that have culminated in the creation of team-based mentorship programs in our fields. These five strategies will help you actively manage mentorships more efficiently and sustainably throughout your career.

1. Divide your mentees into teams.

When mentoring numerous individuals at once, it is easy to feel compelled to take complete responsibility for each mentee. However, the cumulative burden can become overwhelming. This challenge can be overcome by organizing mentees into subgroups consisting of three to four mentees with varying degrees of experience and led by the mentee with the greatest expertise within the team.

Creating mentee teams enables them to operate semi-autonomously. For example, teams can meet on their own on a scheduled basis. More senior or experienced members of the team can help mentor less-experienced members. Senior members benefit from this structure by learning how to properly mentor early on in their careers, while less-experienced members benefit from having a “go to” person they can easily access.

Although you are still responsible for mentoring each individual long-term, creating subgroups allows you to mentor more efficiently by creating a team-based support structure for everyone, delegating day-to-day career development questions to each sub-group leader, and protecting time to foster higher-level discussions with individual mentees when needed.

We have found that mentees prefer these team-based mentorship models because it increases their access to a larger pool of advisors and supports learning more effectively while still giving them the confidence that they are under the watchful eye of an expert. It also allows you to identify members of your team well suited to become future managers and leaders.

2. Set expectations with mentees early.

Working with a great mentee is rewarding for everyone. Conversely, a mentee who does not follow through on expectations or whose vision does not align with yours exacerbates mentor fatigue. The lack of objective guidelines on when to end a mentor-mentee relationship adds to the challenge.

One way to standardize this process is to create a mentorship contract for each mentee outlining your expectations. Communicating expectations clearly from the beginning can prevent onboarding of uncommitted mentees. Examples of expectations include timing of response to emails, frequency of meetings, and specific areas that are “off limits” for discussion. Another approach to standardizing your hiring and firing practices is to give mentees a set number of opportunities to demonstrate their commitment based on the established expectations. The number of opportunities granted is determined by you, which offers flexibility in your approach to everyone.

For example, if you are committed to supporting women or people of color, you might allocate more “mentee missed opportunities” before ending the mentorship relationship. Separately, for someone less promising, you might provide fewer opportunities. A failure to execute the set number of opportunities gives you data that can support your decision to cut ties with a mentee. This approach requires investment up front to administer tasks that give the mentee the opportunity to prove themselves — or not. Preserve yourself for those who follow through on these tasks, and end the relationship with those who do not.

3. Use technology to your advantage.

For mentors who receive a high volume of mentorship requests, technology can be used to promote efficiency during introductory meetings. Having a fixed time and web-based signup for meetings during office hours every month will reduce the burden of scheduling, and multiple mentees can meet with you at the same time. Such group meetings also allow mentees to learn from each other and help them make additional networking relationships.

You can also use technology to your advantage by recording videos of your answers to frequently asked questions. Sending these videos out prior to office hours increases the depth of conversations and serves as an initial test of commitment. Posting this content on your website or social media expands your reach.

4. Brand your efforts.

While many agree that developing the next generation of talent is invaluable, most institutions do not formally recognize the time and energy invested in mentorship in the form of financial incentives or promotions. One way to overcome this is to brand your efforts strategically so that it aligns with key institutional priorities.

In our experience, passionate mentees are the best form of local and even national reputation building. Branding your efforts by highlighting your mentees online using social media is one approach; this can also serve as an indirect but effective tool for recruitment of additional talent. Showcasing the successes of your mentees within your organization can amplify your team’s ideas and status. Establishing your reputation as someone capable of building a pipeline of excellence is priceless.

5. Hold organizations accountable.

A true commitment to diversity, equity, and inclusion comes from investment in grass roots initiatives focused on mentorship. As such, organizations must provide dedicated time and funding for meaningful mentorship.

To promote equal access to opportunity and investment in such obligations, institutions must recruit a diverse body of mentors and avoid preferentially assigning unpaid tasks to underrepresented, early- or mid-career managers (or, in the case of academic institutions, faculty). Next, institutions must formulate objective metrics for evaluating mentorship. Finally, it is important for them to dedicate financial resources to support and develop good mentors. Online educational modules and ill-defined team-building activities will never generate the return on investment that proper mentorship can.

By the end of our careers, we realize that our legacy is firmly rooted in the relationships we have nurtured and the careers we have cultivated. But in order to achieve those end-of-career goals, we must enhance the current state of mentorship to make it more palatable, efficient, and practical for both mentors and mentees alike.

To access the post about this discussion, please click here.