Program Policies

All inquiries regarding participation in the mentoring program are responded to within one to four business days.

Public relations and customer service must be provided to all potential program participants at all times, from first contact throughout the screening process and beyond, regardless of the final screening outcome. All program staff handling calls from prospective mentors must be patient, courteous, and respectful in all interactions.

Confidentiality for all potential participants will be upheld from this initial point of contact forward.

Mentor Eligibility Requirements:

• 15 to 20 years of work experience

• Agree to 6 months commitment to the program

• Be willing to communicate with the mentee at least on a monthly basis

• Be willing to communicate regularly with the cohort leader and discuss monthly meetings and activity information

Mentee Eligibility Requirements:

• 5-10 years of work experience

• Agree to 6 months commitment to the program

• Commit to spending a minimum of one hour a month

• Be willing to communicate with the mentor weekly

• Be willing to communicate regularly with the cohort leader and discuss monthly meetings and activity information

For mentoring cohorts, our cancellation policy is as follows:

• 6 to 4 weeks before launch: 100% refund

• within 4 to 2 weeks before launch: 50% refund

• 2 weeks before launch: No refund

We can offer a transfer to next cohort if cancelled due to illness or serious issues.

It is our policy that the cohort leaders will follow the guidelines outlined in the matching procedure prior to creating a mentor/mentee match. The cohort leader should use the factors outlined in the matching procedure to determine the suitability of a mentor/mentee match.

The cohort leader will determine the suitability based on the following criteria:

• Strengths of the mentor and needs of the mentee

• Relevant work experience

• Prior knowledge that cohort leaders have

• Geographic proximity

If the mentor is not matched, we refund the mentor their registration fees within 7-10 working days and ask them to join the next cohort.

If the mentee is not matched, we try to find the mentee an external match or a qualified cohort leader who steps in to become a mentor. If none of the scenarios work, we refund the mentee within 7-10 working days.

It is our policy that cohort leaders will make monthly phone or personal contact with all parties to each match including the mentor and mentee. Cohort leaders also host 2 pulse check calls to gather information to assess the success of the match from all party’s perspectives. In the case of match difficulties, discord, or concerns, appropriate discussion, and intervention must be undertaken to improve or rectify problem areas. We have regional leads to step in and manage the problems raised.

It is our policy that all participants including mentors, mentees, and cohort leaders be recognized as important to the success of the mentoring program.

Our recognition methods include:

• Annual Awards Ceremony to celebrate mentors, mentees, cohort leaders, and other volunteers.

• Feature mentors, mentees and cohort leaders in our digital magazine, Thrive On!

• Utilize outstanding mentors to help deliver learning sessions like Mentorlogues and Expert Learnshops

• Certificates issued for mentors, mentees and cohort leaders on completion of each cohort.

It is our policy that each step of the mentoring application and match process be documented in the cohort master excel which includes registrations, profile summaries, pre-matches, and final matches.

All records are to be kept confidential and are to be covered by the conditions outlined in the confidentiality policy. Archival records or those records of past applicants and participants will be maintained and kept confidential for a period of seven years after the close of their participation in the program. After seven years, the records will be shredded and discarded with approval.

The program coordinator must keep stringent records of all program activities, utilizing approved forms. All files should be regularly maintained and updated within an electronic database and/or hard copy filing system.

The creation of new forms or the revision of existing forms must be documented and kept within the policy and procedure manual.

It is our policy to protect the confidentiality of mentors and mentees. With the exception of the limitations listed below, program staff will only share information about mentors, mentees, and cohort leaders with other professional staff and the Board Members. Additionally, mentors are required to keep information about their mentee and his/her family confidential.

Limits of Confidentiality

Information from mentor and mentee records may be shared with individuals or organizations as specified below under the following conditions:

• Information from the social media announcement form that is requested from each mentor and mentee and collects consent.

• Identifying information (including names, photographs, videos, etc.) of program participants may be used in agency publications or promotional materials only upon written consent of the mentor, mentee, and/or parent/guardian.

• At the time a mentor or mentee is considered a match, information is shared between the prospective match parties.

More on GDPR here.

It is our policy that all mentors and mentees must participate in closure procedures when their match ends.

The closure is defined as the ending of a formal match relationship regardless of the circumstances of the match ending or whether they intend to have future contact informally beyond the match duration. While no party is expected to continue the relationship beyond the formal end of a match, matches may continue in the program beyond the contract period and receive ongoing support and supervision.

Thrive with Mentoring will not be responsible for monitoring and supporting the match after the closure.

Mentors, mentees and cohort leaders are expected to fill in the cohort closure survey at the end of the journey.

It is our policy that evaluation will be a key component in measuring the success of its mentoring program and for making continuous improvements in the effectiveness and delivery of mentoring services.

Evaluation data will be collected every six months for mentees, mentors, and cohort leaders in the program.

Program staff will be responsible for evaluation efforts, and will oversee implementation of actual evaluation activities.

At Thrive with Mentoring (TwM), our community's primary focus is on fostering mentorship, personal development, and supporting one another. To maintain the integrity and purpose of our community, members of Thrive with Mentoring are not permitted to advertise external services, products, or organizations within the community without obtaining prior consent from the TwM team.