STAMINa MENTORING NETWORKSHOP Sessions 1 and 2 Led

STAMINa MENTORING NETWORKSHOP Sessions 1 and 2 Led by Dr Judie Gannon Email jmgannon@brookes. ac. uk ‘This project was supported by the University of Oxford’s ESRC Impact Acceleration Account. ’

Our intention for today v Introduce you to the project v Principles of Sustainable Mentoring schemes v Understanding the key roles in mentoring schemes v Managing the Data in your Mentoring schemes v Resources for Mentoring schemes v Ask the Panel Plenary session

Project: Sharing Good Practice in Mentoring scheme growth and sustainability Ø Bacchus Mentoring scheme Judie Gannon, ICCa. Ms Ø PESE 2 Sustainable Mentoring schemes Gina Dalton, PL Faculty of Technology, Design and Environment Ø ESRC IAA - Expression of Interest form Ø Radcliffe Department of Medicine, University of Oxford Prof Alison Banham - Professor of Haemato-oncology, Chair of the Radcliffe Department of Medicine staff mentoring scheme committee Ø University of Reading – THRIVE project Tania Lyden – Careers Consultant & THRIVE Mentoring manager, University of Reading Ø Mentor. Net David Garvie – Managing Director/Founder – commercial partner Ø Interest and expertise in mentoring – Michaella Smart, Nicola Lees, Rhianon Washington, Emma Evans, Jo Haddrick

Sharing Good Practice in Mentoring scheme growth and sustainability • • • £ 2492. 00 – meetings to develop the network, support for resource access, and this workshop. Project reference: 1606 -DIAL-210 STAMINa Mentoring website within ICCa. MS (International Centre for Coaching & Mentoring Studies) website Twitter @Mentoring. Network 1, Linked. In and Facebook Aim: ‘to facilitate the sharing of good practice in developing sustainable mentoring schemes across disciplines and contexts’

Principles of Sustainable Mentoring schemes o A clear, achievable purpose o Adequate funding/resourcing o Establishment of quality and legal requirements. o Efficiency o Size and impact in context o Brand reputation o Measurement of performance and continuous improvement.

Development of the Framework Key themes and issues associated mentoring schemes: ü ü ü ü Purpose Forms of Mentoring Marketing of the Mentoring scheme Recruitment and Selection of Mentors and Mentees Matching Administration Monitoring and management Evaluation

Purpose of the Mentoring scheme q Organizational socialization q Employability q Transition between education/career q Leadership q Organizational Focus/Strategy q Equality/Diversity q Retention q Return to work q Supporting social enterprise q Community engagement q Retirement q Improving workplace culture q Readjustment (post institutional)

Forms of Mentoring q 1 to 1 q Face to face q Group mentoring q E-mentoring q Reverse mentoring q Speed mentoring q Hybrid mentoring

Marketing of the Mentoring scheme q Open evening/event q Social media campaign q Word of mouth (through network and previous participants) q Trade Press q Newsletter q Press release q Website information q Career interviews q Annual symposium q Induction

Recruitment and selection of mentors/mentees q Self-referral q Referral q Application form (paper) q Interview q Engagement with related activities q Online promotion and registration q Sourced by networks (coordinator led)

Matching q Speed matching q Mutual agreement of mentors and mentees q Blind matching on both sides q Mentor or mentee preferences and agreement (semi-blind matching) q Software matching q Coordinator matched q Mentoring committee

Administration q Paper based q MS office (Excel) or spreadsheets q Website development and use q Shared drives approach - Googledocs, One. Drive, Dropbox solutions q Use of online mentoring platform q Specifying online mentoring system

Monitoring of Mentoring relationships q Induction/Briefing q Online goal setting q Regular email/calls check-in with mentees/mentors q Support/Supervision groups for mentors q Informal networking/Social events q Awards ceremony q Recognition and announcement communications

Evaluation approaches q Formative evaluation surveys (mentors and mentees) q Before and After evaluation surveys (mentors and mentees) q Summative evaluation surveys (mentors and mentees) q Central HR data (re-grading, promotions, awards) q Organizational metrics (Athena Swan plan) q Staff/participant attitude surveys q Focus groups/Interviews q Retention and Turnover rates q Social Media capture – blogs, vlogs and posts

Purpose of the Mentoring scheme Forms of Mentoring Marketing of the scheme 1 to 1 Open evening/event Framework Organizational Socialization Recruitment & selection of Mentors & Mentees Matching Self- referral Speed Matching Face to face Employability - Social media Referral MS Office (Excel) or spreadsheets Application form (paper) 'Blind' matching on both sides Website development and use Trade press Equality and Diversity Interview Engagement with related activities Mentor/mentee preferences and agreement (semi-blind) Software matching Formative Questionnaire (mentee and mentor) Before and After Evaluation form (mentee and mentor) Online goal setting Regular email/calls check-in with mentors/mentees Summative Questionnaire (mentee and mentor) Central HR data – regrading, promotions, awards Support/ supervision groups for mentors Informal networking/ Social events - midway Organizational metrics - Athena Swan plan Use of mentoring online platform Newsletter Speed mentoring dropbox/ one drive solutions Evaluation methods Briefing Shared documents - Googledocs/ Reverse mentoring Organizational Focus/ Strategy /Business success Induction/ Word of mouth (previous/current mentees/mentors) E-mentoring Monitoring of mentoring relationships Leadership Paper based Mutual agreement of mentors and mentees Group mentoring Transition between education/ career stages Administration Online registration form Coordinator matched Specifying online mentoring system Awards Ceremony to celebrate successes Staff/Participant attitude survey Press release Retention Hybrid mentoring Website Sourced solely by networks/ coordinator Mentoring Committee Recognition and announcements Interviews and Focus groups Careers Interviews Retention and turnover rates Annual Symposium Social Media capture – blogs, vlogs and posts Induction process Return to work Supporting social enterprise Community engagement Retirement Improving workplace culture Readjustment (post institutional)

Shaping cultural change via a departmental mentoring scheme Alison Banham and Michaëlla Smart Mentoring Scheme Chair and Coordinator Radcliffe Department of Medicine STAMINa Thursday 27 th April 2017

Radcliffe Dept of Medicine • Created in 2012 • 600 staff (58% female, 42% male *) • 150 postgraduate students (55% female, 45% male *) * 2014 Athena Swan data

Challenges faced by RDM Churchill Hospital site map • 5 RDM divisions with diverse research interests • Staff spread across multiple buildings on two hospital sites • Challenge to create coherent unified Department

Mentoring in RDM • RDM staff survey in 2012 • Mentoring high on staff priority list • Other Departments’ surveys show similar findings (e. g. Plant Sciences, Computer Science, Oncology) • Coincided with an Athena Swan Initiative • National Institute for Health Research to only fund Medical Schools with a Silver Athena Swan award • Helped justify provision of resources for mentoring • Mentoring believed to be a fast impact initiative in culture change (Source: CIPD) • RDM awarded Athena Swan Silver application in April 2016

RDM Mentoring Scheme Design We researched what was already out there: • OLI guidance for the basic structure of the scheme • Research Development Framework’s PDP tool (available at www. vitae. ac. uk) • Ad Feminam and Springboard provided some tips • Best practice: Mentor. Net, European Mentoring and Coaching Council (EMCC), Coaching and Mentoring Network Then we decided what best suited our department.

Administration of the scheme • Gather data for both mentors and mentees to enable q Better understanding of current staff issues q Enhanced interpersonal skills (positive feedback) q CV enhancement • RDM Mentoring Committee q Membership is for two years (renewable) q Gender balanced q Mix of admin, research & support roles across RDM • As the Coordinator, I play a key role in the scheme

Our preferred approach • Including postgraduate students, admin & support staff: promoting culture change and retention at all levels • Mentees and mentors can ask to join at anytime • 1 -to-1 mentoring • Personal and family-friendly matters are included, not only professional development • Mentees asked to rank a set of mentors’ biographies before being matched by the Committee

The practicalities • Mentor training sessions offered at launch • Virtual resource library available for scheme members to consult and expand • Online registration and exit forms (mentor and mentee) • Matches reviewed by the Committee every 2 months (flexibility offered) • Mentors’ biographies updated annually • Relationship status checked annually

Mentoring Scheme

Purpose: industry/organisation Diversity /Equality | Retention of experienced women in the industry beyond their 30 s Men 12% Creative Skillset Census (2009): 5600 people lost their jobs in TV since the start of the recession. Women 88%

Purpose: participants 380 Applicants Transition | Employability | Leadership | Return to work

Mentoring 1 -2 -1 6 x 6 hrs Peer to peer Mandie Fletcher Director Knowledge sharing Self

Marketing Open Evenings WFTV newsletter Social Media Word of mouth Website

Recruitment 20 women per year Application form | Interview Co-ordinator + ex-mentors/mentees

Matching: co-ordinator

Admin Shared schedule Form surveys Shared media Private group Events Training

Monitoring • Mentee induction day • Online goals setting – beginning and midway • Group midterm review • Debrief day • Mentor induction session • Email check in at halftime and on demand • Mid-term mentor mixer

Evaluation Final online evaluation Social media/trade press monitoring

Framework activity In pairs or threes use the framework to identify where your mentoring scheme (planned or existing) might fit within the framework - What do you want to know about in relation to other schemes with similar features? - What other options (identified in the framework) might work for your scheme? - What options are missing?