Candidates
This is a database of all Candidates in the system. On this page, you can find and view all available information about every Candidate and edit most of that information.
In particular, you can view the following information associated with Candidate’s participation in the Mentorship system:
- Mentee’s Status – Waiting for Mentor/Matched/Mentorship is Finished
Please note that only Candidates with the Mentee’s Status set to “Waiting for Mentor” will be available for matching in the Matching Form. You can edit the Mentee’s Status field and set it to “Waiting for Mentor” (by selecting this option from the dropdown field) if you intend to assign a mentor to a specific mentee. But you cannot change this field value to “Matched” or “Mentorship is Finished.” The Mentee’s Status is set to “Matched” automatically once you assign a mentor to this mentee in the Matching form. The Mentee’s Status is set to “Mentorship is Finished” automatically once you switch the actual mentorship relationship to finished on the mentorship entry edit page.
- Date of Mentorship Request
This is an optional field. You can edit it. Also, it can be populated automatically once you assign a mentor to a mentee in the mentorship form and enter its value there.
- Assigned Mentor
The name of the Assigned Mentor. You cannot edit this field. This field is populated automatically, once you assign a mentor to a mentee in the Matching form. Also, this field is cleaned up automatically once the mentorship is finished on the mentorship entry edit page.
- Assigned Mentor ID
The ID of the Assigned Mentor entry in the Mentor database. You cannot edit this field. This field is populated automatically once you assign a mentor to a mentee in the Matching form. Also, this field is cleaned up automatically once the mentorship is finished on the mentorship entry edit page.
(See more details and instructions on the Candidates/Mentees page.)
Mentors
This is a database of all Mentors in the system. On this page, you can find and view all available information about every Mentor.
In particular, you can check and change Mentor’s statuses associated with his/her/their participation in the Mentorship system such as:
- Mentor is Available – Yes/No
- Mentor is Matched – Yes/No
Please note that only Mentors with the Status “Mentor is Available” set to “Yes” will be available for matching in the Matching Form.
Also, you will see the links to all actual and finished mentorship entries associated with every mentor and will be able to track the whole history of mentorships of a specific mentor.
(See more details and instructions on the Mentors page.)
Mentee/Mentor Matching Form
Use this form to match a Mentee (the “Mentee’s Status” is “Waiting for Mentor”) and a Mentor (“Mentor is Available” is “Yes”) and create another Mentorship entry.
Current Mentorship Entries
This is a database of all Mentorship entries with the status “Ongoing.”
On this page, you can find a mentorship relationship/pairing entry in the system here for any matched Mentee or Mentor.
For any entry, you can:
1) Edit the date fields (Date of Mentorship Request, Mentorship Start Date, Mentorship End Date).
2) Add/edit comments in the Additional Notes fields.
3) Change the mentorship status to “Finished.”
Finished Mentorship Entries
This is a database of all Mentorship entries with the status “Finished.”
How to match Mentee and Mentor
If you want to assign a mentor to a mentee, you should:
1) Set the Mentee’s status to “Waiting for Mentor” for the Mentee on the Candidates/Mentee page.
2) Set the “Mentor is Available” field to “Yes” for the Mentor (or make sure that it is set to “Yes”) on the Mentor page.
3) Go to the Matching form page, and:
3.1 Select the Mentee from the Mentee dropdown list (required),
3.2 Select the Mentor you want to assign from the dropdown list of available Mentors (required),
3.3 Populate some other optional details (such as Date of Mentorship Request, Mentorship Start Date, Mentorship End Date, and Additional Notes) (not required),
3.4 And click the Match button.
Once you submit the Form:
1) The new Mentorship pairing will be created and you will be able to find and edit it on the Mentorship entries page.
2) In the Mentee’s entry, the fields “Assigned Mentor,” “Assigned Mentor ID,” and “Mentorship Start Date” will be populated automatically, and the link to the Mentorship entry will appear.
3) In the Mentor’s entry, if you click the Current Mentorship link, you will find the new Mentorship entry in the Mentorship entries list associated with the Mentor.
How to finish Mentorship
1) Find a needed entry on the Mentorship Entries page.
2) Open the Entry in the edit mode (click the Edit Entry link).
3) Change the Status in the Mentorship entry from “Ongoing” to “Finished” (required). Populate the “Mentorship End Date” field, add comments to the “Additional Notes” field (optional). Click the Update button.
Once you change the Mentorship status and update the entry:
1) The Mentorship entry will be automatically moved from the Mentorship Entries page to the Finished Mentorship Entries page.
2) The Mentee’s Status will be automatically changed from “Matched” to “Mentorship is Finished”.
3) The fields “Assigned Mentor”, “Assigned Mentor ID” and “Mentorship Start Date” in the Mentee’s entry will be cleaned up automatically.
You will be able to see all details of the finished mentorship for any Mentee and Mentor on the Finished Mentorship page.
Also, please note if you enter a date in the Certification date field, a Candidate entry will be automatically archived from the Candidate database and his/her/their ongoing Mentorship if exists will be finished automatically.
How to assign different Mentor to Mentee
The System allows to assign numerous mentees to one mentor. However, a mentee can have only one mentor. Thus, if you want to change a mentor for a mentee, you should:
1) Finish the mentee’s current mentorship relationship on the Mentorship Entries page.
2) Change the Mentee’s Status from “Mentorship is Finished” to “Waiting for Mentor.”
3) Make sure that the Mentor’s field “Mentor is Available” is set to “Yes” on the Mentor page.
4) Match the Mentee and the Mentor on the Matching form page.