Mentoring Groups Workflow
This workflow was set up to guide the Instructor Development Committee Mentoring Chair in running The Carpentries Mentoring Groups.
Preparing to Run Mentoring Groups
Meet with the Instructor Development Committee to set the dates of the Mentoring Groups
Add Mentoring Group dates to README on GitHub. Instructions
Update deadlines in the Mentor and Mentee Application forms
Recruiting Mentors and Mentees
Schedule a Mentoring Groups Info Session
Add the dates for the info session to the community calendar.
Use this templated presentation as a guide
Add mentoring group applications to Carpentries Clippings, our community newsletter
Write blog post to recruit mentors and mentees for Carpentries Mentoring Groups
Inform Carpentries Member Organisations that Mentor/Mentee applications are open
Contact The Carpentries Director of Membership and request that a version of this template e-mail be sent to Member Organisations
Inform Trainers that Mentoring Applications are open
Contact The Carpentries Deputy Director of Instructor Training and request that a version of this template e-mail be sent to Trainers.
Schedule tweets for Carpentries Mentoring Groups recruitment
Make a copy of this tweets template
Draft tweets to be shared on The Carpentries Twitter account using the template. Include the dates you’d like the tweets to be scheduled.
E-mail the tweets to the Communications Lead on
Setting Up Mentoring Groups
E-mail mentors with mentee assignments
Use the results of the mentor and mentee applications to match one mentor with 4-5 mentees.
Add mentor/mentee assignments to the Mentoring Groups Etherpad.
Add mentor and mentee contact information to this spreadsheet to generate certificates at the end of the program.
Host Mentor Onboarding
Schedule mentor onboarding in two different timezones.
Add the mentor onboarding to the community calendar
Add onboarding information to this Etherpad
Prepare for the onboarding using this information from the Handbook
Be sure to communicate to mentors who will get certificates.
Send Mentoring Groups the Mid-Program Survey
Use the following e-mail template to collect feedback from mentors and mentees half way into the program.
Review Mentoring Group Mid-Program Survey Results and address issues as needed.
Wrapping Up Mentoring Groups
Schedule Mentoring Groups Virtual Showcase
Add the dates for the Virtual Showcase to the community calendar.
E-mail the mentoring groups with instructions for completing their slide for the Virtual Showcase
See past virtual showcase presentations in this folder
Create certificate for mentors and mentees
Send Mentoring Groups the Post-Program Survey
Use the following e-mail template to collect feedback from mentors and mentees at the end of the program
Review Mentoring Groups Post-Program Survey Results and add highlights to the wrap-up blog post.
Write wrap-up blog post for mentoring groups
Add a summary statement on Mentoring Groups wrap-up to Carpentries Clippings, our community newsletter