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

  • The Carpentries Mentor Application form

  • The Carpentries Mentee Application form

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

  • Sample Post 1

  • Sample Post 2

• 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 okhan@carpentries.org.

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.

Mid-Program Tasks

• 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