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Alumni Network Mentorship Proposal

Introduction and Objectives The benefits of establishing a student-alumni mentoring program could be immense offering a win- win-win for the SPPG students, participating alumni, and for the SPPG itself. Mentorship opportunities offer a range of benefits to students. They provide the opportunity to learn from a person with expertise in their field of academic or professional interest, and who can provide first-hand knowledge of requirements and expectations in the workplace, potential access to networks or other professional connections, and the capacity to share experiences and lessons on a range of other topics. They also offer the chance to build meaningful and profound relationships with engaged, accomplished alumni, and enhance a students sense of self-awareness, values and goals. But mentorship can also be very powerful for the alumni mentors. They offer a simple and important way to give back to and maintain ties with the School; an opportunity to continue building professional skills and remain connected with their academic discipline; and a chance to build connections with policy peers, share experiences and gain the satisfaction of helping current students in their learning and preparation for their career challenges. It also offers the opportunity for graduates to be reflective early in their policy careers, setting the stage for professional growth. And there would also be significant benefits to the School, which would be able to offer an enticing new programming element to potential students, another means to improve the educational experience for students and produce better prepared graduates, and a mechanism to maintain strong and productive relations with its alumni community. Overview of the Proposal The proposed mentorship initiative has two complementary components. First, an online Alumni Library that would provide an easy, low-commitment means for students to connect with alumni with specific questions or to seek targeted advice. Second, a more traditional mentorship program, which would match an alumni member with a current SPPG student over a fixed period of time, and provide supports and guidance to enable the mentoring relationships to grow and provide both the student and the mentor with meaningful benefits. The initiative would be built around the following objectives: To invite peer guidance from young policy professionals to currently enrolled students as they plan their careers and set professional goals To capitalize on the professional capital of the growing alumni network in a flexible and productive manner To build meaningful, relevant, and productive relationships between graduates and students To offer an opportunity for Alumni to remain connected with current students and the broader School of Public Policy & Governance community Vass Bednar, Andre Cote 1

Version 2 6-10-11 PART 1 THE ALUMNI LIBRARY What is it and how does it work? An online library of alumni on Alumni Network website, developed and maintained by the School of Public Policy and Governance Alumni Network Alumni opt-in their profile will be posted with consistent profile information (including name, employment information, contact, etc.) Alumni are then essentially on-call, allowing current students to contact them to seek advice regarding professional, academic or other interests (with terms of engagement clearly defined) Connections would be informal (e.g. by email or phone call, through informal coffee chats, etc.)

What are the benefits? The Library would present an innovative spin on the traditional mentorship structure Allows for meaningful, productive connections without the formality, proximity and time requirements of a formal mentorship relationship The Library can also transcend geographic barriers that might make a traditional mentorship relationship challenging Low commitment requirement for both alumni and students Initial engagement with the Alumni Library could motivate graduates to transition to the formal mentorship program and invest their time more consistently with a single current student down the line

What does it look like? Profiles will be Integrated into Alumni website (might be a redirect to an entirely new site), and tagged by policy interests There will be a note of instruction: purpose and objectives of the library, the rules of play, and currently enrolled students will be invited to check out alumni o Purpose: To encourage brief engagements between alumni and current students that can inform a students professional decisions and development o Objectives: To support and facilitate the appropriate connecting of graduates throughout the year to students through a unique and consistent web interface. o Rules of Play: Initially, during the pilot, students interested in connecting with an alumnus will fill out a contact form on the site and receive an e-mail with the Alumnus contact information; they can then connect for coffee/lunch/Skype/etc. The library will be publicly accessible to showcase graduates, but (for the pilot) contact information will be access only through a moderator. As the pilot evolves, members of the library can provide feedback as to whether contact details should also be made public to remove the administrative step

Vass Bednar, Andre Cote

Version 2 6-10-11 Resource requirements core requirement during the pilot phase is an Administrator to develop web structure and input/update profile content, moderate requests for contact information and provide other supports to profiled alumni and students, and to make ongoing observations and assessments about the functioning of the library. o The resource intensity of this role could be re-assessed upon completion of the pilot (December 2012) All alumni would be profiled the same way: o DUMMY PROFILE Name Year Graduated: Current Position: Past Positions (max 3): Other education / credentials: Policy Interests (keywords): Link to Linked-In profile (optional) Could use graduate photos for a consistent aesthetic, provided these can be accessed through the School

Vass Bednar, Andre Cote

Version 2 6-10-11 PART 2 THE MENTORSHIP PROGRAM Overview of Program Design Developed and administered by the Alumni Network, in conjunction with the School Eight month year terms (October to May) Challenging application process for both mentors and students to ensure commitment and clear perspective on objectives, and to seek information to support matching process Administrators would assess applicants and oversee matching process (see below), and provide orientation / training session Mentorship Agreement established setting out goals / expectations / ground rules between mentor and student Administrators provide periodic check-ins, are the outlet for concerns / questions, and provide supports to help facilitate mentorship relationship building (e.g. background materials, proposed meeting schedule / agenda, tips, exercises, etc.) Ongoing program assessment, with end-of-term evaluation and Annual Review process

Administrative and Leadership Structure Program would be developed and administered by the Alumni Network, in conjunction with School of Public Policy and Governance staff (e.g. Director of Operations, Director of Students) Leadership group, program design and other high-level considerations would be agreed upon as part of the Alumni Network Council (board) decision-making process, and would be reviewed on an annual / periodic basis Program would likely require minimum of 2 to 3 voluntary Administrators, including a primary contact that would be accessible to mentors and students on an ongoing basis to respond to questions, provide supports and manage challenges Other resource requirements, including any necessary funding, to be confirmed

Promotion and Outreach Mentorship page on Alumni Network website would house information about the Mentorship Program (i.e. program overview, application information, key dates, past success, etc.), in addition to the Alumni Library Promotion through other Alumni Network and School communications vehicles (e.g. newsletters, social network postings, insert in SPPG marketing materials, etc) Direct outreach about program application process through targeted email

Vass Bednar, Andre Cote

Version 2 6-10-11 Matching Process During the pilot phase, the intention would be to establish a small but meaningful set of mentorship relationships, which could require a somewhat structured approach to matching Process Overview o Outreach to solicit student and mentor interest o Application process required for both students and mentors Key questions: Objectives and desired outcomes? Policy and professional areas of interest? Availability, desired length of relationship, location and other logistical considerations? Consider interview process o Selection and matching panel to assess candidates and group candidates (3 member panel) Considerations include: interests, desired objectives, personalities, availability and logistical factors, etc. o Interview / speed dating process among grouped candidates Students and mentors each identify / order their top 3 choices Development of electronic / database matching tools could be considered in future, as the size of the student and alumni populations grow

Mentorship Contract Template agreement developed (using tools provided at UTAA function) Terms and expectations negotiated by student and mentor at first meeting A copy of the contract is submitted to the program administrators Administrators can discontinue mentorship at any point during the process if it is apparent that a match is not working (i.e. one member reports that they wish to end relationship)

Supports and Tools Administrators would host orientation session after matches are confirmed Ongoing 3rd party support would be available to address issues / questions Other resources and supports to be provided1, potentially including: o Proposed timeline of activity (e.g. meeting times, topics for discussion, check-ins and events)

University of Toronto Alumni Association has provided access to a range of tools to assist in the development of these materials and supports.

Vass Bednar, Andre Cote

Version 2 6-10-11 o o o Program Review and Evaluation Evaluation / feedback mechanisms built into Mentorship Agreements (i.e. mentor and student agree to perform end of term evaluation) o Survey tool with 1-5 evaluation questions and qualitative / written responses Periodic check-ins by Administrators on mentorship relationships to ensure things are order and to assess success of the match Administrators provide ongoing updates on the mentorship programming at Network meetings Annual Program Review to be submitted to the Network Council for consideration, including: o statistics about the program (# of applicants, # of matches, # of failed matches or rematches, etc) o participant satisfaction determined through end of term evaluations o recommendations for program improvements Background materials on mentoring, and tips for mentors / students Learning and networking events Exercises to facilitated discussion and relationship building

Other Ideas Next Steps Proposed Timeline October 2011 Approval sought from Network Council to proceed with Mentorship initiative, including both Alumni Library and formal mentorship components November/December 2011 Develop Library web structure, and outreach to register mentors Reference Mentorship program at Welcome event on September 29, and informally seek feedback from alumni community Table Mentorship Proposal at inaugural Alumni Network board meeting in October 2011, and seek approval to proceed with developing workplan and launch timetable Build a prototype into the Alumni website and see how the library will work Linkages with Alumni Homecoming Event Mentorship Lunch or other events Career Seminars

Vass Bednar, Andre Cote

Version 2 6-10-11 January 2012 Launch of Alumni Library on Alumni Network website (or other platform) April 2012 Announce pilot of Mentorship Program with initial outreach to student and mentor communities for September 2012 launch September 2012 Launch one-year pilot of formal Mentorship Program, facilitating first round of matches with orientation, matching and other elements

Vass Bednar, Andre Cote