Mentor Common Processes
**Thanks to Volunteer Curtis Springstead for curating this invaluable resource**
New Client Processing
Respond to Client Assignments – an email will alert a mentor to the assignment of a client.
- 24 hours– if the request has not been accepted/declined, Engage will send a notification email to Mentor
- 48 hours – another reminder email is sent to the mentor
- 5 business days – reassigned back to the queue, Email is sent to the CiC about the reassignment, and an Apology for the Delay email is sent to the client
Within 5 business days accept or decline the request or an alert will be sent to the mentor and intake coordinator. How To: Manage Mentoring Requests
Unresponsive New Client
Set Client Status to Unable to Contact if they never responded to your outreach or Withdrawn if they indicated they have changed their mind and no longer want to work with us.
Also, check the box to Mark as Contacted if there are no mentoring sessions added to the request.
Follow-on Client Mentoring
Search/Look Up Client Record for Follow-on Session note entry. Enter their name in the search bar and once the client record is found, select the request you are responding to from the Mentoring Request list on the right.
Start a search of client here Search Client
Record Session notes. How To: Record or Edit a Mentoring Session
Other Mentoring Tasks
Invite another mentor to work with your client but not as a co-mentor the effort Refer Client to Another Mentor
Add a note to a mentoring request Adding a Note to the Mentor Request
Add a Co-mentor or SME to a Session
If the other mentor joined you in a meeting with a client they are a co-mentor and you must record their time by clicking the Add a Co-Mentor button during the mentoring session creation. Click that again when a 3rd and 4th mentor is needed. Co-mentors cannot add their own session notes so they must provide any input in another manner that you can cut and paste into your notes. How To: Record or Edit a Mentoring Session
As an alternative after you've recorded a session in the request, a co-mentor can add internal notes to an existing session. How To: Add a Note as a Co-Mentor
If the other mentor met with your client without you they are considered a Team Member. They enter their session notes by selecting the add/edit session option from the client's Contact page. How To: Record or Edit a Mentoring Session
Update/Maintain Your Profile - How to: Update Your Profile