Mentoring Network Orientation Workshop Presented by STEM UP PA Mentoring Network Executive Committee Members Sponsored by the NSF ADVANCE PAID Award #1107082
Dec 29, 2015
Mentoring NetworkOrientation Workshop
Presented bySTEM UP PA Mentoring Network Executive Committee Members
Sponsored by the NSF ADVANCE PAID Award #1107082
STEM-UP PA, Advancing Academic WomenMentoring Network
Led by Robin McCann
Mentor Orientation Aug 2015
To improve recruitment, retention and advancement of female faculty in STEM academic disciplines
Campus specific and regional programs Among the collaborative partners: Shippensburg U, Harrisburg U, Elizabethtown College ITN (Innovation Transfer Network)
STEM UP PA Grant Objective
Mentor Orientation Aug 2015
Produce a culture of mentoring Reduce faculty isolation Improve social networks Encourage research collaborations Share practices across departments and
colleges Personal and professional growth
STEM-UP PA Grant Goals
Mentor Orientation Aug 2015
Modeled after NSF ADVANCE best practices◦ Adapted for teaching intensive institutions◦ Addresses disproportionately high number of
women faculty in teaching-intensive institutions
Synergistic partnership plus ITN ◦ Startup at each partner; potential 3,000 faculty
impacted!
Promote gender equity at similar institutions
Merits and Distinctions
Mentor Orientation Aug 2015
9:15-9:45 Introductions 9:45-10:00 What, Why, and How of Mentoring 10:00-10:20 Mentor-Mentee Partnership Expectations &
Program Evaluation 10:20-10:50 Partners Meet and Sign Memorandum of
Understanding 10:50-11:00 Break 11:00-12:00 Workshop on Constructive Feedback &
Effective Communication 12:00-12:30 Lunch 12:30-1:00 Time Management Workshop 1:00-1:20 Goal Setting Tips and Instructions 1:20-2:30 Mentor-Mentee Goal Setting Session 2:30-2:50 Panel Discussions for Mentors and Mentees 2:50-3:00 Wrap-up
Orientation Agenda
Mentor Orientation Aug 2015
1) Find your mentor or mentee if you haven’t already
2) Each mentor & mentee should “interview” the other
1st: mentor interviews mentee 2nd: mentee interviews mentor 3rd : mentor and mentee introduce themselves to others at the table
Roundtable Introductions
Mentor Orientation Aug 2015
1-Confirm your mentee/mentor’s name, title, discipline, institution, and tenure with institution
2-What is the most memorable thing about your teaching up to this point in your career?
3-What is the best and the worst mentoring you have ever received, and why?
4-What is the #1 thing you want to achieve from
this mentoring program?
Interview questions
Mentor Orientation Aug 2015
Mentoring Defined◦A formal or informal one-on-one
relationship which facilitates personal learning and individual career development
◦Mentor does not usually have formal or reward power over mentee
◦High levels of reciprocity
An Introduction to Mentoring
Mentor Orientation Aug 2015
Someone who…◦Is a source of learning◦Encourages and guides◦Provides exposure and visibility◦Serves as a role model◦Provides friendship and protection◦Asks questions◦Summarizes◦Provides constructive feedback
A Mentor Is…
Someone who…◦Only speaks and does not listen◦Gains nothing from the mentoring
relationship◦Demands their mentee do things their
way◦Does all the work◦Has all the answers
A Mentor is NOT…
Mentor Orientation Aug 2015
Mentoring and peer support are important for professional connections.
Access to mentorship is often more difficult for women.
◦ Percentage of women in STEM disciplines ranks significantly lower than that of male peers.
◦ Women scientists and engineers have less diverse networks and receive fewer opportunities to consult in industry and serve on science boards.
Female assistant professors without mentors had 68% probability of grant funding versus 93% of women with mentors.
Why mentoring? Research tells us…..
Mentor Orientation Aug 2015
Benefits of Mentor Programs Mentee
◦ Higher salary◦ Faster promotion rate◦ Higher intention to stay◦ More positive attitude towards work and career◦ Offers opportunities for visibility and recognition◦ Fewer reports of stress◦ Higher performance◦ Opportunities to network◦ Opportunities for research collaborations
Mentor Orientation Aug 2015
Benefits of Mentor Programs Mentor
◦ Leadership experience◦ Increased perceptions of career success◦ Increased salary and promotion rates◦ Feelings of personal satisfaction◦ More positive work attitudes◦ Opportunities for visibility and recognition◦ Opportunity to share vast experience and
knowledge◦ Opportunity to develop new networks and
collaborations
Mentor Orientation Aug 2015
Organization◦ Higher mentee performance◦ Higher organizational performance◦ Lower turnover◦ Ability to attract high-quality applicants◦ Ability to retain faculty members◦ Increased grant funding◦ Increased job satisfaction
Benefits of Mentor Programs
Mentor Orientation Aug 2015
Overview of Program Expectations and Evaluation Procedures
Next…
Mentor Orientation Aug 2015
Mentor-Mentee Partnership Expectations & Program Evaluation
Mentor Orientation Aug 2015
At the end of this section, you will be able to: Identify mentor-mentee expectations Identify applied use of worksheets to aid the
mentoring process Identify how and when evaluation will take
place
Expectations and Evaluation
Mentor Orientation Aug 2015
Complete mentoring orientation ✔ Meet one-on-one with mentee at least
once per month◦ (either in person or by phone)
Attend at least 1 core mentoring workshop during the 2015-2016 academic year
Program Expectations
Mentor Orientation Aug 2015
Email reminders about writing, projects
Sit in on a class and write an evaluation
Introduce your mentee to helpful people
Nominate them for awards Suggest good committees to serve on Review their P&T packets More?
Other suggested activities
Mentor Orientation Aug 2015
Other suggested activities
Brainstorm other activities you could do with your mentor/mentee.
Mentor Orientation Aug 2015
Completed Program Evaluation Signed Agreement ✔ Complete Career Goals Worksheets ✔ Orientation Survey ✔
Future program evaluation responsibilities
Online Progress Surveys (online once a month) Responding to Executive Committee “Check-ins” (phone call) Core workshop surveys (completed at workshop)
Evaluation is important
Mentor Orientation Aug 2015
Go to www.stemuppa.org/ once a month after meeting
Log in Mentoring Tab Choose Mentor/Mentee Upload your own Journal
ORFill out and Submit Form (5 minutes)
Online Progress Journal
Mentor Orientation Aug 2015
You will receive an email to schedule a phone call in September, November, and March
Provide feedback for how it is going and any needs that are not being met
Check In questions are listed on the “STEM UP PA Mentoring Check In” sheet in your folder
10-15minutes for the phone call
Executive Committee Check-In
Mentor Orientation Aug 2015
Memorandum of Understanding
Next…
Mentor Orientation Aug 2015
Move to a private space to talk Read over the contract together Discuss any off limit topics Determine how you will meet (virtual/in
person) Both Mentor and Mentee sign the MOU and
hand in.
Memorandum of Understanding(20 minutes)
Mentor Orientation Aug 2015
Break (10 minutes) Workshop on Constructive Feedback &
Effective Communication
Next…
Mentor Orientation Aug 2015Mentor Orientation Aug 2015
Workshop on Constructive Feedback
& Effective Communication
Written by Christina Dryden, Jodi Yorty & Fran Weaver
Led by Fran Weaver
Affirming (positive) feedback affirms what was effective.
e.g. acknowledgment, praise, compliment, congratulatory comments, etc.
Corrective (negative) feedback corrects what was ineffective
e.g. pointing out mistakes, suggesting changes/improvements, noting inefficiency, commenting on errors or omissions, etc.
Affirming vs Corrective Feedback
http://www.genuinecoaching.ca/building-performance-the-4-quadrants-of-feedback/
“Constructive feedback promotes learning, growth and development. It empowers people and creates a positive experience.
Unconstructive feedback inhibits learning, growth and development. It disempowers people and creates a negative experience.”
Constructive vs Unconstructive
http://www.genuinecoaching.ca/building-performance-the-4-quadrants-of-feedback/
http://www.disneyclips.com/imagesnewb5/insideout.html
http://www.genuinecoaching.ca/building-performance-the-4-quadrants-of-feedback/
Describes rather than evaluates
Is specific rather than general
Uses behavioral language that the mentee can do something about/respond to
Provides opportunity for the mentee to explain or clarify
Constructive Feedback
Use I statements◦ “I hear you saying/feeling…”
Review first then inquire further◦ “You said you are concerned about your chair’s
expectations, can you expand on that concern and be more specific?”
Raise difficult issues with understanding◦ “I know this is a difficult situation…”
Manage time and maintain focus
Constructive Feedback Tips
In positive feedback situations, express appreciation◦ Appreciation alone is praise. Yet when you
add it to the specifics of constructive feedback, your message carries an extra oomph of sincerity.
◦ “Your handling of teaching 18 credits plus committee work this semester showed good teamwork and extra effort. Such initiative is of real value to your department.”
Constructive Feedback Tips
In negative feedback situations, express concern
◦ This communicates a sense of importance and care and provides the appropriate level of sincerity to the message.
◦ The purpose of negative feedback is to create awareness that can lead to correction or improvement in performance.
◦ If you can't give negative feedback in a helpful manner, in the language and tone of concern, you defeat its purpose.
Constructive Feedback Tips
Take several minutes to complete the “Giving Feedback” sheet
Now find a partner and discuss these questions:◦ At what stages should feedback be given?◦ In what ways can feedback be given?◦ Who gives feedback?
Reflect on Feedback
The aim of the activity is to match half sentences to form complete feedback sentences.
After you have matched them, decide if the feedback is constructive or unconstructive and why.
Constructive & Unconstructive Feedback Activity
Now that we’ve discussed how to provide constructive feedback, and its importance, let’s look at how mentors/mentees can communicate effectively to arrive at good goals, and work together to produce plans for getting there.
Effective Communication
Communication is key to achieving all of our goals.
Effective Communication
Reproduced from 50 Communications Activities, Icebreakers and Exercises, by Peter R. Garber. Amherst, MA, HRD Press, 2008.
Talking does not always lead to understanding.
Listening does not always lead to hearing.
Being fully present for another individual is hard work!
We know this to be true…
Blocks to Active Listening◦ Distractions/Day Dreaming◦ Rehearsing◦ Filtering◦ Judging
Rushing to comment/help (#BLURT!!!)
Different listening skills
Other reasons…….
Why We Don’t Always Fully Hear and Understand One
Another
Allowing the Speaker to Pause
Paraphrasing
Reflection of Feelings
Probing for Clarification
Use of Body Language
Keys to Active Listening
Form triads
◦Person ‘A’ = First-year faculty member (mentee)
◦Person ‘B’ = Tenured faculty member (mentor)
◦Person ‘C’ = Observer
Active Listening Activity
Person ‘A’ (mentee) should pick up the folded sheet of paper on table that says ‘Scenario #1 - Person A’
Person ‘A’ should read the scenario silently
Person ‘A’ will then communicate the scenario to person ‘B’ (mentor) and ask for advice
Person ‘B’ should use active listening skills and provide advice
Person ‘C’ (observer) should make note of whether there is effective communication
Active Listening Activity
Person ‘A’ (mentee) sharing scenario and seeking advice
Person ‘B’ (mentor) active listening and providing advice (constructive feedback)
Person ‘C’(observer) noting both good active listening and where there could be improvement
You have 5 minutes and then we’ll discuss
Active Listening Activity
Switch Roles◦Person ‘A’ (observer)
◦Person ‘B’ (mentee) -Read the scenario on the folded sheet of
paper silently that says ‘Scenario #2 - Person B’
◦Person ‘C’ (mentor)
◦You have 5 minutes and then we’ll discuss
Active Listening Activity
www.forbes.com/sites/womensmedia/2012/11/09/10-steps-to-effective-listening/
www.blackenterprise.com/career/tips-leadership-management-listening/
www.careerattraction.com/7-steps-to-effective-listening/
A few online tips:
◦ Getting Started Questions
◦ Problem (Challenge) Solving Questions
◦ Problem (Challenge) Progress Questions
◦ Planning Ahead Questions
◦ Mentee Booster Questions
◦ Materials found in the Mentoring Network Tool Kit
Questions to Facilitate Conversation
Lunch (30 minutes) Time Management
Next…
Mentor Orientation Aug 2015Mentor Orientation Aug 2015
Time Management & Prioritization
You can’t do it “all” and that’s okay.
“All your sh*t ain’t gonna fit.” Kerry Ann Rockquemore
Mentor Orientation Aug 2015
Time: 24 Hours in a Day
Busy ≠ Productive
Busy ≠ Effective
What is the number one response by faculty colleagues when asked how they are doing?I’m BUSY!
Mentor Orientation Aug 2015
To Do List Online training for Canvas Consider possible
Biotech/Biochem ‘merger’, resource management
Draft of dendritic cell paper to colleagues for review (related to larger goal of submission for publication)
Consider 2015-2016 research program and student projects
Develop new method for analysis of apoptosis in dendritic cells
Review Open House presentation with focus on Biotechnology major
Discuss possible new
cooperative agreement with Drexel
Prepare class syllabi for fall courses
Update Bio311 lecture/lab course for fall
Read most current dendritic cell literature for up-to-date discussion in paper
Schedule meetings with chair to facilitate transition next year
Get off-campus access to shared folders for Academic Council
Fall tutoring schedule and students for Bio111
To Do List Scheduled Online training for Canvas Consider possible
Biotech/Biochem ‘merger’, resource management
Draft of dendritic cell paper to colleagues for review (related to larger goal of submission for publication)
Consider 2015-2016 research program and student projects
Develop new method for analysis of apoptosis in dendritic cells
Review Open House presentation with focus on Biotechnology major
Discuss possible new
cooperative agreement with Drexel
Prepare class syllabi for fall courses
Update Bio311 lecture/lab course for fall
Read most current dendritic cell literature for up-to-date discussion in paper
Schedule meetings with chair to facilitate transition next year
Get off-campus access to shared folders for Academic Council
Fall tutoring schedule and students for Bio111
NOW
A Deeper Look
Not every item is equally important
Not every item is equally urgent No long-term planning, relationship building, and reflecting opportunities have been listed
Mentor Orientation Aug 2015
Today’s Focus
Work life only!
Consider what you SHOULD be doing for the next step/stage of career vs. what you ARE doing
Explore these in reference to the upcoming year at your institution
Mentor Orientation Aug 2015
Activity Total amount of Time Spent
10 Things You Do At Work in a Typical Week
Mentor Orientation Aug 2015
3-5 Priorities in Work Life
Unique # Priority
1
2
3
4
5
Teaching
Research
Service
Advising
What You Do & Unique Priority Number
Activity Total amount of Time Spent
#
Work on courses 8
Meet with stats guy ½
Write letters of recommendation
6
Deal with student advising dilemma
2
Think about all that needs to be done
6
Email 12
Check the news & FB 4
Teach 14
Talk with students outside of class
5
Advise research students 6
Unique #
Priority
1 Teaching
2 Research
3 Service
4 Advising
5
1
1
4
2
2
3?
?
?
?
Currently Doing Should Be Doing
Currently doing
TeachingResearchServiceAdvisingOther
Should be doing
TeachingResearchServiceAdvisingOther
Mentor Orientation Aug 2015
A Few Strategies for Changing the Pie
Eisenhower BoxSunday MeetingSwallow the FrogBe Kind to Yourself
Mentor Orientation Aug 2015
Mentor Orientation Aug 2015
Eisenhower Grids: Urgent & Important
DODraft Research Paper to Colleagues for ReviewPlan 2015-2016 Research Program/Projects
DECIDEOnline Training for CanvasReview Current Dendritic Cell literaturePrepare Fall Course Syllabi
DELEGATESchedule Meetings with Chair – Dept. Assistant
DELETESocial Media!
URGENT NOT URGENT
IMP
OR
TA
NT
NO
T
IMP
OR
TA
NT
Sunday Meeting
Take 15-20 minutes to review the upcoming week and your to-do list and schedule your activities
◦Remember your priorities AND the ideal “pie”
Mentor Orientation Aug 2015
Swallow The Frog
Do those tasks which you most dread FIRST!
Mentor Orientation Aug 2015
Eating The Elephant
Break large tasks into smaller tasks with separate deadlines
Mentor Orientation Aug 2015
Radical Thinking – Be Kind To Yourself!
Consider, how many hours a week you should devote to work
Recognize that even the ‘best’ schedules fail due to outside circumstances
Celebrate your accomplishments!
Mentor Orientation Aug 2015
Quotes Worth Repeating “The key is not to prioritize what
is on your schedule but to schedule your priorities.” –Stephen Covey
“You have to decide what your highest priorities are and have the courage—pleasantly, smilingly, non-apologetically, to say “no” to other things. And the way you do that is by having a bigger “yes” burning inside.” –Stephen CoveyMentor Orientation Aug 2015
Mentoring Map and Goal Setting: Tips & Instructions
Next…
Mentor Orientation Aug 2015
Mentoring Map
• A Mentor is NOT a guru
• A Mentor helps the mentee create a group of people to support them
• Over the next year the mentoring partners should work to fill out the mentoring map
Goal Setting
Define goals and expectations – be realistic◦ 10 year goals - intended to be less specific◦ 1 year goals- be specific, these are what your
meetings are going to be driven by Decide how you’ll work together to meet
goals and expectations Keep in mind that goals may need to be
updated as the year progresses
Get to work!
Be SMART with your goals!
SpecificMeasurableAchievableRelevantTime–bound
Before you leave, please:
1. Hand in your signed Memorandum of Understanding
2. Allow us to copy your 1 year goals sheet
3. Schedule your first meeting with your mentor program partner.
4. Watch for an email with an orientation evaluation!
STEM UP – PA Mentoring Network
Presented byMentoring Network Executive Committee
Members
Sponsored by the NSF ADVANCE PAID Award #1107082