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Mentoring Committee


 

The Department of Health and Human Performance

HHP Policy and Procedure Statement: 3.01                         Personal Mentoring Committee

Revised: October 2, 2015                                                                (28 paragraphs)

Review Date: October 2, 2018

Reviewer: HHP Personnel Committee

PERSONAL MENTORING COMMITTEE (PMC)

Scope

1.   The scope of the mentoring process includes all new full-time faculty members in the Department of Health and Human Performance (HHP) regardless of rank. The focus of the mentoring committee may vary based on the roles and expectations of each faculty member. For the new faculty member, the mentoring process will begin prior to the first day of class to orient new faculty member to the department.

Definitions

2.   Mentoring is a process in which a mentor provides support to a mentee. The mentor should be an experienced advisor that actively guides and socializes a colleague to a new work environment. In addition, the mentor provides advice on how the mentee can develop his or her skills, competencies, knowledge, and experience in order to progress along a successful career path. [1]

Role of the Personnel Committee (PC):

3.   Establish guidelines for mentoring committee based upon the program, department, college and university requirements and expectations of performance, tenure and promotion.

4.   Organize and conduct a new faculty workshop that orients all new faculty members to facilities, resources and policies and procedures in the Department of HHP

5.   Assign Personal Mentoring Committees (PMC) to new faculty.

6.   Before the beginning of the academic school year, meet with PMC members to ensure that each PMC consistently and uniformly conveys to each mentee the established guidelines concerning the program, department, college and university requirements and expectations of performance, tenure and promotion.

7.  Meet with the PMCs at the end of the academic school year to discuss specific issues related to teaching, service, and scholarship for each mentee. Also, at this time, will discuss changes for next school year and determine who will organize orientation workshop the following August for new faculty. 

Composition of the PMC for Tenure Track Faculty

8.  Each tenure track faculty member will be assigned a PMC comprised of three tenured faculty members and chaired by one of those members.

9.  The Department Chair will attempt to contact each new faculty member prior to assigning a PMC to discuss the new faculty member’s needs and research interests. The Department Chair and the PC will consider the mentee’s scholarly agenda and research interests when developing a mentee’s PMC.

10. The PMC should ideally consist of one member from the mentee’s academic area; and when possible one with strong research and grant writing skills; and one with either a strong record of teaching or from outside the department that may complement the mentee’s scholarly agenda.

11. When possible, the chair of the committee should be from the mentee’s academic area.

12. After year-1, the mentee will meet with the Department Chair to discuss the future make-up of the PMC.

Responsibilities for Tenure Track PMC

13. The purposes of the PMCs are to support, guide, and serve as an advocate to the mentee. Responsibilities are to give feedback about teaching, guide in research opportunities, and provide advice regarding service. The PMC will not officially evaluate their mentee. The role of evaluation remains with the PC.

14. The PMC will meet with the mentee formally at the beginning and end of each long semester to:

14.01   Discuss topics such as student evaluations and other procedures;

14.02   Provide feedback with regard to the mentee’s progress, successes, and challenges; and

14.03   Provide assistance with identifying research opportunities, setting goals for teaching, research and service and completing yearly faculty evaluation reports.

15. The support and guidance offered by the PMC should parallel Academic Affairs PPS 8.01, Academic Affairs and College of Education PPS 8.10, and HHP PPS 3.02 and 3.03.

16. During year-1, the PMC should focus their attention equally on the mentee’s teaching and research while providing guidance regarding the limited/targeted service required of first year tenure-track faculty.

16.01      Research: The PMC should assist the mentee with developing a scholarly agenda, initiating the research activities tied to the start-up funds and course releases for research, and submitting successful grant proposals in order to meet or exceed expectations.

16.02      Teaching: During the first year, members of the PMC should observe the new faculty member in the classroom on at least three different occasions. To ensure consistency, the PMC should use Attachment A to evaluate the mentee’s teaching. After each observation, the member should meet with the mentee to provide feedback.  

16.03      Service: Provide advice regarding appropriate limited/targeted service activities at the departmental level.

17. During the second and third years, the PMC should continue to monitor the mentee’s progress through review of research activities and related expenditures (including expenditures of start-up funds), review of student teaching evaluations, at least one observation of classroom teaching (for second year tenure track faculty members only), continued guidance regarding targeted service at the departmental and college levels, and formal and informal meetings with the mentee. Additionally, the PMC will also help the mentee begin preparing for the tenure and promotion process (e.g., gathering materials for the mentee’s tenure box).

18. During years four and five, the PMC will assist the mentee in maintaining excellence in teaching and scholarship, address updates on start-up funds or external funding, while assuming a more substantial service role.

19. During each year of the probationary period, the PMC will prepare and share with the PC a formative review of the mentee’s progress. During the third and sixth year, the PMC will prepare and share with the PC a summative review of the mentee’s progress. The reviews will consist of such information as the mentee’s scholarly agenda and initial start-up funds, completion of research activities to date, grant proposals both submitted and awarded, a summary of student evaluations, PMC observations of teaching, and a summary of service activities.

Responsibilities of the Tenure Track PMC Chair

20. The chair of each mentee’s PMC will organize all meetings and prepare formal reports at the end of each semester to chronicle each mentee's progress. Formal reports should be reviewed by the mentee for accuracy prior to submission to the PC.

21. These reports will be shared with the PC during each year of the mentee’s probationary period.

Composition of PMC for Clinical Faculty, Senior Lecturers, and Lecturers

22. Each new Clinical Faculty will be assigned one mentor, for a minimum of one year, who is from the mentee’s academic area and serves as the program coordinator. The new Clinical Faculty will be mentored in teaching, service, and research areas (see HHP PPS 2.05).

23. Each new Senior Lecturer and Lecturer will be assigned one mentor, for a period of one year, who is ideally from the mentee’s academic area and has been teaching in the department for two or more years. The new Senior Lecturer and Lecturer may also request a mentor for research; this mentor would be assigned from among the tenured faculty.

Responsibilities for Clinical Faculty, Senior Lecturer, and Lecturer PMC

24. The purposes of the PMC are to provide support and guidance to the mentee specifically regarding issues related to teaching. The mentor should observe the new faculty member in the classroom during their first semester. To ensure consistency, the PMC should use Attachment A to evaluate the mentee’s teaching. After the observation, the mentor should meet with the mentee to provide feedback. The mentor may suggest appropriate workshops or training opportunities to assist the new Senior Lecturer in improving their teaching skills. 

25. The mentor should also provide Clinical Faculty, Senior Lecturer, and Lecturer advice for finding on-campus opportunities to enhance scholarship and departmental service opportunities.

26. The support and guidance offered by the PMC should parallel the HHP PPS 3.02, Evaluation of Faculty.

27. The PMC will meet with the mentee formally at the beginning and end of each long semester to:

27.01   Discuss topics such as student evaluations and other procedures;

27.02   Provide feedback with regard to the mentee’s progress, successes, and challenges; and

27.03   Provide assistance with identifying research opportunities (if applicable), setting goals for teaching, research and service, and completing yearly reports.

28.  A departmental orientation workshop will be held during preparation week for all new faculty members. Participants will receive a document detailing procedures to be followed within the department. (See Attachment B for a list of suggested topics to include in the workshop and document).

Certification Statement

This HHP PPS has been approved by the reviewers listed below and represents the HHP policy and procedure from the date of the document until superseded.

PC Representative: ____________________                                  Date: __________

Approve: _________________________                                      Date: __________

                  Chair of the HHP Department

Attachment:

Mentoring Committee - Attachment A

Proposed Content of Workshop - Attachment B

 


[1] Adapted from Heery, E. and Noon, M. (2001). A dictionary of human resource management.

Oxford: Oxford University Press