Franklin & Marshall College

The Mentoring Program is designed to provide new members of the College community with the basic knowledge and skills necessary to succeed during their first several weeks on the job, and to help such individuals feel welcome. Through this program, a mentor will be assigned to each newly hired member of the support staff, to help assure the individual gains the basic knowledge necessary to perform his/her job satisfactorily. The mentor will be responsible for:

• helping to orient the new employee to basic office procedures and routines which are common across most departments,
• answering questions from the new employee, related to basic office functions,
• providing support, advice, and guidance regarding College practices, policies, and procedures.

Although mentors will help new staff members learn basic office procedures, each new employee's supervisor is ultimately responsible for assuring the individual receives adequate training, including any required safety training, and for managing on-going performance. Supervisors should see Orientation of New Employees for information on conducting a thorough orientation with new employees.

Mentors

Mentors serve as educators to new staff members, providing valuable assistance and guidance during their first several weeks at Franklin & Marshall. Mentors are experienced and skilled members of the professional staff who are able and willing to devote time to helping new employees learn basic office procedures and routines, and helping such individuals feel "at home" at the College. Mentors serve as positive role models to new staff members, reinforcing standard College policies and positive work practices.

Members of the professional staff who are knowledgeable regarding office procedures, are patient instructors, enjoy helping and teaching others, enjoy their work, and want to develop their own skills may want to consider serving as a mentor. Those interested should contact a member of the Staff Advisory Committee or Human Resources.

It is expected that mentors will serve in this capacity within the confines of their normal weekly work schedule.* Each mentor's supervisor must approve his/her participation in this program. Mentors will be expected to be available to answer questions and provide training and support to a new employee for at least 30 days following the date of hire. Mentors may request to be relieved of their mentoring duties if their own work obligations prevent them from devoting time to this program.

Process

When a new, non-exempt member of the College community is hired, the new employee will be assigned a mentor by the Staff Advisory Committee or the Human Resources staff. The Staff Advisory Committee will solicit experienced staff members to volunteer to serve as mentors.

The mentor will be expected to help orient the new employee as follows:

1) Provide hands-on training in basic office procedures as soon as possible following the new employee's arrival on campus, including:

• instructions for using the Diplomat Information System and "myDiplomat", including instructions for reserving a conference room
• instructions for ordering supplies
• using the email system
• interpreting monthly budget reports
• completing travel expense reports
• completing and submitting time sheets
• student employment procedures
• doing a print-merge

The mentor may provide training on specific departmental procedures if he/she is knowledgeable about such procedures.

2) Provide a campus tour, or contact the Admission Office, extension 4317, to arrange a campus tour.

3) Provide a list of up-to-date titles and phone numbers of campus contacts necessary for the operation of the office. Suggested contacts to be included on this list are:

• title and phone number of department contact person for completion of web- based purchase orders
• Student Financial Aid contact for student employment policies and procedures
• Facilities & Operations contact for issues/problems related to telephones
• Business Office contact for disbursement vouchers
• Business Office contact person for travel expense reports
• Business Office contact for FPS payroll policies and procedures
• Business Office contact for student employment payroll policies and procedures
• contacts for campus facilities reservations
• Dining Services contact
• title and phone number of contact person for College letterhead, envelopes and business cards ordering procedures
• contact for copy paper and laser printer paper ordering procedures
• contact for post office functions; policies and procedures for outgoing mail
• title and phone number of department contact person for warehouse deliveries (personal, student, departmental, Federal Express, UPS)

4) Coordinate a luncheon for the new hire in one of the College dining venues, providing an opportunity for the new employee to meet other faculty and professional staff (optional based on preference of new employee), and/or introduce the new staff member to key contacts.

5) Respond to requests for assistance from the new employee, generally for a 30 to 60 day period. Such requests should generally be limited to questions regarding basic office routines and general College policies and procedures. The mentor should assure he/she is providing accurate information to the new staff member, and reinforcing standard College policies.

6) Most importantly, help to make the new staff member feel welcome and gain a positive first impression of the College.

* Any additional work hours necessary as a result of participating in this mentoring program must be approved in advance by the mentor's supervisor, and recorded on time sheets.