Step-by-Step User Guide Flinders Ignite Mentoring

Transcription

1 Step-by-Step User Guide Flinders Ignite Mentoring Careers and Employer Liaison Centre

2 Contents Step 1: Register Step 2: Verification Step 3: Set up your personal profile Step 4: Set up your mentor profile Step 5: Managing mentor requests Scheduling mentoring connections Reviewing mentoring requests Step 6: Finishing a mentoring connection Navigating the Website Pause your mentoring This guide will assist you set up and navigate the online Flinders Ignite Mentoring Platform If you would like more information about the program or the mentoring experience you can refer to the Mentor Resources Website Contact Us: Flinders Ignite Mentoring Coordinator ignite@flinders.edu.au

3 1. Registering for Flinders Ignite Mentoring Step 1.1: Click on any of the Register Now buttons on the Flinders Ignite Mentoring homepage

4 1. Registering for Flinders Ignite Mentoring Step 1.2: Complete all the required field in the registration form Your user name must be a minimum of five characters, not start with a number and can consist of letters, numbers and characters _ and - Your password must be a minimum of 8 characters and include at least two of the following categories: Uppercase letters Lowercase letters Numbers Special characters!@#$%^&*_~ Your address is required so you can be contacted (for example: if you require a password change or reset). Details of your registration will also be sent here so ideally it is an address you check frequently. Your security question is used to reset your password if you forget it, so make your question and answer memorable.

5 1. Registering for Flinders Ignite Mentoring Step 1.3: Select either alum or other supporter Alum please select the alum button if you have previously graduated from Flinders University Other Supporter please select if you are a mentor, but not a graduate of Flinders University Step 1.4: Answer the two verification questions which will allow us to provide you access to the site. Questions for Alum Questions for other supporters

6 2. Verification Step 2.1: Awaiting verification you will see the following screen. You can now close the program and wait for a verification which will arrive within 5 working days. Make sure you have selected an address you check regularly so you will know when you have received a mentor request. What is verification? To ensure the security of your private information we need to verify the identity of all participants before providing access to the site. The verification process can take up to 5 working days. You will receive an when you are verified and have access to the full site. If you do not receive a verification within 5 working days, or you need to gain immediate access please contact the Program Coordinator at ignite@flinders.edu.au

7 Navigating the mentoring website Review and edit your account, security and registration information Contact the Help Desk if you have any technical difficulties. Access the Help Guides ementoring: Manage your mentoring experience Receive notifications of mentor requests and communication from other users Log out of your account The Online Directory The online directory is where all users are listed. This includes students, alumni and other professionals. The first tab takes you to your Profile. The second Search tab allows you to search other users by a range of criteria including by location on a map. The ementoring Module The ementoring module is where you can view and respond to mentoring requests, manage your active mentoring relationships and edit your mentor profile. Home will take you to your mentoring dashboard. Online Directory: Edit your profile and search for other users in the directory. View and edit your mentor profile

8 3. Setting up your personal profile Step 3.1: When you log back into the site you will now be able to access the Directory Step 3.2: Once in the profile tab within the directory you can add and edit your personal profile information. If you have a LinkedIn profile you can bring your information across by selecting Connect to Linkedin. Use LinkedIn auto-fill your profile You can connect with LinkedIn and it will automatically bring across any relevant information it finds. You will still need to review all the information to ensure it is correct and represents what you would like to say about yourself. If you make changes in LinkedIn in the future these will not be replicated in your personal profile page.

9 3. Setting up your personal profile Step 3.3: Insert a photo by following the steps below. Hover your mouse over the photo location. You will see it change colour and say 'Edit Photo'. Click on the photo location and select the image file you would like to use. Move it to look how you would like it, then 'Save the new profile picture'. Choosing a photo Having a photo on your profile helps make a connection with your mentee. Select a photo in which you are easy to see and you are not shown with other people. When you upload the photo you can crop and rotate it to just show a head shot.

10 3. Setting up your personal profile Step 3.4: You can choose which contact information, if any, is displayed on the site. To edit click on the edit symbol to the top right of the box. You can choose to share your with other users or keep it hidden It is recommended you choose to have notifications sent by so you are made aware of any messages or mentoring requests from other users. You can include your personal or business website, and/or your Skype address to share with other users. Step 3.5: Your address is only shared with the University and is used to plot your general location on the user map. It will not be visible to other members, however, you may still choose to use your work address or only include the suburb. How can users contact me? You can choose the information you share with other users. By not sharing your , website or Skype address the only way other users can contact you is through the mailing system within the program. If you choose to not have notifications sent to your address then you will need to log in to see any communication. What is the map used for? The map allows students to search for a mentor via location. You are also able to search for other users within the directory to find who is located near you. Remember to select your country

11 4. Setting up your mentor profile Step 4.1: Click on the Mentor tab. Step 4.2: Read and agree to the Terms and Conditions. Step 4.3: Read the Quick Introduction to Mentoring. Step 4.4: Read the Mentor FAQs, then click on the green Activate Mentor Profile button. Help Guides You are able to return to the Quick Introduction to Mentoring and the Mentor FAQs through the Help Guides. You can access the Help Guides by selecting the Help menu at the top of the page. The Help Guides also include: Reporting Misconduct Principles of Mentoring: Mentoring Guidelines Work Experience Placement Information You can also access further information on the Flinders Ignite Mentor Resources website.

12 4. Setting up your mentor profile Step 4.5: Enter the key experience and skills you can offer to students as a mentor. Also describe the type of mentee you think you could assist. What you can offer Consider all the areas you may be able to assist a student. These could include: job searching & application preparation job interview experience career planning career progression career lessons learnt career change working overseas / remotely technical expertise, experience & knowledge behavioural competency expertise, experience and knowledge industry knowledge recent transition from study Entrepreneurship Your ideal mentee You may be willing to mentor any student interested in connecting with you or you may be more specific. You could consider: The year of study they are in What they are studying What they need help with You can change or modify what you have in both these sections at any time.

13 4. Setting up your mentor profile Step 4.6: Select how many students you would be interested in mentoring at a time and the mentoring services you would like to offer. How many mentees? You can choose to have up to 3 mentoring relationships at a time. Each mentoring relationship is 1-on-1. For example you could be mentoring a student on a six month program, during which time you mentor another student via and check the CV of another. If you are already mentoring your maximum number then other students will not be able to send you a mentoring request. Which mentoring service? There are 9 mentoring services you can choose to offer students. You can select 1 or all 9. When a student sends you a mentoring request you they will select which of the service/s they would like to benefit from. You can find out more about what commitment is right for you on the Mentor FAQ Website; and what mentoring within each service may look like on the Mentor Resources Website.

14 4. Setting up your mentor profile Step 4.7: Review and edit your mentor profile by selecting clicking on the edit icon at the top right of each box. In particular take a moment to enter your Main Expertise, and edit your other listed expertise. Pre-filled expertise If you connected with LinkedIn to pre-fill your personal profile it will have also pre-filled an expertise list for you. LinkedIn will not have allocated a Main Expertise so you will still have to do this. You can also add or delete the other expertise listed.

15 5. Managing mentor requests Step 5.1: When you a student sends you a mentor request you will be sent an notifying you of the request (unless you have chosen not to receive notifications via ). Step 5.2: Log in to Flinders Ignite Mentoring and you will see a new number next to the envelope, and a new request within the request tab of the ementoring module Step 5.3: Click on the mentor request within the Requests Inbox and you will be able to review the mentor requests and respond. Mentor Request notification The mailing system By clicking on the envelope you are able to get a quick preview of the awaiting messages / requests. All new messages will show in yellow. By clicking on a message it will automatically open the message in the inbox. By clicking on the Requests tab you will see all messages summarised on the left side. Click on one of the messages and the full message will open fully. By clicking on the brown Sent button you will be able to view all communication you have sent.

16 5. Managing mentor requests Step 5.4: You can respond to a mentoring request by: Viewing the student s personal profile Reporting Declining Replying Accepting You will need to enter a message in the reply section if you are accepting or replying. Responding options View profile it is recommended you view the student s profile before accepting a mentor request. This will provide you more information about the student and help you decide if you will be able to assist. Report - if you receive any unsolicited messages, requests for unrealistic support/advice or observe any behaviour you believe is inappropriate/unprofessional you can report it. Decline you are not required to accept all requests, and if you feel you are unable to assist you can decline. Replying if you would like to gain more information before deciding to accept you can send a reply seeking more information or clarification. Accepting if you are happy to accept the request, simply type a reply and then accept.

17 5. Managing mentor requests Step 5.5: You will be able to see your mentee in Your Mentoring Dashboard once you have accepted their request. Other actions You can also send a message to the mentee at any time from this location. Once the mentoring experience is complete either you or the mentee can click on the Finish Mentoring button which will allow you to become available to mentor another student. By clicking on the student s name you can view their profile. Step 5.6: You can suggest a meeting schedule or request they download CV, by selecting the buttons on the right. The action options will depend on what type of service/s you have agreed to offer.

18 Scheduling mentoring connections If you are connecting with a student at a scheduled time you can suggesting times when you are available to connect via the scheduling tool. Check the time zone Click to choose multiple days, which will be highlighted in green Make a note about time or day Scheduling It would normally the mentor who starts the process of scheduling, however if you are fairly flexible you may ask your mentee to suggest times they are available first. You can include all the times you are available over a period, and then identify your preferred times in the notes or message section. You and your mentee can both propose new times. If you are connecting more than once it is worth trying to schedule all the connections at the start of the relationship and then change them later. Select time of day or exact times Include a message about method or location of connection

19 Reviewing scheduling requests To review all request messages received or sent you can go to the Requests tab. Click on Requests tab Scheduling Scheduling requests will only be seen in this section and not in the notification or mail area. You can add to your Google calendar by simply clicking on the button. When viewing scheduling requests you have sent you will be able to reschedule alternative times from the sent message. View received or sent requests View details of message including confirmed date and time.

20 6. Finishing your mentoring connection Step 6.1: When you have completed your mentoring relationship either you or your mentee will be able to click on the Finish Mentoring button. Other actions You can also send a message to the mentee at any time from this location. Once the mentoring experience is complete either you or the mentee can click on the Finish Mentoring button which will allow you to become available to mentor another student. By clicking on the student s name you can view their profile. Step 6.2: You will be given the opportunity to type a final message.

21 Pause your mentoring You can pause your mentoring at any time by selecting the Pause Mentoring button on your Mentor profile tab. Pause Mentoring If you are flat out busy, have a holiday coming up or just want a break from mentoring you can pause your mentoring at any time. When you pause you will no longer be shown as a potential mentor. When you have time again you just need to return to you Mentor profile tab and click on the Activate Mentoring Nowbutton which will have appeared when you paused.