Mentor Training Materials: Questions, Homework, and Worksheets Last updated: 09/25/2009 Page 1 of 12 Mentor Materials Questions, Homework, and Worksheets The following questions and worksheets will help us customize the Mentor module in your system. Please complete the following set of Questions and Worksheets and fax them back to your Account Manager. Our fax number is 1-800-858- 1380. We strongly recommend each staff member complete the Homework exercises. The exercises will assist you in reviewing the lessons of that day’s training. It is also recommended that each staff member read through the Things to Do section. Have a wonderful day! CSO Services Team Phone: 1-866-705-4201, press 1 for services Fax: 1-800-858-1380 QUESTIONS Please answer the following set of questions. 1. Will you allow mentors to register (create a profile) in your site? Yes No They will initially go to a Pending status for an Administrator to approve. 2. Are you going to allow students to login and search the mentor database? Yes No 3. Do you want Mentors to see the Career Events menu item? Yes No 4. Please tell us the number of mentor contacts each student is allowed per month? ___________________ The default number is 10. 5. Would you like us to default the maximum number of students a mentor wishes to be contacted by? Usually a school defaults to 5 or 10 and also allows the mentor to change the number defaulted. 6. Would you like to rename the menu item pertaining to Mentors for Admin and Students? ___________ If so, please indicate what you would like to rename them to. Keep in mind that while you can rename the menu names, you cannot rename cookie crumb trails or sections . • An Admin sees Mentors underneath the Databases menu Rename Mentors to ____________________ (example) Alumni Networking • A student sees the following menus: Mentor Search Rename Mentor Search to ____________________ (example) Alumni Networking Search. Account Managers: Bobbi Parmiter (x121) – [email protected]Rachel Sherrell (x122) – [email protected]Bryan Furler (x115) – [email protected]Katrina Garza (x103) – [email protected]Jean McCoy (x101) – [email protected]
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Mentor Training Materials: Questions, Homework, and Worksheets
Last updated: 09/25/2009 Page 1 of 12
Mentor Materials
Questions, Homework, and Worksheets
The following questions and worksheets will help us customize the Mentor module in your system. Please complete the following set of Questions and Worksheets and fax them back to your Account Manager. Our fax number is 1-800-858-1380. We strongly recommend each staff member complete the Homework exercises. The exercises will assist you in reviewing the lessons of that day’s training. It is also recommended that each staff member read through the Things to Do section. Have a wonderful day! CSO Services Team Phone: 1-866-705-4201, press 1 for services Fax: 1-800-858-1380
QUESTIONS
Please answer the following set of questions.
1. Will you allow mentors to register (create a profile) in your site? � Yes � No They will initially go to a Pending status for an Administrator to approve.
2. Are you going to allow students to login and search the mentor database? � Yes � No 3. Do you want Mentors to see the Career Events menu item? � Yes � No 4. Please tell us the number of mentor contacts each student is allowed per month? ___________________
The default number is 10. 5. Would you like us to default the maximum number of students a mentor wishes to be contacted by?
Usually a school defaults to 5 or 10 and also allows the mentor to change the number defaulted. 6. Would you like to rename the menu item pertaining to Mentors for Admin and Students? ___________ If so, please indicate what you would like to rename them to. Keep in mind that while you can rename the menu names, you cannot rename cookie crumb trails or sections.
• An Admin sees Mentors underneath the Databases menu Rename Mentors to ____________________ (example) Alumni Networking
• A student sees the following menus: Mentor Search Rename Mentor Search to ____________________ (example) Alumni Networking Search.
Mentor Training Materials: Questions, Homework, and Worksheets
Last updated: 9/21/2009 Page 2 of 12
HOMEWORK
For these homework exercises, you will need to login as an administrator in your site. You should all have an administrator account by now, so you should login with your own username and password.
• Exercise #1: Register as a new Mentor.
o Next, approve your new mentor (you must login as an Administrator to approve a member).
o Finally, log in as a student to see if you can see and contact your mentor. ____________________________________________________________________________
o BONUS – If you set up your mentor to be contacted anonymously and as your student you emailed your mentor through the system, log back in as an administrator and search for that information in the student’s Activity.
THINGS TO THINK ABOUT…
Here are some additional things we want you to think about:
1. Do you need to put a link for Mentors on your office website or portal page? You may need to contact the person in charge of updating your website in order to do this and give them the following link information https://www.myinterfase.com/yoursitenamehere/mentor.
WORKSHEETS
In the next pages you will find the worksheets that accompany the Mentor Training. These worksheets will help you customize some of the Memos you see in the system.
Follow the directions on each page to complete the following worksheets for the Mentor Profile and Memos. P.S. Remember to fax your worksheets to your Account Manager before your consultation session. Our fax number is 1-800-858-1380.
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WORKSHEET: MENTOR PROFILE The purpose of this worksheet is to identify which fields in the Mentor profile should be required, renamed, turned off, added and which code values should be included in each field. Please use the following method:
� If you wish to make a field required, place an asterisk (*) in the Required column. o NOTE: The fields below marked with an asterisk (*) are already required in your Interfase site.
� If you wish to rename a field, write it next to the original name under the Rename Field To column. � If you wish to turn off a field, check the box in the Remove Field Entirely column.
o NOTE: Fields with blacked out boxes cannot be removed. � If you wish to remove a code, draw a line through the code in the Default List. To add a new code, fill in the blank. � If there are any additional fields you want to add, write them under the Custom Fields section on page 7.
PERSONAL INFORMATION
Required? *
Field Name Rename Field To: Remove Field
Entirely? Default List
* First Name □ Text Entry Field Only
Middle Name □ Text Entry Field Only
* Last Name □ Text Entry Field Only
Maiden Name □ Text Entry Field Only
* User Name ■ Text Entry Field Only
* Password ■ Text Entry Field Only
* Address 1 □ Text Entry Field Only
Address 2 □ Text Entry Field Only
* City □ Text Entry Field Only
* State □ Covered in Training #1
* Zip □ Text Entry Field Only
Country □ Covered in Training #1
* Phone □ Text Entry Field Only
Alternate Phone □ Text Entry Field Only
* Email □ Text Entry Field Only
Alternate Email □ Text Entry Field Only
Cultural Background
□
1. African American 2. Asian 3. Caucasian 4. Hispanic 5. Multiracial 6. Native American 7. Other 8. Pacific Islander 9. _______________
Allow Student Contact □ Yes or No Field
Student Contact Method Cannot Edit ■
1. Anonymous 2. Show Contact Info
Show Address □ Yes or No Field
Show Phone □ Yes or No Field
Show Alternate Phone □ Yes or No Field
Show Email □ Yes or No Field
Show Alternate Email □ Yes or No Field
For Anonymous Contact Use Alternate Email □ Yes or No Field
Maximum Student Contacts per Month □ Number Field
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WORKSHEET: MENTOR PROFILE CONTINUED Please use the following method:
� If you wish to make a field required, place an asterisk (*) in the Required column. o NOTE: The fields below marked with an asterisk (*) are already required in your Interfase site.
� If you wish to rename a field, write it next to the original name under the Rename Field To column. � If you wish to turn off a field, check the box in the Remove Field Entirely column.
o NOTE: Fields with blacked out boxes cannot be removed. � If you wish to remove a code, draw a line through the code in the Default List. To add a new code, fill in the blank. � If there are any additional fields you want to add, write them under the Custom Fields section on page 7.
Employment Status □ 1. Not Currently Working 2. Retired 3. Working 4. ______________ 5. ______________
* Job Description □ Large Text Entry Field
Previous Jobs □ Large Text Entry Field
Advice □ Large Text Entry Field
Expertise □ Large Text Entry Field
Hobbies □ Large Text Entry Field
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Please use the following method:
� If you wish to make a field required, place an asterisk (*) in the Required column. o NOTE: The fields below marked with an asterisk (*) are already required in your Interfase site.
� If you wish to rename a field, write it next to the original name under the Rename Field To column. � If you wish to turn off a field, check the box in the Remove Field Entirely column.
o NOTE: Fields with blacked boxes out cannot be removed. � If you wish to remove a code, draw a line through the code in the Default List. To add a new code, fill in the blank. � If there are any additional fields you want to add, write them under the Custom Fields section on page 7.
EDUCATION
Required? *
Field Name Rename Field To: Remove Field
Entirely? Default List
School (most current) □ Text Entry Field Only
Major (most current) □ Text Entry Field Only
Graduation Year (most current) □ Text Entry Field Only
Graduation Year (least current) □ Text Entry Field Only
Degree (least current) □ Same as Degree (Most Current)
WORKSHEET: MENTOR PROFILE CONTINUED
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Please use the following method:
� If you wish to make a field required, place an asterisk (*) in the Required column. o NOTE: The fields below marked with an asterisk (*) are already required in your Interfase site.
� If you wish to rename a field, write it next to the original name under the Rename Field To column. � If you wish to turn off a field, check the box in the Remove Field Entirely column.
o NOTE: Fields with blacked boxes out cannot be removed. � If you wish to remove a code, draw a line through the code in the Default List. To add a new code, fill in the blank. � If there are any additional fields you want to add, write them under the Custom Fields section on page 7.
ADDITIONAL INFORMATION
Required? *
Field Name Rename Field To: Remove Field Entirely?
Default List
Alumni □ Yes or No Field
Co-Curricular Activities
□
1. Academic Honor Society 2. Community Service Organization 3. Intramural/Varsity Sports 4.Music/Theatre/Dance Group 5. Newspaper 6. Orientation Staff 7. Peer Counselor/Tutor 8. Radio Station 9. Residence Life Staff 10. Student Government 11. Student Professional Organization 12. _______________ 13. _______________ 14. _______________ 15. _______________
*
Mentor Activities
□
1. Conduct Information Interviews 2. Conduct Mock Interviews 3. E-mail Networking with Students 4. Hosting 5. Resume/ Cover Letter Critiques 6. Shadowing 7. Speaker: Club Meeting or Program 8. Speaking with Alumni 9. Sponsor an Internship 10. _______________ 11. _______________ 12. _______________ 13. _______________ 14. _______________ 15. _______________
CONTROL INFORMATION
Required? *
Field Name Rename Field To: Remove Field Entirely?
Default List
*
Status
■
1. Active 2. Inactive 3. Pending 4. _____________
WORKSHEET: MENTOR PROFILE CONTINUED
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MENTOR CUSTOM FIELDS: You also have the ability to add new fields in the system. If there are any new fields you would like, list them here. A text field is one where the mentor can type in data. A code field is one where the mentor can select from a list of values you provide. A date field is one that requires a date.
Please use the following method:
� If you wish to make a field required, place an asterisk (*) in the required column. � Choose the field type you would like to use by placing a check mark in the appropriate box. � Enter the new field name. � If you are using a Code field, fill in the code values in the List Field Values Box. � In the located by which field box, enter the field name that the new field should either come before or after.
� Circle Before or After to designate where the field should be.
WORKSHEET: MENTOR CUSTOM FIELDS
MENTOR CUSTOM FIELDS
Required? *
Field Type New Field Name List Field Values Located By Which
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WORKSHEET: MENTOR LOGIN PAGE MEMO
The purpose of this worksheet is to provide you with steps to edit the mentor login page memo. Below is a screenshot of the default memo on the Mentor Login page.
How to edit this memo: 1. Log into your Interfase site as a Supervisor Administrator. 2. Go to Tools > Setup > Memos. 3. Under ROLE, choose ALL. 4. Under MEMO, choose Mentor Login page. 5. Under TEXT, make your changes. 6. Click the Save button when done. 7. Click the REFRESH Setup Options button.
Here is the memo that currently appears:
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WORKSHEET: MENTOR REGISTRATION MEMOS The purpose of this worksheet is to provide you with steps to edit the mentor login page memo. Below is a screenshot of the default memo on the Mentor Login page.
How to edit this memo: 1. Log into your Interfase site as a Supervisor Administrator. 2. Go to Tools > Setup > Memos. 3. Under ROLE, choose Mentor. 4. Under MEMO, choose New Mentor – Personal Information (or whichever memo you wish to edit) 5. Under TEXT, make your changes. 6. Click the Save button when done. 7. Click the REFRESH Setup Options button.
To view the mentor registration memo page as a mentor, click on the “Click here to Register” link on the Mentor’s Login page.
Here is what is currently displayed:
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The purpose of this worksheet is to provide you with steps to edit the mentor welcome message memo. Below is a screenshot of the default memo the Mentor will see logged in.
How to edit this memo: 1. Log into your Interfase site as a Supervisor Administrator. 2. Go to Tools > Setup > Memos. 3. Under ROLE, choose Mentor. 4. Under MEMO, choose Mentor Home Page (or whichever memo you wish to edit). 5. Under TEXT, make your changes. 6. Click the Save button when done. 7. Click the REFRESH Setup Options button.
Here is what is currently displayed:
Congratulations, you are finished with the Mentor Packet!
What to do next? □ Complete and fax this packet to 1-800-858-1380. □ Have a consultation session with a CSO Services member to discuss customizations in this packet. □ Prepare any materials for mentors, for example invitation letters to register as mentor.
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Last updated: 9/21/2009 Page 11 of 12
[Placed on letterhead]
Date Mentor Name Address City, State, Zip Dear Mentor Name: The Career Services Office is excited to announce the launch of a new system that allows students anonymously or not to contact mentors who have registered within our system. As a mentor you can communication with students on career related information and any career advice. This new tool helps empower our students by allowing them to directly contact professional and alumni in the current working world. As a mentor you will have the ability to manage your own account online while allowing Career Services to supervise the whole process. The online system, located at www.yourofficewebsite.edu, provides numerous benefits to students, employers, and the Career Center staff and faculty including: Benefits to Students:
• Search for registered mentors who have allowed for contact
• View mentor profiles on their Career Advice, Currently Employer, Employment History, and Educational History
• Contact mentors to ask career related questions
• Receive responses from mentors Mentor Capabilities:
• Register your account with our office
• Be allowed to be contacted by students either anonymously or show your contact information
• Mentor determines how many contacts per month you are willing to receive from a student
• Answer students questions on career related information and advice
• Participate in our Career Center events like Mock Interviews, Information Session, and Presentations
• View upcoming Career Events and Job Fairs
We encourage and invite you to work with our office by becoming a mentor within our system to help education and inform student about their career and educational goals. With this proficient new tool and your partnership we can better prepare our students for success in all of their employment endeavors and create a positive job search experience. Thank you for your time and if you have any questions please stop by our office, we would be happy to speak with you further. Sincerely, Your Name Title Phone
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[Insert your Interfase banner here]
INTERFASE – MENTOR GUIDE
Access the following website: www.myinterfase.com/__________/mentor
New User: Click on the Click Here to Register link. � Complete all of the sections � Click on this link to edit fields within the section.
Existing User: Log into system using your Username and Password
� You will see a section containing Personal Information. � The section will have an [Edit] link on the top right corner. � Click on this link to edit fields within the section. � Carefully go through the section and complete all of the fields making sure to click on the Save
button. � Required fields are marked with an asterisk (*).
Note: Student Contact Information options: � Student Contact Method – Select Anonymous or Shot Contact Info
• Anonymous: will prevent students from seeing your actual contact information but will allow them to submit an email to you through our system. The email you receive will be from the student’s email address so that you may reply directly to the student.
• Show Contact Info: This will display the contact information you decide to show in the following fields. You can determine if you wish to show your Address, Phone, Alternate Phone, Email and/or Alternate Email.
� Max Contacts per Month - enter the maximum number of contacts from individual students you wish to allow per month.
View Career Events: Click on Career Events menu
� Search by the Career Event name or by the date range of events, click Search o Hint: Just click search without any criteria to see all events.
� Click on the Career Event name to see event detailed event information � If available click on Search Employers to see a list of employers registered for a job fair
