Committee Planning Report

NOTE: ** = Required Field


**Type of report being submitted: Committee Planning Report


**Date: 9-16-04


**Committee Name:  Mentoring Committee


**Supervising Board Member:  Laura Kortz


**Chair, Co-Chairs, Assistant Chairs:  Samantha Schmehl-Hines, Sarah Sutton


**Committee members:  Christine Borne, Jennifer Cella, Leland Deeds, Arwen Hutt, Marissa Priddis, Janis Seagrave


**Committee Charge:  The Mentoring Committee's responsibility is to develop the Mentoring Program, which matches mentors with new members at the ALA Annual Conference. The committee is charged with exploring ways to use technology and up-to-date communication methods to expand mentoring to an all-year-round program available to those who can't attend conferences. The committee also prepares guides dealing with mentoring


**2004 - 2005 Project Description / Goals: 


I. To conduct a pilot Career Mentoring Project between January and June 2005 for approximately ten pairs of mentors and mentees in order to develop policies, procedures, and best practices for a full fledged Career Mentoring Program during 2005-06.


II. To refine and improve the Conference Mentoring Program based on feedback from mentor/mentee evaluations of the 2004 Conference Mentoring Program and from 2003-04 committee members by creating increased opportunities for communication and networking between mentors and mentees.


**Specific Objectives (numbers, tangible end-products): 


I.A. Begin to recruit mentors and mentees by late October 2004.


I.B. Match pairs and notify participants by January 2005 in order for them to meet at Midwinter if both mentor and mentee plan to attend (note: conference attendance is NOT required).


1. Give primary preference to matching pairs by type of position and type of library to give both partners the best and most useful experience.  A secondary criteria will be location.  We will endeavor to put mentors and mentees in the same geographic area together if it makes sense to do so.


I.C. Assign a member of the NMRT Mentoring Committee assigned to each pair.  This committee member will notify the mentor and mentee of their pairing and send them a monthly discussion topic via email.  The committee member will also serve as a troubleshooter if any problems come up.


            1. The discussion topics we envision are:

a. Introductions (please include where you work, your email address and

phone number, and any expectations or requests you may have for your


b. Why am I here?: why we became librarians

c. Professional goals: what we want to do and how to get there

d. Professional development: how to keep learning after you get your MLS

e. Moving on up: the promotion/tenure process

f. Getting involved:  associations, committees, and networking

g. Final thoughts: wrapping up and sharing what we've learned


2. Mentors and mentees are, of course, free to discuss whatever they want, whenever and

however they would like. These topics are merely guidelines.


I.D. Create a final, detailed report of the pilot project which contains a description of successes and failures and the reasons for them.


II.A. Define the differences between conference mentoring and career mentoring and promote them clearly.


II.B. Match pairs in time for mentors to assist mentees in planning their conference schedule

            1. Determine guidelines for who may participate

            2. Solicit participants

                        a Invite all participants from last year (2004) to participate as mentors

                        b Contact the NMRT Membership Promotion and Relations Committee and the                                    NMRT Publicity Committee for assistance with promoting the program

                        c Contact the Shirley Olofson Memorial Award Committee and the 3M/NMRT

Professional Development Grant Committee to see if they're going to require that

their winners apply for mentors.  Solicit mentors from among their membership in


                        d. Announce the beginning of the application "season" to the obvious sources (the

NMRT list and other lists to which NMRT Mentoring Committee members

already belong).

3. Collect information about them that will facilitate matches

            a. Determine the critera on which we'll match pairs and what other data is needed

from participants

            b. Create an electronic application form that will transmit the data collected

automatically to our database

            c. Create the database on the Committee website


            d. Transfer the data that describe last year's participants to the database on the

Committee website

4. Match pairs based on predetermined criteria

5. Notify pairs of their match

            a. Determine what information about each pair (from their applications) should be                      included in the letters announcing the pairs

            b. Write the letter announcing the matches (mail merge?)

            c. Email the letter from the email address

6. Monitor the email for questions/comments/concerns/participants having difficulties with the matching process (e.g. those who can't reach their partners, those who must cancel at the last minute) and respond.

7. Respond to last minute applications

            a. Create a policy/procedure for handling last minute applications

            b. Post it to the NMRT Mentoring Committee web page

c. Monitor the database for data from new applications, make the matches, and communicate them to the participants


II.C. Plan and host events during the conference to facilitate interaction between participants

            1. Meet to match pairs in person on Friday night half an hour before the NMRT Meet and         Greet

2. NMRT Committee members lead informal dinner outings on Saturday or Sunday night           (whichever night the NMRT Social doesn't happen on).

3. (Arrange ahead of time for) Host a message board at the NMRT booth in the exhibit             hall


II.D. Provide detailed reports of the Committee's activities to next year's committee upon which they can build.

            1. Evaluate the participant's experience in the program

                        a. create an evaluation form

                        b. send it out to participants

                        c. collect the data we receive in return

                        d. provide the highlights in a report (also provide the raw data)

            2. Create a detailed calendar of what we did and when

            3. Share tips like how to maintain the Committee's web pages and with whom we

partnered to accomplish our goals

            4. Maintain the Committee's web pages

            5. Turn in required reports on time



Financial Report Section:

Your budget appropriation (see budget)

a. 25.00

Amount which you have spent so far this year

b. 0.00

Your estimated additional expenses this year

c. 0.00

Total of amount spent and additional "estimated" expenses for this year (b+c)

d. 0.00

Difference between budgeted amount and total expenses from above (a-d)

e. 25.00

Note about budget, the Committee has discussed the possibility of hosting a more elaborate social gathering at which mentors and mentees could meet and talk.  However, we feared that the expense of reserving space would exceed this year's budget so far that it would be impossible to accomplish so we will make plans for a less formal get together piggy-backed on to the NMRT Meet and Greet.  We do hope to petition the Executive Board for funding for such an event at the 2006 Annual Conference.


f. Vendor support planned or anticipated for the year (either money or in-kind gifts), list here: 




g. Vendor support requested: (From the above list, what, if any, has been requested from the Exhibitor Contact and Relations Committee?)




h. Vendor support received: (From the above list, what if any, has been received?)




Specific Needs/Support (non-financial): (For the categories below, please include approximate date service needed)

a. Web Support (help with webpage creation, web form creation, web database, web database, scripting, etc): 


Last year, the Committee created an electronic application form and a database of conference mentoring participants.  Data from the application form was entered into the database by hand.  This year we would like to elaborate on this process by creating an application form which would feed data into a database automatically.  If this is possible, it should be completed by December 31, 2004 in order to be in place when we begin promoting conference mentoring early in 2005.


b. On-site conference volunteers: (include estimated numbers needed and brief job description)




c. Publicity planned for the committee (posting to other discussion lists, official press release for webpage, etc.): 


Recruiting participants for Career Mentoring Pilot Project will take place in October and November 2004.  Last year, in recruiting for Conference Mentoring, the Committee members simply posted messages to the lists to which they belonged.  We believe that this method will be sufficient for recruiting participants for the Career Mentoring Pilot Project this year.


We see a need to promote the differences between Career Mentoring and Conference Mentoring and would welcome any suggestions about venues in which this might be done (in addition to the Mentoring Committee website, of course).


Recruiting for Conference Mentoring will take place in early 2005 with a goal of matching mentors and mentees by March 15, 2005 (although matching may continue past that date on a first come, first served basis).  Last year, in recruiting for Conference Mentoring, the Committee members simply posted messages to the lists to which they belonged and we encountered some difficulty recruiting mentors.  We'd like to expand our recruitment efforts this year and will seek the assistance of the Publicity Committee in this objective.


**Report submitted by:  Samantha Schmehl-Hines and Sarah Sutton, Co-Chairs, on behalf of the Mentoring Committee


**Email address: