SCIPAC MENTORING PROGRAM THE PATH FORWARD

LCDR Alfredo R SanchoSciPAC Mentoring Subcommittee

USPHS Scientific and Training Symposium21 June 2012

Agenda

SciPAC Mentoring Program SciPAC Mentoring Program Survey Results

Recommendations

Questions

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Evaluation of PHS-wide Mentoring

Program Evaluation began in July 2010

Goals:• Improve communication and knowledge

sharing• Identify best practices• Identify opportunities for improvement• CY2011 operational plans for each of the

PHS category mentoring programs • Develop a white paper for review by the CPO

PAC that both informs and recommends a strategic plan.

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Feedback from the Expert Panel for PHS-wide

effort Expand goals to include all-around

development Formalize training Recognize mentoring program participants Conduct annual recruitment Be more pro-active in reaching out to new

CAD’s Utilize senior O4’s to mentor O3’s Formalize a periodic program evaluation

process 4

SciPAC Mentoring Program Goals

Facilitate relationship building between a volunteer mentoring officer and a mentee.

1. Recruit mentors (CAPT’s and CDR’s)

2. Successful advancement of the junior officer’s career

3. Simultaneously meeting the needs of the Commissioned Corps to best fulfill its Global Health mission

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Scientists distribution by Rank Category Total as of 1 Nov 2010 = 304

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Distribution by Years of Scientists with USPHS

Category Total as of 1 Nov 2010 = 304

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Survey respondents (n=116)

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Participation in Mentoring Program

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Survey key findings Mentees fail to reach out to mentors and

take advantage of the Mentoring Program Mentors want written guidance, lessons

learned, best practices, and a venue for communication with other mentors

Mentees are not clear on what they need or expect from the mentor

Mentors and Mentees want a better understanding and clarity of the Mentoring Program procedures

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Survey key findings – Cont’ Mentees would like the option to select a

mentor or to have a mentor suggested to them

Mentees find very little in common with mentors currently assigned by the Mentoring Subcommittee

61% of mentees indicated that their time with mentors was well utilized

65% of mentors indicated that their time with mentees was well utilized

60% of mentees were of LCDR rank and had two to four years of PHS service

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Time well spent

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Most Important Traits of a good Mentor

Shares the same discipline/degree 55%

Has a higher rank 45%

Works in the same geographical area 29%

Has the same career track 26%

Works in the same Agency 19%

Share similar personality type or traits 7%

Is of the same gender/ethnicity 3%

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Traits of a Good Match

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Most Important Needs/Objectives of

Mentees Guiding through the Promotion process

81% Encouragement

77% Networking

71% Defining career goals

71% Writing a strong SciPAC modeled CV

68% Preparing for the annual COER

61% Finding career/job opportunities

42% Customizing an Individual

Development Plan 32%

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SciPAC Mentoring Program Recommendations

1.Update Mentor/Mentee records 2.Generate & implement written agreement

between mentor and mentee 3.Generate & distribute one-page reference

handout on Mentoring Program 4.Develop & distribute “Mentor’s Resource kit” 5.Implement a new Mentor-Mentee matching

system 6.Develop a SciPAC Mentor of the Year Award

Program7.Revise SciPAC Mentoring Subcommittee SOP

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Update current Mentor/Mentee records

The need to find out the status of all prior mentor-mentee matches was determined to be a high priority. Up until now, there has not been a systematic effort to assess if the existing mentor assignments have been active or to update their contact information. It is recommended that this be a biannual task to ensure accuracy of records.

To be completed by: Completed

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Written agreement between Mentor and

Mentee The objective of this effort is to elicit a conversation between mentors and mentees in order to formalize their working relationship and develop a working structure to include format and frequency of contact and to identify what are the objectives of the relationship.

To be completed by: Implementation phase

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One-page handout on SciPAC Mentoring Program The need was identified and a one-page

handout containing references to tools, guidance on roles and responsibilities of the Mentor and Mentee, and other useful information was developed by the subcommittee.

To be completed by: Completed

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Implement a new Mentor-Mentee matching

system The survey findings pointed at the need to

provide the mentee the opportunity to play a role in the selection of their mentor. The Mentee will be able to select from a list of possible mentors or obtain Mentor recommendations from the Subcommittee. Once a match is made, the role of the Subcommittee will be to provide advice and guidance to all parties.

To be completed by: 4th Quarter 2012 20

Revise SciPAC Mentoring Subcommittee SOP

In order to support these recommendations, new duties and responsibilities are being added or revised in the Subcommittee’s SOP. The Mentoring Subcommittee will submit the revised SOP to the SciPAC Executive Board for review, voting, and approval.

To be completed by: 4th Quarter 2012

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Develop & distribute “Mentor’s Resource kit”

From the Mentor’s perspective, there is a need for written guidance on how to improve mentoring outcomes, make available key documents and/or identify useful resources, and setting up a communication venue for sharing lessons learned and best practices. Collaboration between the SciPAC Career Development and the Mentoring Subcommittees will be necessary.

To be completed by: 3rd Quarter 2013

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Develop a SciPAC Mentor of the Year Award

Program While not an outcome from this survey,

the Subcommittee believes that there is a need to recognize the efforts by Mentors. This Subcommittee proposes to collaborate with the SciPAC Awards Subcommittee for the development of a SciPAC Mentor Award.

To be completed by: 4th Quarter 2013

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Thank YouThe SciPAC Mentoring Subcommittee

CDR Boris Aponte (AHRQ) – Chair

CAPT Diana Bensyl (CDC) – Co-Chair

CDR Mark Methner (CDC) – Co-Chair

CDR Angela Smith (DoD)

CDR Jacqueline Sram (FDA)

LCDR Adrienne Goodrich-Doctor (NIH)

LCDR Alfredo R Sancho (FDA) 24

Questions?

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