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MENTOR GUIDE | 1

MENTOR GUIDE

Welcome to the Certification Mentor Program, created by the HR Certification Institute.

Thank you for giving us your time and support as a volunteer mentor. Without the

commitment of HR professionals like you, we would not be able to meet our mission.

Throughout the Certification Mentor Program, we will provide you with resources, support

and the information you will need to assist you in facilitating your mentoring relationship.

In this guide, we offer advice and tips on how to begin the relationship, what will be

expected of you, advice on communicating online and how to work with your mentee.

Please remember that we are here to assist you during your time as a mentor in our

Certification Mentor Program. Thank you again for your commitment to the HR profession

as well as to your role as a mentor.

Sincerely,

The HR Certification Institute

MENTOR GUIDE | 2

MENTOR ExPECTaTIONS aND REqUIREMENTS

Mentors are expected to:

• Sharetheirexperienceandknowledgewiththeirmentee

• Workwithinthetimeframegiventomeetmentee’sneedsandexpectations

• AssistmenteewithpreparingforHRcertificationexam(s)

• ExplaintothementeehowHRcertificationcanoffercareerbenefits

• ExplainthevaluethatHRcertificationcanofferbothprofessionally&personally

• Assistmenteewithdevelopingcurrentjobskillsandhelpthementeesetrealisticcareergoals

• Providefeedbackandconstructivecriticism

Mentors are not expected to:

• Drivethementoringrelationship

• Completetasksforthementee

• Haveimmediateanswerstoallofyourmentee’squestions

• Becomeapersonalfriendtomentee

• Providementeewithadviceonpersonalissuesorproblems

Mentor requirements:

• AdheretoCertificationMentorProgrampoliciesandprocedures

• Completeprogramtraining

• Committotheprogramatleastthreehoursperweek

• Gainanunderstandingofmentee’sneedsandexpectationsandcreateaplanofhowyouandyourmenteearegoingaboutmeetingthem

• Adheretomentoringrelationshipagreementbetweenmentorandmentee

• Completerequiredprogramactivities

• Adheretoprogramworkflow

• Creategoalandclosureplan

• Reviewoutcomeoftherelationshipwithmenteeatclosure

MENTOR GUIDE | 3

MENTOR’S OvERall GOal IN THE CERTIfICaTION MENTOR PROGRaMAsamentorintheHRCertificationInstitute’sCertificationMentorProgram,youaretoassistyourmenteewithstrategiesforsuccessinachievingcertification,aswellashelpingdefineacareerpathandprofessionalgoals.AsacertifiedHRprofessional,youunderstandthevalueandheightsthatonecanachieveintheprofessionwithacertification.Yourroleistohelpyourmenteebetterunderstandthatvalue.

Mentor’s overall task to accomplish this goal is to work with your mentee to answer these questions:

• WhydoIwanttobecomecertified?

• WhatdoIexpecttoaccomplishinmycareerafterbecomingcertified?

• WhydidIselectthecertificationthatIattemptedtoachieve?

• DoesmycurrentHRrolealigntothebodyofknowledgeofthecertificationIattemptedtoachieve?

• DidIselectthecorrectcertificationtoachieve?

• HowdidIstudyandprepareforthecertificationexam?

• WhydidIselectthatmethod?

• HowelsecouldIhavestudiedandpreparedforthecertificationexam?

• AmIreadytoearnmyHRcertification?

• AlongwithearninganHRcertification,whatadditionalactionscanItaketoaccomplishmycareergoals?

Whenyouandyourmenteebegintocreategoalstoaccomplishduringyourtimetogether,youwanttoensurethattheoutcomewillassistwithansweringtheabovequestions.Attheendofthementoringrelationship,you’llwanttohavemetyourmentoringrelationshipgoalsandhelpedyourmenteeanswerthequestionslistedabove.

MENTOR GUIDE | 4

aRE YOU MENTOR REaDY?Whatdoesamentorlooklike?Amentorisgenerouswithpraiseandpositivereinforcementandknowshowtoletthementeefindoutwhereheorshewentwrong.Mentorsarenotafraidtoinvestagooddealofthemselvesinanotherperson.

Should I mentor?

• AmIateamplayer?

• DoIconsiderthefeelingsofothers?

• AmIsupportiveandencouraging?

• DoIknowhowtolisten?

• DoIknowhowtocommunicatewell?

• DoIhavethetimetocommit,andamIwillingtomaketime?

• DoIlovetheprofessionenoughtowanttosharethatenthusiasmwithothers?

• DootherstrustmeanddoI,inturn,trustthem?

• CanIexplainmypointofviewwithoutgrowingimpatient?

Ifyouansweredyestomostofthesequestions,thenyoumorethanlikelyhavewhatittakestobeamentor.

A good mentor:

• Hasapositiveattitude

• Iswillingtodevotetimeandenergytohelpingothers

• Iswillingtosharepersonalexperienceandskills

• Isabletoprovideandreceivepositiveandnegativefeedback

• Treatsotherswithrespect

• Followsthroughwithcommitments

• Isabletomaintaintrustandconfidentiality

Mentoringcallsonyounotonlytopassonyourknowledge,skillsandexperiencebutalsoyourattitudes.Inmentoringyouteachbyexample.

Who Leads the Mentoring Relationship?Thementeesetsthestage:heorshedeterminesgoalsandcreatestheatmosphereforthetypeofmentoringrelationshipyouwillhaveforthenextsixmonths.Thementeewillletyouknowwhatisneededfromyou.Themoreinitiativethementeetakes,themoreproductivetherelationship.Youaretheretoguideandassist,thementeedoesthedriving.

MENTOR GUIDE | 5

THE fIRST MEETINGFirstimpressionslastforever.Thefirstmeetingisthemostimportantmeetingofthementoringrelationship.Thisisthetimewhenbothmentorandmenteebeginbuildingtrustandrapportwithoneanother.Thementeemustperceivethementorassomeonewhoinstillsconfidenceandprofessionalrespect.Thiswillbedeterminedinthatfirstmeeting.

Whenmentorandmenteefirstconnect,itisbesttodiscussthefirstmeeting.Determinethebesttime,meansofcommunicationand,mostimportantly,whatwillbediscussed.Mentorsmayevenwanttocreateanagendatoensurealltopicsthatwereagreedupongetcoveredandthetimespentisutilizedeffectively.Keepinmindthefirstmeetingshouldbetheonlymeetinginwhichyouarethemaindriver.

What to SayThisistheperfectoccasionforicebreakers.Anyideasoractivitiesyoucanbringtothemeetingtofacilitatediscussionwithyourmenteeishelpful.Thementeemayfeelintimidatedornervousbecauseyouareinapositiontheyadmireanddesiretoachieve.Helpingyourmenteefeelcomfortableshouldbeapriority.

Here are some tips that should be kept in mind for all meetings:

• Askopen-endedquestions(makeyourmenteegiveyoumorethanyesornoasananswer)

• Don’tjustquestion,haveaconversation

• Summarizeanyagreed-upontaskstobecompletedbeforethenextmeeting

Questions to ask your mentee:

• Tellmealittleaboutyourself

» Whatisyourroleatwork?(askformorebackgroundonprofileinformationrelatedtoworkandaddmorespecificssuchascompany,industry,supervisionresponsibility,currentprojects)

» Whatrolesdoyouhaveinyourpersonallife?(husband/wife,children,pets,volunteeractivities)

» Whatareyourinterestsandhobbies?

• ExpandonwhyyouwantedtobeamenteeintheCertificationMentorProgram

• Tellmealittleaboutwhattypeoflearneryouare

• Whatdoyouexpectfrommeasyourmentor?

• Doyouhaveanyspecificcareergoals,anddoyouneedhelpcreatingorrefiningthem?

• HowdoyouseeHRcertificationassistingyouinreachingyourgoals?

MENTOR GUIDE | 6

Becertaintosharetheanswerstothesesamequestionsaboutyourselfwiththementee.Includethecertificationsyouholdandwhyyoudecidedtoearnthem.Thefirstmeetingalsocanbeagoodtimetobegindiscussinghowthementeewouldliketostructurethementoringrelationship.Determinethebestmeetingtimesandfrequency,themeansofcommunicationwithwhichyouarebothmostcomfortable,howfeedbackshouldbepresentedandanyparametersorguidelinesyoubothwanttoputontherelationship(timesnottocall,amountoftimeexpectedtoreceivearesponsetoanemail,etc.).

Iftimeallows,begintotalkaboutthegoalsyourmenteewouldliketosetforthesix-monthrelationship.Ifheorshehasnotthoughtaboutthatyet,setitasanactionitemforthenextmeetingsothatyoubothgetthemostoutofthetimeyouarecommittingtothementor/menteerelationship.Tocloseoutthefirstmeeting,discussthenextmeetingdateandtimeandcreateanagendatogetherontopicstobeaddressed.

MENTORING RElaTIONSHIP ENGaGEMENTToassistinkeepingyourmentoringrelationshipmoving,wehavebuiltinmandatoryactivitiestoconductwithyourmentee.Asmentionedintheprogramhandbook,thereisaworkflowthattheseactivitiesshouldfollow.Pleasedonotrelyontheseactivitiesalone.Bringyourpastmentoring,work,volunteer,classroomandotherexperiencestotherelationshiptoenhanceitforyourmentee.Thementeeisaspongereadytolearnfromyouanddevelopnewgoalsandinsightsfromtherelationship.Comewitheverythingyouhavetoenhanceyourmentee’sknowledge,puthimorheronacareerpathtosuccessandsetacourseforpreparationandsuccessfulcompletionoftheHRcertificationexam.

Activities included in program workflow:

• Let’sWorkTogether(guideusedtohelpdefinethetermsofthementoringrelationship)

• SettingtheBar(setgoalsandactionplanforaccomplishinggoals)

• TimetoSayGoodbye(createclosure/exitplan)

• MentoringRelationshipAgreement

• HowDidIScore?(reviewmentee’sscorereportfromcertificationexam(s)taken)

• HowamIDoing?(progressreports–checkinonhowmentorandmenteearedoingwiththegoalsthatwereset)

• HowAreWeDoing?(3surveysgiventhroughoutthesix-monthrelationshiptolearnhowtheprogramisgoingfortheparticipants)

• PrepareforHRCertification(reviewofthestudymethodsandmaterialsavailabletoHRprofessionalstoprepareforexam)

• WhenIGrowUp(careerweekdiscussions)

MENTOR GUIDE | 7

Thegoalofeachactivityistoensurethatbothyouandyourmenteehavethesameunderstandingofwhatneedstotakeplaceduringyourtimetogether.Settinggoalsassistswithprovidingatargetfortherelationship.Withbothparticipantsheadinginthesamedirection,thereisaclearunderstandingofwhereyouaregoingasateam.Creatingaplanofactionhelpsyouclearlystatehowyouaregoingtogetthereandthemeansof“transportation”youwillusetogettoyourfinaldestination.Havingaclosure/exitplanensuresthatyouandyourmenteehavetakentimetolookbackatyourtimetogethertoascertainwhetherthereareanyaspectsoftherelationshipthatweremissed.Italsoallowsyoutoensurethatyouhavemettheexpectationsofyourmentee.Whenyouincludealltheseelements,inadditiontodefiningyourrelationshipinanagreementbetweenmentorandmentee,thisshowsyouhaveamutualunderstandingandcommitmenttothementoringrelationship.

Helpful activities

• Sharenewslettersthatcoverareasofinterests

• Introducementeetonetworkingopportunities,eitherthroughyourownnetworkorbyintroducinghimorhertoestablished,relevantnetworks

• Informmenteeofrelevantconferences,seminarsorworkshops

• Shareyourpastexperienceandthekeyactionsthatledtosuccessinyourcareer

• Suggestfurthereducationortraining,ifneeded

Keepinmindthattheaboveactivitiesarejustaframeworkforyouandyourmentee.Youbothmustdeterminehowbesttoworktogether;whenitistimetomoveontothenextactivity;whatadditionalactivitiescouldbeincluded;andhowbesttocommunicate,coachandlearntogether.

FeedbackItiscriticaltothementoringrelationshipthatbothyouandyourmenteeagreeonhowtogiveandtakefeedback.Mentorsshouldmakecertainthattheyhaveaclearunderstandingofhowtheirmenteewantstoreceivefeedback,thetypeoffeedbackthatisexpectedandhowfollowuptothefeedbackisdelivered.Thisincludestheforumusedtocommunicatefeedback,thetoneandattitudefeedbackisdeliveredinandthepresentationoffeedback.Thisunderstandingshouldbedefinedfromthebeginningoftherelationship.

MENTOR GUIDE | 8

Feedback tips

• Givefeedbackasquicklyafterdemonstratedactionthatpromptsthefeedbackisseen

• Criticizetheskill,nottheperson

• Nosarcasmoraggression

• Noarguing.Ifmenteebecomesdefensivewhenfeedbackisgiven,acceptitbutaskthatyourcommentsbeconsidered

Mentorsdonotforgetthatyoushouldbeopentofeedbackaswell.Itisatwo-waystreet.Feedbackshouldbegivenandreceivedbybothyouandyourmentee.Ifyouarenotreceivingfeedback,makecertaintoaskforit.

MENTORING ONlINEOneofthebiggestadvantagesincreatingavirtualmentoringprogramisthatitoffersgreateropportunitiesforreachingmoreparticipants.TheHRCertificationInstitutehasmorethan120,000certifiedHRprofessionalsinmorethan80countries.Thismeanswecouldnotletbordersbethebarriertoformingaperfectmentorandmenteematch.However,wedorealizethatconnectingonlineremovestheopportunityformentorandmenteetoconnectfacetoface,particularlyifmilesofroadstandbetweenthem.Inthissection,wewilladdresswaystoeffectivelyconnectwithyourmentee,nomatterthedistancebetweenyou.

Hereareafewthingstokeepinmind:Thesameguidelinesforatraditionalmentoringprogramapplyhere.Everythingyouwoulddoasamentorinatraditionalsettingworksinavirtualsetting.Whennecessaryandpossible,connectwithyourmenteeviaphone.Thishelpstocreatetherealfactorofyourvirtualrelationship.Makeuseofvideoconferencingtools,suchasSkype,toheightenthepersonalconnectionbetweenyouandyourmentee.

Say What You MeanTocommunicatewellonlineisconsideredanarttomaster.Therearetimesthatemailsoronlinemessagesaresentandthemessageisnotreceivedinthemanneritwasintended.Itisimportanttothinkthroughthegoalofyourmessage.Askyourselfwhatyouwantthereceivertogainfromreadingyourmessage.Beforesending,re-readwhatyouhavewrittenoutloud.Makecertainthatyourmessagesaysexactlywhatisintended.

MENTOR GUIDE | 9

When writing emails or any other electronic messages keep in mind:

• Ahastilywrittenemailcanbeinterpretedasdisinterested

• Disinterestcanbeconveyedwithincorrectgrammar,incompletesentencesandnumerousspellingmistakes

• Cuteemailsymbolsdonotreplacegoodwritingandcanaidinmisinterpretationofmessage

Non-verbalcuesweighheavilyinavirtualenvironment.Youwanttosendtherightmessagewitheveryinteractionyouhavewithyourmentee.

There are a few things you can do to help:

• Keepyourmeetingsandbeontime

• Combineconnectingbyemailwithphonecallsorvideoconferences

• Useactivelisteningskillstoassessthementoringrelationshipregularly

• Ifpossible,meetinperson(thiscanoccurifthereisaconferencebothyouandyourmenteewillbeattending,aneventyoubothhappentoparticipateinorifyouarecloselylocatedtooneanother)

BRINGING THE RElaTIONSHIP TO a ClOSEYouwanttoendyourmentoringrelationshipproperly.Itisimportanttowrapuptherelationshipinsteadofabruptlystoppingtheconnections.Spendsometimeafewweeksbeforetheendofthesixmonthsreviewingyourclosure/exitplan.Spendtimetogetherlookingatwhereyoucurrentlyareintherelationshipandensuringthatgoalshavebeencompleted.Makeanynecessaryadjustmentstoensurethatallexpectationsaremetandbothmentorandmenteearesatisfiedwiththeresults.

Thisisalsoagreattimetodiscusswhatyoubothlearnedthroughoutyourtimetogether.Whatdoyouandyourmenteebothplantotakeawayfromyourconnection?Reviewwithmenteethenextstepstheyshouldtake.Suggestanyareastheyshouldcontinuetofocuson,anyactionstheyshouldengageinorfollowupon.Exploretogetherwhatthefuturehastoofferthementee.

Lastly,discussanyongoingtermsoftherelationship.Youandyourmenteecandecidetokeepintouchoncetheofficialrelationshipiscomplete.Thisdecisionmustbemadetogether.Ifbothmentorandmenteewouldliketocontinueamentoringrelationship,besuretotalkaboutwhatthatwilllooklike.Youwouldwanttoagreeonfrequencyofcontact,forumsusedtomakecontact,whatwillcontinuetobeworkedonandifyouwanttodesignateanendingtimetotherelationship.

MENTOR GUIDE | 10

CelebrateEndingamentoringrelationshipisatimetocelebrate.Lookingbackatallthathasbeenaccomplished,learnedandgainedfromtherelationshiparemomentstopraise.Comeupwithhowyouwanttoacknowledgeallthatyouandyourmenteehavedonetogether.

Suggestions for celebrating

• Sendmenteeanoteandincludeanycommentsyouwishtoshareabouttheexperience

• Sendmenteeane-cardandincludeallthemilestonesreachedduringthementoringrelationship

• HavecakeandicecreamoverSkype

• Sendasmalltokentomentee

ENDING THE RElaTIONSHIP EaRlYYoumayfindthatthereisaneedtoendtherelationshipsoonerthanexpected.Anunexpectedeventmayoccurinthepersonalorprofessionallifeofthementorormentee,theprogrammaybetakingmoretimethanoneorbothofyouexpectedoryouandyourmenteemaydiscoveryouarenotthebestfit.

Here are some signs that it could be time to move on:

• Thereareotherdemandsinyourlifethataredistractingyoufromcommittingtotheprogramcompletely

• Therehavebeennumeroustimeswheremiscommunicationbecomesanobstacletoprogressinthementoringrelationship

• Duringmeetingswiththementee,youbecomeboredand/orannoyed

• Whenitseemsthatyouandyourmenteehavenothingtodiscuss

• Thereareproblemsinthementoringrelationship,buttheyhaveneverbeendiscussed

Wesuggestthatyouevaluateyourselfbeforeendingtherelationship.Mentoringisapartnership,andittakestwopeopletomakeitsuccessful.Askyourself,whatrolehaveIplayedintheaspectoftherelationshipthatisnotworking?Also,takethetimetothinkthroughhowyoumayimproveonyourownperformance.

Onceyouhavediscoveredwhatyoucandobetter,reachouttoyourmenteeandtalkthroughyourdiscovery.Askyourmenteetodothesameselfevaluation.Finally,talkabouthowyoubothcanmoveforwardtoimprovetherelationship.Ifyoufindthatimprovementwillnothelptherelationship,reachouttotheprogram’scoordinatorforthenextstepstowardendingtherelationshipearly.Thisshouldbethelaststep.

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Thank you again for your time and becoming a mentor in our Certification Mentor Program.

We hope you find the tips and suggestions helpful. lastly, remember to include fun in your

mentoring experience!

Do not hesitate to contact us at any point and time with questions.

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