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Agenda template for end-of-year meetings with schools

Partner Site: Name of Partner Site

End-Of-Year Meeting: Date and time of Meeting (Meetings are 45 minutes to one-hour in length)


  • Principal
  • School-Based Point Person
  • iMentor Teacher(s)
  • iMentor Director of School Partnerships (DSP)
  • iMentor Program Manager (PM)
  • iMentor Program Coordinator (PC)

I. Meeting Objectives

iMentor conducts end-of-program-year meetings at Partner Sites with the following objectives in mind:

  • reflect on iMentor program implementation including program participation data (email, event and student survey), iMentor session/event strategies and overall program integration within our partner school communities;
  • highlight successes and give and receive feedback to guide program improvement;
  • brainstorm iMentor program implementation plan for the following school year and identify related next steps; and
  • identify any additional areas for program integration and/or collaboration around the school’s college readiness and access efforts.

II. Shared goals and iMentor core outcomes

iMentor and School Name share a common goal of supporting students towards post-secondary success. All mentor-mentee relationship utilize iMentor’s curriculum and resources through classroom activities, emails and events to focus on four core outcomes:

  • Develop a strong personal relationship
  • Grow and nurture a college aspiration
  • Develop non-cognitive skills critical for college success
  • Provide individualized support with the college process and connect mentees to college resources and opportunities

III. Curriculum Engagement Data Year-to-Date

Program Enrollment 
Grade Number of Students Enrolled

Email Participation

  • Mentee weekly email  XX%YTD
  • Mentor weekly email XX% YTD
  • Healthy Pair YTD XX%  (i.e. 65% or higher email percentage rate)

Event Participation

  • Event #1- XX Pairs attended (approx. XX% of cohort)
  • Event #2- XX Pairs attended (approx. XX% of cohort)
  • Event #3- XX Pairs attended (approx. XX% of cohort)
  • Event #4- XX Pairs attended (approx. XX% of cohort)
  • Event #5- XX Pairs attended (approx. XX% of cohort)
  • Event #6- XX Pairs attended (approx. XX% of cohort)
  • Event #7- XX Pairs attended (approx. XX% of cohort)
  • Pairs that have met four or less times- XX (approx. XX% of cohort)
  • Pairs that have met five times- XX (approx. XX% of cohort)
  • Pairs that have met six times -XX (approx. XX% of cohort)
  • Pairs that have met seven times-XX (approx. XX% of cohort)
  • Pairs that have met 8+ times – XX (approx. XX% of cohort)
  • XX% of Pairs Meeting Event Benchmark YTD

XX% of Pairs Meeting Both Email and Event Benchmarks

IV. Stop, Go, Keep

  • What specific iMentor program implementation strategies utilized at this school have been successful that we should keep for next year?
  • What iMentor program implementation strategies have not been as successful at this school and should be adjusted or abandoned altogether?

V. Setting Up for Success: 2014-15 Program Planning

  • Program Enrollment for fall 2014, (i.e. grade(s), number of students served)
  • iMentor Session Schedule and Host Class
  • Technology Access
  • School Staff Roles
  • iMentor Staff Roles
  • iMentor Monthly Event Schedule
  • Partnership Expectations (staff orientations, weekly sessions, monthly events and ongoing communication)

VI. Summer Programming/Parent Communication

  • Summer Contact
  • Freshman Orientations/Summer Bridge
  • Parent Consents
  • Site start-up meeting
  • School Staff Orientations

VII. Additional Support for College Readiness and Access

VIII. Evaluation/Data Reporting  

  • Impact Report
  • Graduation Report (if relevant)

IX. School Site Acknowledgement Letter

X. Next steps