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Checklist for the Screening Process


Overview of iMentor Screening Process

The screening process begins when a mentor applicant completes a mentor orientation and signs up for a screening interview. In each region, the cohort of orientation attendees is divided between the members of the Screening team as randomly distributed based on interview sign-ups via a round-robin calendar system. The screener ushers that applicant through the screening pipeline and ensures that all pieces of the screening process are completed. The mentor profile can be completed when an applicant signs  up for an interview or after attending orientation, though it is strongly encouraged that it be completed after signing up for an interview. Screeners also determine if the applicant will be a safe, collaborative, consistent, and mission-aligned mentor. 

The screening process ends when a separate member of the Screening team serves as a "buddy approver" who will conduct a final peer review of the application before welcoming the applicant to the mentor community.

The following gives an overview of iMentor’s screening process and the method in which progress is logged and assessed in order to determine whether an applicant will be accepted into the program. 

SCREENING CHECKLIST

FOLLOW-UP STEPS

Orientation

Did they attend orientation?

Yes – The mentor applicant is ready to begin the screening process. (Note: If they only attended half of the event, the applicant must complete the missing half before they are put into the Buddy approval phase.)

No – Local Mentor Engagement Team will follow up with mentor to reschedule orientation. 

Did they sign up for an interview?

Did they start or complete a mentor profile?

Yes – The mentor applicant continues with the screening process.

No – Mentor applicant can begin the screening process and screener will guide them to complete their profile.

Did the facilitator flag any behaviors during orientation?

Yes – Review facilitator notes; follow up with manager to review concerns and next steps.

No – Mentor applicant can continue with screening process.

Application

Did they submit an online application? 

(Assumes they attended orientation)

Yes – Search Salesforce by the applicant's name and email address. Once found, the assigned Screener will change the application into their ownership, ensure they are connected to an orientation campaign and look over definitions and references for approval.  (Note: if definitions are insufficient, follow up with mentor for revised ones.)

No – Create a walk-in application and follow up with mentor to begin/complete application.

Do they have an older application in the system?

Yes - Search Salesforce by the  applicant's name and email address. If they have an old application, review that application's status. If the applicant withdrew or was AC/AI, merge contact records. If the applicant was rejected or previously matched, discuss with your manager.

No – Screener will make sure mentor application is in their ownership and continue the screening process.

Did they finish the online application?  

Yes - Continue with the next steps of screening.

No – Screener will follow up with mentor to complete app.

Do they meet the basic requirements of the program?

  • 21 years or older
  • Has a flexible schedule
  • NYC & CHI: Has an Associate's at a minimum

Yes - Continue with the next steps of screening. (Note: NYC & CHI mentors need at least an associate's degree to mentor. There isn't a minimum education requirement for Baltimore applicants.)

No – Escalate to manager and determine next steps. 

Interview

Did they complete the interview?

Yes – Continue with the next steps of screening.

No – Follow up with applicant to reschedule phone interview.

Did any flags come up during the interview?  

Yes - Write match notes, review transcript, and document a flag. Follow up with manager about the concerns and discuss as a group in Screening Weekly.

No - Continue with the next steps of screening

References

Did they include sufficient references in the online application (cannot submit only family & must have known for 6 months)?

Yes – Send reference emails out to references.

No – Reach out to applicant to provide alternative references.

Are references approvable?

Yes – Screener will review and approve the reference.

No – Reach out to applicant to retrieve new references. Document any flags and discuss with manager if necessary.

SignNow

Did they complete the mentoring contract?


Yes - Proceed with screening.

No – Remind the applicant to check their email and complete the request. If they cannot find the email in their inbox or  spam folder, you may need to ask for an alternate email in order to complete this step.

NYC applicants – did they complete the background check release form?

Yes – Screening ops will assign a fingerprinting coupon code and nominate their candidacy with the DOE. The applicant will then receive automatic, fingerprinting instructions. Screener will monitor fingerprinting process.

Yes but no SSN - screening ops will reach out to applicant and/or guide screener to next steps/  

No – Remind the applicant to check their email and complete the request. If they cannot find the email in their inbox or  spam folder, you may need to ask for an alternate email in order to complete this step.

Background Check


Did they schedule or complete fingerprinting?Yes - Mark the Background Check Status as Scheduled or Fingerprinted. Check in after all scheduled appointments to ensure applicant attended. Once fingerprinted, await for a routine clearance.

No - Follow up with applicant, reminding them to address their fingerprinting step. Each region has different instructions.  

*Collaborate with screening regional leads around any issues, if needed.

Did they pass the background check?

Yes – No further action needed.

No - Follow up as necessary based on status.

Once all conditions are met, the application can move to buddy approval where a final decision about an applicant's admittance is made. If ok'd, the buddy approver moves the applicant to RTBM. Screening is complete.