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Mentor Beginning-of-Year Calls/Discussions

The Mentor Beginning-of-Year (BoY) Call/Discussion represents the first standardized support touch point that mentors receive each program year as a part of Program Launch season.  The BoY Call involves the completion of a semi-scripted conversation between the Program Manager (PM) and mentor, typically completed over the phone or by video chat.  These conversations look slightly different based on the context of the school, the grade the mentee is in and the stage of each pair's relationship.

This article provides resources for planning, scheduling and managing toward completion of high-quality BoY Calls.

Planning and Scheduling

Each of the resources below are designed to support implementation teams in their efforts to thoughtfully plan and prepare for the completion of high-quality BoY Calls:

Setting Short and Long-Term Completion Goals

Each PM's Program Launch season experience will look slightly different based on their partner school.  This one-pager outlines the rationale for and importance of setting a target date, as well as interim goals, for the completion of standardized support calls with mentors.

Reviewing Call Scripts (New Mentors / Returning Mentors)

In order to develop comfort with the content and rhythm of the BoY Call discussion, PMs should review the call script that is appropriate for their cohort.  (Note: The links above direct to the nationally developed BoY Call scripts.  PMs should check with their manager to ensure they are using the correct script in the event that regional implementation leads have made alterations.) 

Setting Up a Call Scheduling System

Microsoft Bookings is the call scheduling tool implementation teams use that allow mentors access to PMs' calendars to schedule their BoY calls.  This Learning Center article outlines how the product works and includes links to additional supports from iMentor's Teach Solutions team.

Completion

Each of the resources below are designed to support implementation teams in their efforts to manage toward completion of BoY Calls:

Establishing a Call Completion Workflow

It is strongly recommended that PMs develop a workflow strategy to ensure all mentors complete their BoY call in a timely fashion.  This link directs toward an exemplar workflow that PMs can simply adopt or work with their manager to modify.

Tracking Toward Completion

The one-pager provides PMs with options for tracking their BoY Call completion and/or scheduling.  PMs are also expected to communicate their progress toward BoY Call completion via their weekly management check-in (Click HERE to access the appropriate PM-Manager Check-In document; Click HERE to access the Microsoft Excel Call tracker, which icludes instructions for use).

Documenting the Call

The pair support documentation protocol specific to BoY Calls is directly linked above.

Sending a Follow-Up Email (New Mentors / Returning Mentors)

Because BoY Call content can be dense and each call may generate slightly different next steps, it is important that PMs send a follow-up email to mentors summarizing the discussion and reiterating tangible action items for the mentor and/or PM.  (Note: The link above directs to a nationally developed template for this email communication, but if region-specific modifications were made to the call script, PMs may nee to use a regionally edited email template.  PMs should check with their manager to ensure they are using the correct follow-up email template.)