The below worksheet will help you to determine staff roles and tasks for the recruitment, training, and screening of new mentors. It should serve as a guide in helping you allocate staff members to the mentor recruitment process and figuring out the staff-to-volunteer ratio.
Planning Worksheet
Determine Mentor Recruitment Goals
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Total number of mentors in program (including waitlist) |
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Total number of pairs needed for program year? |
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How many additional mentors are needed (waitlist)? Recommended: 15% above total pair goal. |
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Breakdown of recruitment and training stage |
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How many complete applications will you aim for in order to meet mentor goal (includes waitlist)? Recommended: 30% above total pair goal. |
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How many mentors will you aim to train? Recommended: 20% above total pair goal. |
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How many mentors will you aim to interview? Recommended: 20% above total pair goal. |
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Determine Recruitment Timeline
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When does your program year begin (defined by when you plan to begin matching pairs)? |
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When will you begin the following mentor recruitment stages? (Keep in mind program start date) |
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Finalize recruitment, training and screening materials |
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Outreach |
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Info sessions |
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Trainings |
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Screening |
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Review Staffing Structure and Roles
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Who is responsible for creating, approving, and distributing recruitment, screening, and training materials? |
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What areas of recruitment will require additional staff capacity and collaboration? |
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What possible sources of extra staff support can you draw on (e.g. volunteer, Americorps, seasonal, hourly, development staff)? When and how can they assist? |
Mentor Profile
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Who are you targeting to be mentors? Who is your “ideal” mentor? Examples: Employer, Career field, Affiliation, Age, Experience, Etc. |
Recruitment Pipelines and Strategies
Who?What are some potential pipelines to consider? |
How?What are some potential recruitment strategies?Examples: Social media, email blasts, information sessions, events, word of mouth, print media |
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Networks (friends, family, staff, staff networks, board networks, organization/program alumni) |
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Corporate partners |
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Community partners (local businesses and business organizations, Rotary Clubs Chamber of Commerce, Graduate schools, Community associations, Other non-profits) |
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Affinity groups (based on shared activity, interest, background or profession, such as Society of Black Engineers or Women’s Executive Network) |
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Other . . . |
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Other . . |
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Other . . |
