After an applicant completes the screening process, they will either be approved or rejected. An applicant will be rejected if they have not demonstrated that they will be safe, consistent, collaborative and mission-aligned mentor. An applicant may also be rejected during earlier stages of the screening process.
Steps to rejecting a mentor:
- Create a flag for the mentor applicant and follow up as needed.
- Discuss the flag and the applicant during a screening team meeting or with your direct supervisor in order to come to a decision.
- If the ultimate decision is to reject the applicant, the owning screener will write a low-inference "reason for rejection" blurb and send to the Associate Director of Mentor Screening for approval. The blurb should be around 2-4 sentences, outlining the reason why we feel the applicant would not be a good fit for the program and including brief, low inference examples.
- When the blurb is approved, the screener will ensure the flag is resolved, paste the rejection blurb in the 'Match Logistics' field in Salesforce, and change the applicant's status to 'Rejected' in Salesforce.
- The Associate Director of Mentor Screening will inform the regional recruitment lead.
- The Associate Director of Mentor Screening will generate a formal rejection letter that is mailed to the applicant's home address on record. An electronic copy is saved in the Screening folder on Box. (**All screeners must confirm applicant home address in their interview, and attain the complete address if they are a walk in. This is where a rejection letter will go. If a walk in is rejection worthy before there is opportunity to get an address, a flag should still be created and discussed, and status changed to 'Rejected' in Salesforce.)
- For NYC applicants who withdraw or are rejected, they need to be marked as INACTIVE in PETS. After withdrawing or rejecting an app in Salesforce, please proceed to log into PETS and mark the person inactive on our iMentor roster.
VIP Mentor Rejections:
On occasion, an applicant considered for rejection may be marked as a VIP by the regional Volunteer Engagement team, or come from a key corporate partner. In such cases, rejecting the applicant may have an impact on the relationship built at that company, or on the recruitment stream in general. When this situation involving screening and recruitment arises, follow these steps:
1. The screener who owns the application will follow flagging procedures as normal, clearly articulating the cause for rejecting the mentor.
2. Once the screener and the AD of Screening agree on rejection, the AD of Screening will communicate the flag and impending rejection to the regional Director of Volunteer Engagement via Chatter, including the flag and proposed steps forward.
3. The Director of Volunteer Engagement will communicate the rejection to the recruiter managing the relationship and together develop a damage control strategy as necessary. Volunteer Engagement will partner with the AD of Screening in case of further outreach from the applicant.
4. The screener will follow already established rejection procedure.
5. Both teams will standby in case of outreach from the rejected applicant.
Responding to a Rejected Mentor
On occasion, a rejected mentor applicant will reach out to their assigned screener, whether for clarification about the rejection or seemingly unaware that they were not accepted into the program. In such cases, please forward the message to the Associate Director of Screening, at which time they will respond with a version of the following email template:
My colleague XXXX forwarded your e-mail to me regarding your request for an update about your applicant status. We sent a letter to your address on file on MONTH DATE YEAR. I apologize if you did not receive the letter. I am attaching a PDF here for your records.
Unfortunately, we are not able to fulfill your interest in volunteering with iMentor at this time. In order to protect the rigor and integrity of our screening process, we are unable to provide any specific details about our decision. We can share that in addition to screening our mentors for safety, given that we work with youth, our process includes assessing a potential mentor’s fit with our program as well as the ability to commit and adhere to the iMentor program model.
I thank you very much for your commitment and interest and I wish you the best of luck in your future endeavors.