General Rescreening: Types and Who is Responsible for Outreach
When a match is closed (either because the match was formally completed or prematurely terminated), a mentor in good standing is welcome to become a mentor to a new student.
There are typically three situations to consider when a match closes:
- Match completed/closed- the mentor was safe, consistent, collaborative, and mission-aligned and has expressed interest in mentoring a new student. The mentor needs to resubmit their application online which will trigger a new (cloned) application on SF. In such cases, the local Mentor Engagement Team will locate this cloned application on Salesforce and make them RTBM.
- Match completed/closed- the mentor was safe, consistent, collaborative, and mission-aligned but is unsure about mentoring a new student. In such cases, the local Mentor Engagement Team is responsible for stewarding that mentor through the application confirmation process and ultimately RTBMing, withdrawing, or putting them on hold.
- A match has closed- the mentor has expressed interest in mentoring a new student but the pair’s Program Manager has concerns about them being a safe, consistent, collaborative, and mission-aligned mentor. In such cases, the Screening Team is responsible for formally rescreening the mentor to assess whether they should return to the program.
Logistical Steps in Rescreening, no Applicant Concerns (Mentor Engagement team):
- Once the original match is formally closed in the Platform and on Salesforce, the local Mentor Engagement Team asks the mentor to follow instructions in resubmitting their application online. This will prompt them to update and resubmit their mentor application.
- Mentor Engagement utilizes rescreening campaign to steward mentors through the process.
- Once a mentor has resubmitted an application, Mentor Engagement Team can make the mentor RTBM on the iMentor Platform.
- For technical instructions on Rescreening for Mentor Engagement Teams, click here.
Rescreening Questionable Mentors (Screening team)
In some cases, the mentor's Program Manager may have concerns about their continued participation. Additional re-screening by the Screening Team is needed in these cases:
Once the AD of Screening assigns a Rescreen app to a screener, review all of the Program Manager notes in Platform and parse out what the issues or concerns are.
Schedule a brief call with the mentor. The Rescreen script includes questions like: 'Are there any days of the week that you are not able to make it to an event? Tell me about your recent match- What do you think made the experience positive? What were some of your challenges?' And personalized questions may be added including, 'How would you navigate similar challenges in a new match? Would you do anything differently?"
Add anything noteworthy to Match Notes. Create a flag if necessary. Support the applicant through the fingerprinting process if it's required they be reprinted.
Partner with your manager or the Associate Director of Screening to determine if the mentor should be rematched.
If Screening clears the applicant for rematching, update their Rescreen (RS) status to RTBM in Salesforce. No need for Buddy Approval UNLESS the app needed to be reprinted.
Now that we are operational in 4 big cities, we are likely to hear from mentors who are relocating from one city to another and would still like to participate. This article details how to screen relocating mentors.
Follow these steps if you learn that a current mentor is relocating to another program city:
Chatter notify the Associate Director of Mentor Screening and the regional screening manager for the city the mentor is moving to on the existing mentor application. Note that the mentor is planning to relocate and indicate specific city.
The Associate Director will determine which steps in screening the applicant will need to repeat in their new region. This will always include creating an application for the new region and completing a local background check. If the applicant was last engaged in our program over 5 years ago, they will need to reattend an orientation.
The regional screening manager will need to make a quick change to the email address in the mentor’s original Platform application so that the mentor can fill out a new one for their new city. The platform does not allow multiple applications to use the same email address so the original email address is altered.
The regional screening manager will make a walk in application for the mentor’s new city while we await their real application.
If the applicant is currently in Screening, mark their first mentor application (in Salesforce) as withdrawn in the city they are leaving. Write a short sentence at the top of the Match Logistics field indicating that the mentor has relocated. If their application is in a status of Matched, chatter notify the local team for assistance making sure the application status is Closed.
Update the mentor on their next steps and coach them through the screening process. The AD of Screening will confirm whether or not we can re-use the mentor’s original references and interview etc. ***As a general rule, anyone who was last matched prior to 2017 will definitely need a new contract and full interview - questions about their last match should still be included in that interview.