Faculty Mentoring Program Guidelines

Eligibility

      • MENTEE
        Junior faculty, up to the Associate rank, and new faculty (who have come to UCSF within the past three years) are eligible to participate in the mentoring program. The program is open to faculty in all four schools (Dentistry, Pharmacy, Medicine and Nursing) with appointments of more than 50%.
      • CAREER MENTOR
        Mentees are paired with a career mentor, a senior faculty responsible for providing career guidance and support. The career mentor may not be intimately familiar with the mentees research interests (in contrast with a primary research or scholarly mentor) and generally should not be a mentee’s direct supervisor or department chair/chief, but should preferably be in the mentees home Department, Division, or Organized Research Unit (ORU).
      • MENTORING FACILITATORS
        Mentoring Facilitators are appointed by the Department Chair, Division Chief or ORU Director and should be at Associate rank or higher and familiar with all aspects of advancement and promotion at UCSF.

Timeline

We suggest that the mentor and mentee commit to meeting for at least one academic year. A minimum of three meetings should be scheduled. The mentoring facilitator is responsible for finalizing mentor-mentee pairings and should send out reminders to pairs about the schedule of meetings.

July - August Initial Meeting: Mentor/Mentee matching and orientation
January-February
Mid-year meeting
July-August End of Year Meeting: Discuss continuing mentoring relationship or matching with new mentor

Choosing a Mentor

Choose a mentor who has the following qualities:

• Interested in developing your career
•  Commitment to mentoring
•  A match with your professional and personal needs
•  Professional competence
• A successful track record in mentoring
• Good communication skills
• Will provide networking opportunities
• Is institutionally savvy
• Expresses interest in you as a person
• There is potential for reciprocity

Characteristics of an Effective Mentor: The Three C’s

COMPETENCE

Professional knowledge and experience
Respect
Interpersonal skills and good judgment

CONFIDENCE
• Shares network of contacts and resources
• Allows protégé to develop his/her own terms
•  Demonstrates initiative, takes risks
•  Shares credit

COMMITMENT
Invests time, energy and effort to mentoring
Shares personal experience

 

Description of Mentors

CAREER MENTORS

Career Mentors are responsible for overall career guidance and support for their mentee. The Career Mentor is usually in the mentee's department, should not be their direct supervisor and is assigned (or approved) by the departmental mentoring facilitator affiliated with the Faculty Mentoring Program. Scheduled meetings take place at least 2-3 times per year.

RESEARCH and SCHOLARLY MENTORS

Research/Scholarly Mentors are responsible for the overall research and/or scholarly career guidance and support for their mentee. Specifically, the Research/Scholarly Mentor actively participates in the development of the creative and independent research careers of their mentees. The Research/Scholarly Mentor must have expertise in the mentee’s area of research or scholarship and often shares resources with the mentee that may include databases, space, funding, and research staff that can facilitate the mentee's research.

Research/Scholarly Mentors assist with communication of findings including:
    • Oral presentations, writing of abstracts, manuscripts and
    • Development of grant applications and
    • Securing funding.

As important, they provide guidance to their mentees about didactic coursework and training opportunities and help them to identify potential collaborators. Scheduled meetings take place 1-2 times per month or as needed to achieve the mentee's research goals.

CO-MENTORS

Co-Mentors work with the mentee and their other mentors as part of a mentoring team to provide more specialized or different content area, clinical or methodological expertise. For example, for a clinical researcher such co-mentors may include a statistician, and/or a laboratory-based scientist. Scheduled meetings occur every 1-3 months.

ADVISORS

Advisors have informal relationships with mentees and typically are less invested than mentors in the long-term career success of the mentee. Advisors may assist in such areas as developing and refining the mentee's program of research, networking and personal-professional balance. Meetings are arranged on an as needed basis.

Read more about Mentor Definitions for Mentoring Junior Faculty on the CTSI website.

 

Roles and Responsibilities

Mentees

      • Arrange to meet with your mentor at least twice per year
      • Prepare an updated CV to be reviewed by mentor at least one week prior to each meeting
      • Mentees should be aware of where they are in the promotion/merit cycle so that they can put together a promotion package and updated CV in a timely manner to share with their mentor
      • To assist their mentors in giving them relevant advice/counseling, mentees should write down at least three short term (6-12 months) and three long term (3-5 years) professional goals to be discussed and perhaps revised at the mentor/mentee meetings
      • Complete an Individual Development Plan (IDP) and send to mentor several days prior to the meeting
      • Participate in faculty development opportunities
      • Participate in mentoring evaluation

Mentors

      • Meet with mentees at least twice per year. These meetings will generally be initiated by the mentee, but the mentor is also responsible for insuring that a meeting takes place on schedule
      • Be available for urgent situations that arise
      • Review all relevant material (e.g. CV, promotion package etc.) from mentee prior to meeting
      • Along with mentees, mentors are responsible for making sure that their mentees have prepared a promotion and merit package at least one month before the deadline; they should review the package before it is submitted to the Department Chair, Division Chief or Organized Research Unit Director
      • Help mentees set appropriate professional goals and advise them of the specific expectations for promotion in their academic series
      • Encourage and help facilitate scholarly activities for their mentees. This may include co-authorship on articles, introduction to key local and national figures in their mentees’ areas of interest, and advice on putting together programs at meetings
      • Assist with the development of the mentee’s teaching skills
      • Get to know other aspects of their mentee-their hobbies, interests, family, etc.
      • Participate in mentoring evaluation

Mentoring Facilitators

      • Set up mentee/mentor pairs
      • Establish local system for documenting and tracking these pairs
      • Provide oversight for their Department, Division, or Organized Research Unit (ORU) mentoring program
      • Disseminate goals and expectations of program to faculty
      • Troubleshoot-be the "go to" person for problems that arise
      • Provide feedback to mentors and mentees as needed
      • Collect data-process and outcome (e.g. are meetings taking place, what is covered in these meetings, satisfaction, problems, etc.)
      • Work with the UCSF Director of Faculty mentoring to:
      • collect and analyze data from their Department, Division, or ORU
      • disseminate findings and recommendations
      • attend mentoring seminars and workshops
      • attend yearly mentoring summit
      • Establish group mentoring programs and/or work with other mentoring facilitators and the Director of Faculty Mentoring to run such programs
      • As with other leadership positions, the mentoring facilitators must have dedicated time set aside to fulfill their responsibilities.

Mentoring Facilitators