Explaining the Open Enrollment Mentoring Program

Open Enrollment mentoring programs are the most flexible and do not use dates. All employees or a defined group of the company may participate in the designated program. Users can be mentors, mentees, or both at the same time. Open Enrollment allows customers to keep mentoring programs open at all times and allows self-registration.

With mentor self-registration, there are two options to validate the qualifications of mentors when utilizing open enrollment mentoring programs:

1. The administrator can review uploaded documentation. The administrator can provide instructions about the documents mentors need to submit to support their application.
2. The manager can approve mentors.

Deep links allow administrators to share open enrollment programs with potential participants conveniently.

You may include a deep link to the specific mentoring program in the communication to be used in email, an intranet page, an LMS item, or any other medium.

Selecting the deep link from an email or web page takes the user directly to the sign-up page for a mentoring program. Links can be generated for mentee and mentor sign-up pages.

However, the links will not be available in the mentoring program until the program has moved to the in-progress state.

Within a Mentoring Program, the user's experience varies based on the defined role of the Mentor or Mentee. To begin, navigate to Development and select Mentoring. If the Mentoring option does not exist, check to see if the employee has access permission to Mentoring.

Each program launch varies based on the type of program. For example, open enrollment programs land in the Open Enrollment tab until one signs up as a mentee or mentor. There also must be an existing mentor for open enrollment programs, or the system will automatically display a message stating to please try back later.

After the initial sign-up, the program moves to the section entitled My Mentoring Program.

Using the sign-up wizard, the employee may choose preferences like department, job family, and competencies. This offers the opportunity to match with others based on interests, location, or criteria originally set up in the Admin Center.

Generally, matching occurs with mentors and mentees based on the answers to drop-down questions. However, when using a Supervised program, the program administrator matches the mentors and mentees in the Admin Center.

If the mentor or mentee gets interrupted in the sign-up process, the Save for later option allows the participant to come back and finish at a more convenient time.

The mentee sign-up experience begins with information about the program and preferences.

For the preferences, the mentee can do the following:

• Choose the department, job family, and competencies of greatest interest based on the questions for that program
• Select a preferred mentor and complete the sign-up

For Unsupervised programs, preferred mentors receive a match request.

For Supervised programs, the matching algorithm promotes the preferred mentors.

At the bottom of the page, the mentee could also seek out and request a mentor who is not on the recommended list.

Users can use the search feature to find or select a different person as their mentor.

Once the mentee selects a mentor and selects Complete Signup, a green checkmark is placed on the mentor card and a confirmation is requested from the participant as shown.

Once the mentor request is sent, you may track your status or invite other mentors if allowed. Previous requests can also be canceled using the displayed actions.

When a mentee matches or requests a potential mentor, the potential mentor will be notified by email and on their Home page. They may view the mentoring preferences, including free text answers, within the system. Then, the mentor can choose to Accept or Decline the new mentees request.

If the new mentee request is declined, a comment or reason is documented. When the new mentee request is accepted, mentors are matched to the mentee until one of them ends the relationship or the mentoring program ends.

Mentors in Open Enrollment or Unsupervised programs can receive up to 20 new mentee requests at a time based on configurations in the Admin Center.

Mentors and Mentees can easily edit their matching preferences. To capture activities, select Add to add activities.

Mentoring has many additional capabilities in Manage Mentoring Programs, like text replacement within the Settings. The ability to allow multiple mentors for a mentee or multiple mentees to a mentor is an option available when creating the program.

When the setting is enabled during the creation of the mentoring program, either party (mentor or mentee) may end the mentoring relationship by simply selecting the End Mentoring option, as seen below. Using the Qualtrics solution, a survey can be launched to gather feedback on the individual experience, even if the mentor program is ongoing.

Mentors can access the Continuous Performance page directly from Mentoring to create a 1:1 channel with their mentee for ongoing meetings and activities.