Optimist Mentoring Program Handbook By Steve Andersen & Wes Ellis Optimist Club of Gresham, Oregon Copyright by Steve Andersen 2006

I. Optimist Mentoring Program Description, Objectives & Purpose

Mentoring Program Description The Optimist Club Mentoring Program is a personal development program pairing an experienced Optimist Club Member with a New Member for an eight-week period to help familiarize the new member with the Club, organization, traditions, events, and projects

Objectives of Mentoring Program Identify prospective Club mentors Train and furnish Club mentors with top-notch tools, so they in turn can develop others Develop confidence and leadership qualities in Club members

Training Objectives. By the end of the training session Training Objectives By the end of the training session you will be able to… Identify, train and develop Club Mentors Utilize the training materials for starting and maintaining a Mentoring Program Expedite and foster the inclusion of New Members into Club activities and projects

Over half of all Optimist Club Members quit within their first year… WHY

New People Do you remember this? PROJECTS Club Events MEETINGS Committees MEETINGS Traditions PROJECTS New Members experience bewilderment and confusion during their first few months

Purpose of Mentoring Program Helping the New Member to gain… Sense of belonging and fellowship Awareness of Club activities Sense of responsibility to participate in activities, events and meetings Attitude of service to community and youth Understanding of Optimism as an organization and philosophy of life

II. Qualifications, Selection, Responsibilities, and Training of Mentors

Qualities of a Mentor Optimist Club member Expressed an interest in being a Mentor Active in local club Has ability to work with varied personality types

Qualities of a Mentor cont. Can work with others one-on-one Ability to teach Dedicated to program Can devote time to being a Mentor

Membership Committee Responsibilities Maintain, review, and amend Mentor Program qualifications and training materials Recruit qualified members as Mentor candidates Schedule Mentor candidate training at least annually

Membership Committee Responsibilities cont. Approve, train and certify candidates as Club Mentors Maintain current list of qualified Mentors and submit copy to club President Develop recognition and/or awards for program completion

Mentor Selection and Approval Qualified member applies to, or is nominated by Membership Committee Committee approves qualifications Mentor candidate completes training Committee approves candidate as Mentor OK OK Mentor’s name is submitted to Club President for assignment

Mentor Responsibilities Help New Member feel welcome Meet and sit with New Member at meetings and club events Introduce New Member to others Provide one-on-one guidance at meetings, projects, and events

Mentor Responsibilities cont. Keep good communications with New Member Assist New Member in completing New Member Checklist within the eight week period Complete Mentor Checklist within the eight week period

Mentor Training All Mentor candidates must complete the Mentor Training Program Training materials include: 1. Mentoring - How To Build & Nurture A Relationship* 2. Mentoring Program Handbook 3. Mentor Checklist 4. New Member Checklist *Available through Optimist International PGI Program

Mentor Training cont. Membership Chairperson… • Schedules candidate training • Chooses suitable location Membership Committee may approve additional or alternate training materials District may provide training sessions at quarterly conferences and convention

III. The Mentoring Process

Mentor Assigned to New Member Board approves new member; Presi-dent assigns Mentor to New Member Mentor should NOT be the sponsor of New Member Mentor receives Mentor Checklist for the assignment Assignment starts week leading up to New Member’s induction into club

Considerations in Mentor/New Member Assignment Use what information you have to make a successful pairing Personality traits of Mentor and New Member (quiet or outspoken?) Age Common interests (hobbies, family, or employment) O I

Mentor Prepares to Meet New Member Mentor phones New Member five days prior to induction meeting Introduce her/himself and Mentor role State time, location and date of induction meeting Establish location and time to meet prior to start of induction meeting

Mentor meets with New Member and is expected to… Greet and sit with New Member at club meetings and events Introduce New Member to other members Be a “buddy” and a ready resource

Mentor meets with New Member and is expected to… Encourage participation in club projects, committees, and events Offer to attend club activities with New Member (e.g. board, zone meetings) Encourage a pattern of regular attendance

Mentor manages New Member Progress with Mentor Checklist Purpose: A tool to help the Mentor track her/his respon-sibilities Mentor and New Member have their own Checklist Each Checklist covers specific areas of responsibility

Mentor follows and maintains Mentor Checklist schedule Schedule goal: To complete the assignments on the Mentor Checklist within eight weeks Mentor returns completed checklist to Membership Chairperson

Mentor follows and maintains Mentor Checklist schedule cont. Expectations: The New Member should be able to… • Explain the mission and purposes of OI • Relate the organizational structure of OI • List and describe the main projects, activities, and programs of the Club • Select a project or committee on which to serve

Mentor and New Member Recognition Membership Committee creates Mentor Assignment Certificate (for Mentor) and Certificate of Completion (for New Member) Membership Chairperson and Club President sign both certificates

Mentor and New Member Recognition cont. President presents Mentor and New Member with certificates at the next club meeting following completion of program Club may choose to honor a Mentor for outstanding service for a year

IV. Mentoring Sessions and Responsibilities

First Mentoring Session Mentor contacts New Member during week following induction First mentoring session is scheduled Session to be separate from regular Club meeting (mutually convenient)

First Mentoring Session cont. Maximum of one hour in duration New Member should bring his/her New Member Packet

First Session: Two parts and Objectives First half hour – Fellowship and learning about each other (family, work, hobbies, and past community service experience) Second half hour – Mentor explains her/ his role, introduces checklist, and direct-ions for completion. Discuss contents of new member packet and encourage questions

Concluding the First Mentor Session Place the following additional materials in New Member Packet: Latest copy of Club newsletter Club by-laws Club policies New Member Checklist Mentor’s contact information (e.g. phone number or e-mail address)

Concluding the First Mentor Session cont. Schedule subsequent mentoring contacts (e.g. before or after regular Club meetings) Thank the New Member for her/his time and interest in Optimists

New Member Checklist “Key words/phrases” Significant to your Club and OI New Member gives a short definition or explanation for each key word New Member completes checklist on continuing basis

New Member Checklist cont. Uses a pencil to write answers Brings checklist to every Optimist Club function Encouraged to ask questions arising from checklist

On-going Mentoring Contacts Mentor is expected to… Attend each meeting to welcome and introduce New Member Invite New Member to sit with you and encourage questions Review New Member Checklist each time you meet. Reason: confirm information is correct

On-going Mentoring Contacts cont. Mentor is expected to… Be sensitive to New Member interest in a specific committee or project; if so... Introduce New Member to respective chairperson Listen for critical opinion or suggestive input. New members bring new ideas!

Final Mentoring Session Phone to schedule a final session during eighth week of Program Schedule meeting separate from regular Club meetings Meet no longer than one hour Complete review of Mentor Checklist and New Member Checklists Address any area of difficulty, concern, or confusion

Final Mentoring Session cont. Assist New Member in selecting a project or committee Express congratulations on completing the Mentoring Program Encourage her/him to contact you for information and fellowship You have developed a new Optimist member and… a friend

Congratulations…you did it! Mentor OI