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

2. I. Optimist Mentoring Program Description, Objectives & Purpose

3. 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

4. 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

5. 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

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

7. 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

8. 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

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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. III. The Mentoring Process

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. IV. Mentoring Sessions and Responsibilities

31. 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)

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

33. 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

34. 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 address)

35. 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

36. 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

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

38. 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

39. 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!

40. 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

41. 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

42. Congratulations…you did it!
Mentor OI