Instructions and workflow for processing submitted applications.
Mentoring Application Procedures
Last Updated 08/30/17
Mentors and mentees are matched on a quarterly basis. A call for applications goes out one month ahead of the deadline to All Library Staff, and a second call is sent out closer to the deadline.
The Mentoring Committee meets shortly after the application deadline to pair up mentors and mentees. Mentees will not be paired with their direct supervisor. The Committee tries to match mentors and mentees with the greatest number of similarities on their applications.
Once pairs are matched an e-mail is sent from a member of the Committee to the mentee with the name of their mentor. At this time the mentee is given the option to request another mentor. Once the mentee approves of the match an e-mail is sent to the mentor.
Mentor Pairing Notification e-mail to the Mentee:
The LAUC-LA Mentoring Committee has convened and completed matching for [insert name of season] Quarter. You have been matched with [insert mentor name and library unit].
The committee takes matching for mentors and mentees quite seriously. Matching criteria used were based upon [insert mentor’s name] interests and yours in: [insert specifics]. If for any reason you are not comfortable with the match, please notify us. There is an extremely high level of confidentiality so there is no need to feel ambivalent about requesting another mentor should the need arise.
Please respond to this email; once you have accepted a pairing, we will notify your mentor and provide contact information.
Mentor Pairing Notification e-mail to the Mentor:
The LAUC-LA Mentoring Committee has convened and completed matching for [insert name of season] Quarter. You have been matched with [insert mentee name and library unit].
The committee takes matching for mentors and mentees quite seriously. Matching criteria used were based upon [insert mentee’s name] interests and yours in: [insert specifics]. If you have any questions or concerns, please feel free to contact us at any time.
Please get in touch with your mentee soon. [Include invitation to any upcoming mentoring events].
Thank you for taking part in the LAUC-LA mentoring program!
**If an acknowledgement is not received within a reasonable amount of time, it’s a good idea to follow up and make sure the match information was received.
If a mentee submits an application requesting a mentor who did not submit an application, or if the best match for a mentee would be with someone who did not submit an application, it may be necessary to contact the potential mentor first to see if she/he would be willing to serve as a mentor. In order to maintain confidentiality, the mentee’s personal information should not be given to the potential mentor until after the match is made.
E-mail request sent to a potential mentor:
Hello [insert name],
I am writing on behalf of the LAUC-LA Committee on Mentoring to see if you would be willing to serve as a mentor to a fellow UCLA librarian. The librarian is interested in receiving mentoring in [insert various common interests / areas where the mentee indicated she/he wanted guidance], and we thought that you would be a good fit. Could you please let me know by [insert date in the future] if you are interested?
Thank you and please let me know if you have any questions.
If the person agrees to serve as a mentor, follow the normal notification procedure listed at the beginning of the section.
Mentee applications will be destroyed after mentor/mentee matches are created. Mentor applications will be retained if the applicant has given us prior authorization to do so. Any remaining mentor applications will be held over to the next quarter and given priority to be matched with new mentee applicants. A list of Mentoring Matches will be maintained to keep track of the names of the mentors, mentees, and the date they were paired. NO CONFIDENTIAL INFORMATION WILL BE KEPT BY THE MENTORING COMMITTEE UNLESS WE HAVE RECEIVED PRIOR AUTHORIZATION.
Mentoring Website Procedures
Submit all needed edits to the LAUC-LA Webmaster for posting.
At the Beginning of the LAUC Year
Throughout the Year
Social Event Planning Procedures
Organize events like happy hours, coffee breaks, or other gatherings that support the Committee's goal of "foster[ing] collegiality through social events and networking opportunities."
Ideally, plan an event, once per quarter in conjunction with the matching of mentoring partners. If possible, time the event within several weeks after the partners are matched so they can attend the event as one of their first activities. The weeks before, during, and after finals are times that might generate the greatest participation.
Avoid scheduling conflicts with other LAUC events. Check the LAUC-LA Handbook calendar to make sure that there are no other LAUC events scheduled during the desired timeslot
Once a date has been finalized:
LAUC-LA Brochure Procedures
Update the LAUC-LA brochure at least once a year to keep the text current, to add new photos, or to make other needed updates. Review the brochure's contents, design, layout, etc. at the beginning of the LAUC year to identify needed changes. Ideally, have the revision finalized before the Fall Membership meeting.
Once revision of the brochure is complete:
Explore other avenues for dissemination:
Update the Pics
Take pictures at LAUC events and save for possible inclusion in subsequent versions of the brochure.