Mentoring chart

The following chart has to be signed by mentor and mentee before the mentoring sessions start

RULES OF THE MENTORING PROGRAM

SPIRIT AND GOALS OF THE MENTORING PROGRAM 

The String Theory Mentoring Program supports the professional development and well-being of early-career researchers (the ‘mentees’) through individualized meetings with a mentor. The aim is to foster confidence, career exploration, belonging, and connection within the string theory community.

The mentoring relationship is based on mutual respect, voluntary participation and commitment from mentees and mentors, and confidentiality, recognizing the autonomy and diverse lived experiences of both participants. This personalized support is tailored to the needs of the mentee and to the difficulties or concerns they may  have. The mentor may help the mentee to clarify their choices and ponder the challenges related to a decision.

STEERING COMMITTEE 

The program is coordinated and monitored by the Steering Committee, which assists pairs, helps resolve challenges, and oversees adherence to this charter.

MENTORS & MENTEES

Mentors are experienced professionals in academia who generously volunteer to participate in the program. They represent a wide range of career stages and bring diverse gender identities, ethnic and cultural backgrounds, and lived experiences. 

Mentees are master’s students, PhD candidates, postdoctoral researchers, and in some cases junior faculty, engaged in or planning a research career in string theory or related fields.

Before the start of the program, mentors and mentees are welcomed by Mariana Graña and Irene Valenzuela (coordinators of the program) during a kick-off event, taking place separately for mentors and mentees. There, the coordinators  will present the program to ensure the mentors and mentees fully understand their role and responsibilities, as well as the rules and modalities of the program (please see rules below).  

RULES OF THE PROGRAM 

Article 1 – Voluntary participation and autonomy 

Mentoring is a voluntary engagement from both mentor and mentee. Mentors offer advice and share experience, but mentees remain solely responsible for their academic and professional decisions. Mentoring has no performance obligation and is not an evaluation or supervision. 

Article 2– Professional Boundaries and non-compensation

Mentoring implies strictly voluntary and selfless commitment from the mentor. Their advice and support to the  mentee can in no case lead to compensation. Conversely, the program can in no case lead to a financial resource for the  mentee. Mentors do not replace the information displayed by graduate schools, university information and advising services or  employment desks, or information delivered by specific bodies (particularly social and health services). Mentors may bring support to their mentee to help them make decisions independently and get integrated in the string  theory community. Mentees may ask their mentor for help in relation to their academic career, job application, work/life  balance, networking, challenges related to underrepresentation and discrimination, etc.  

Article 3 – Meetings and Continuity

Meetings should take place approximately once per month (at least every 2 months). The mentee leads the scheduling of meetings and agenda setting. Both participants commit to regular communication and timely updates. In the event of difficulties or inadequacy between the mentor and the mentee, and upon request of any of them, the  Steering Committee may offer a reassignment of mentor/mentee.

Article 4 – Confidentiality, safety & trust

Mentoring should be a positive experience that brings as much help and constructive feedback to the mentee  as possible, without limiting freedom of speech, dialogue, or positioning of the mentor or the mentee. Mentoring happens in  an environment of trust, care, and neutrality. It takes place under the strict rule of confidentiality of the given or received information by one or the other party, except when there is a risk of immediate harm or the mentee consents to sharing information for support (e.g., to report any situation of suffering or abuse to the relevant services  of the university, or the coordinators of the mentoring program if the mentor needs help in finding the appropriate service). 

Conflicts of interest must be disclosed immediately (e.g., close collaboration, active recommendation letters, or being part of the mentee's evaluation committee) to the steering committee. The mentor must not become a substitute of the mentee’s PhD / post-doc supervisor in any way. Romantic or sexual relationships between mentor and mentee are strictly prohibited. 

EQUAL OPPORTUNITY & INCLUSION STATEMENT 

All participants commit to a respectful, inclusive environment free from discrimination, harassment, and retaliation, regardless of gender identity, race, ethnicity, disability, nationality, religion, sexual orientation, family status, or socioeconomic background.

RESPONSIBILITES OF MENTEES AND MENTORS

 Both participants agree to:

• Meet regularly: ideally once a month, or at least once every two months.  

• Maintain professional boundaries and respectful communication

• Set a tentative date for the next meeting at the end of each meeting

• Complete a feedback form (to be filled only by the mentee) after each meeting, specifying the broad themes addressed during the meeting, which will be  dated, signed, and sent to the Steering Committee. 

• Inform the Steering Committee promptly if persistent scheduling or communication difficulties arise, or concerns regarding safety, boundaries, or conflict of interest emerge

Minimal commitment duration: 12 months (academic year)

MENTOR COMMITMENT

I agree to provide guidance, perspective, and encouragement; respond in a timely manner and maintain confidentiality within the stated limits; support the mentee’s wellbeing and signpost them to appropriate services if needed; and notify the Steering Committee if the match becomes inappropriate or unproductive.

MENTEE COMMITMENT

I agree to proactively schedule meetings and prepare topics for discussion, fill the feedback form after each meeting, engage actively and communicate responsibly, inform the Steering Committee early if meeting regularly becomes difficult, and participate in program evaluation through surveys.