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 spirit of this mentoring program is to participate in the reflection on and the building of the career project of a master student, PhD student, or post-doctoral fellow (‘mentee’) by offering individual monthly meetings with a mentor. We aim to support the professional development and well-being of young researchers in the String Theory community.

The program is based on mutual and voluntary commitment from mentees and mentors; its goal is to guide the mentee, by bringing advice and experience that will help their professional career choices and their integration in the physics community. 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

A steering committee follows-up and oversees the progress of the program. 

MENTORS

Mentors are experienced professionals, either female or male, working in academia, with a PhD degree. Before their enrolment in the program, mentors are welcomed by Mariana Graña and Irene Valenzuela (coordinators of the program) during a kick-off event that will present the program to ensure that they fully understand their role and responsibilities as well as the rules and modalities of the program (please see rules of the program below).

MENTEES

Mentees are master students, PhD students, post-doctoral fellows or even junior faculties in certain cases. Before being enrolled in the program, mentees will be welcomed by Mariana Graña and Irene Valenzuela (coordinators of the program) and by members of the Steering Committee during a kick-off event that will present the program and enable them to fully understand the rules and modalities of the program (please see rules of the program below).

RULES OF THE PROGRAMME

Article 1: Mentoring is a free decision, from both the mentee and the mentor. It has no performance obligation. The mentee receives information and advice given from his/her mentor but is sole responsible for his/her choices and actions.

Article 2: Mentoring implies strictly voluntary and selfless commitment from the mentor. His/her 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, gender/racial/other issues, etc.      

Article 3: Individual meetings between mentors and mentees should be regular and initiated by the mentee. Ideally, a meeting once a month is advised.

In the event of difficulties or inadequacy between the mentor and the mentee, and upon request of the mentee, the Steering Committee may offer the mentee to choose another mentor.

Article 4: 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 under the strict rule of confidentiality of the given or received information by one or the other party in an environment of trust, care, and neutrality. 

There must be no conflict of interest between the mentor and the PhD / post-doc supervisor of the mentee. Moreover, the mentor should not be a current collaborator or someone who is currently writing letters of recommendation for the mentee. If conflict of interest arises during the mentoring program, the mentor must inform the Steering Committee. 

Upon mentee’s agreement, the mentor is committing 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.  The mentor must not become a substitute of the mentee’s PhD / post-doc supervisor in any way.

RESPONSIBILITES OF MENTEES AND MENTORS:

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

- After each meeting, fill in a follow-up form specifying the broad themes addressed during the meeting, which will be dated, signed, and sent to the Steering Committee.

- Commit to the program for at least 12 months.

THIS MENTORING CONTRACT IS SIGNED BETWEEN:

The mentor, Last name and First name: 

Institution : 

Position: 

Who is committing to mentoring:

The mentee, Last name and First name: 

Institution:

Position:

Place:                                                               Date:

The mentor                                                                   The mentee