Concordat Mentoring Scheme

Introduction and rationale

The research mentoring scheme is being brought in across the University as part of the implementation of the Research Concordat, with a focus on supporting Early Career Researchers (ECRs) in developing their potential to be excellent researchers. The overall aims/objectives are:

To contribute to the research environment
To build capacity in preparation for the REF 2019/2020
The mentoring scheme is being established specifically to support research activities, including the development and completion of academic outputs and the development of research grant applications and subsequent implementation of research projects. The scheme will complement, but be distinct from, existing line management arrangements. Goals identified for support through mentorship should be explicitly linked to individual annual research plans as part of staff appraisals.

Organisation and management

The scheme will set up research mentorship for staff currently without a mentor as well as formalising any existing mentorship arrangements, including informal arrangements and those associated with the REF 2014.

Mentors will normally be drawn from Professors and Readers as well as other Grade 9 staff who have a strong track record of research and are included in REF 2014. The intention is to assign a maximum of 2 mentees per mentor. It is recognised that some other mentoring arrangements are currently in place informally between for example Grade 8 SLs and other staff; these will not be covered by this research mentorship scheme at this stage.

Mentees who are eligible (see below) who wish to be part of the scheme have been invited to submit formal applications. These have been reviewed by members of the Senior Management Team and the Deputy REF Coordinator prior to acceptance onto the scheme.

Briefing sessions for both Mentors and Mentees are being undertaken focussing to build capacity regarding mentorship and to support the scheme. Areas addressed within the briefing sessions include: the nature and purposes of research mentorship; identifying and developing goals; boundaries; and ethical considerations.

Both mentor and mentee will ensure that identified outcomes of the mentorship scheme, and the areas of focus during mentoring sessions, are congruent with the annual research plan that the mentee and their line manager have agreed as part of annual appraisal. Where no formal annual research plan is in existence at the point that mentorship begins, this needs to be agreed by the mentee with their line manager at the earliest opportunity so that the mentoring sessions can appropriately complement line management.

The mentorship scheme will begin on 1 May 2013 and will be reviewed at 6 months and 12 months.

Allocation of mentors will be proposed by the REF Deputy Coordinator following discussion with members of the Senior Management Team. Proposed allocations will be discussed with individual Mentees prior to formally notifying Mentors in order to identify any potential perceived conflicts.

Once mentorship has commenced any difficulties with the mentoring relationship should be notified to the REF Deputy Coordinator by the mentee and/or mentor in the first instance.

Eligibility for the scheme

Initially (for the 2013/14 cycle) the mentoring scheme will be offered to research and academic staff members at grade 8 and below who:

Are not being entered in REF 2014 but demonstrate evidence of potential to develop their research to work towards being entered next time - including those who have not yet had any publications.
OR

Are already included in the current REF round as ECRs but wish to raise their gain for the next REF round.
In this initial scheme we are not including staff currently registered for a Doctoral qualification (apart from those who are doing a PhD by publication) because we realise that gaining a PhD will be the most important research-related activity that these staff can do. It is recognised that many worthwhile research endeavours are taking place amongst other staff and it is anticipated that the scheme will be extended at a later date for those who are currently focusing on Doctoral studies or who need more time to develop their research plans.

Training and development

The expectation is that, as part of the scheme, Mentees will also take part in other research-specific staff development activities provided within the School and by Staff Development such as workshops to support research funding applications and academic writing for publication. There is an excellent programme of staff development from which Mentees can select, in discussion with their Mentor and with the support of their Line Manager.

Frequency of meetings and record keeping

Mentoring sessions should occur at least every 2 months - negotiated between the Mentor/Mentee. The mentee will arrange and attend mentoring appointments. The mentor and mentee will keep records of each mentoring session (date, brief contents, planned outcomes and timescales, date of next meeting).

The detail of discussions will remain confidential to the mentor/mentee and will not be reported to managers. It is suggested that a summary of issues discussed, goals agreed and timescales are written up by the mentee after each session and sent to the mentor for sign off once agreed. This may be in the form of a brief email.

Evaluation data

It is important that the implementation and outcomes from the scheme is evaluated. An anonymised evaluation will be undertaken by the Deputy REF coordinator at a 6 month and 12 month point. In order to aid evaluation, data in terms of frequency of meetings, nature of goals and planned outputs and projected timescales should be maintained by both mentor and mentee. It is both mentor and mentee’s responsibility to respond to requests for mentoring scheme evaluation.

Ethics

This Code of Ethics draws on the Code of Ethics provided by the European Mentoring and Coaching Council[1]. It is underpinned by an understanding that the mentor and mentee will be committed to functioning from a position of dignity, personal responsibility, and respect for diversity and the promotion of equal opportunities.

Competence

The mentor will:

• Ensure that their level of experience and knowledge is sufficient to meet the needs of the mentee.
• Ensure that their capability is sufficient to enable them to operate according to this Code of Ethics and any standards that may subsequently be produced.
• Develop and then enhance their level of competence by participating in relevant training and appropriate Continuing Professional Development activities.
• Will be bound by the requirements of confidentiality referred to in this Code.

The mentee will:

• Work to achieve outcomes identified and agreed in the mentoring sessions.
• Attend relevant staff development sessions to support the production of agreed outputs as well as wider professional development/skills.

Context

The mentor will:

• Understand and ensure that the mentoring relationship reflects the work context within which the mentorship takes place.
• Ensure that the expectations of the mentee are understood and that they themselves understand how those expectations are to be met.

Boundary Management

The mentor will:

• At all times operate within the limits of their own competence, recognise where that competence has the potential to be exceeded and where necessary refer the mentee either to a more experienced colleague, or support the mentee in seeking the help of another professional, such as a counsellor.

Both mentor and mentee will:

• Be aware of the potential for conflicts of interest arising through the mentoring relationship and deal with them quickly and efficiently so that that no harm is incurred by either party.

Integrity

The mentor will:

• Maintain throughout the relationship the level of confidentiality which is appropriate and agreed at the start of the relationship.
• Disclose information to other parties only where explicitly agreed with the mentee unless the mentor believes that there is convincing evidence of potential harm to the mentee if the information is withheld.
• Act within applicable law and not encourage, assist or collude with others engaged in conduct which is dishonest, unlawful, unprofessional or discriminatory.

Professionalism

The mentor will:

• Respond to the mentee’s learning and development needs as defined by the agenda brought to and agreed as part of the mentoring relationship.
• Not exploit the mentee in any manner, including, but not limited to, financially, sexually or those matters within the professional relationship. The mentor and mentee will ensure that the duration of the mentoring relationship is only as long as is deemed useful by the mentee.
• Ensure that professional responsibilities continue beyond the termination of any mentoring relationship. These include the following:
  • Maintenance of agreed confidentiality of all information relating to mentees
  • Avoidance of any exploitation of the former relationship
  • Provision of any follow-up which has been agreed to
  • Safe and secure maintenance of all related records and data

Breaches of the Code of Ethics

 Any concerns about breaches of the Code of Ethics (or any other difficulties related to the scheme) should be referred firstly to the Deputy REF Coordinator and then if necessary to the mentee’s Line Manager.