Introduction
The purpose of this document is to provide guidance to the ISPE Affiliates and Chapters for establishing a
Mentoring Program. Mentoring programs can focus on students and young professionals and/or be directed
toward established professionals. This guide will outline an overall Mentoring Program, roles and responsibilities,
and suggested mentoring activities and metrics to establish and sustain a successful program and relationships.
Mentoring Programs
Students/Young Professionals
The objective of a Student/Young Professionals mentoring program is to create a professional partnership
between a student/ young professional and an experienced professional member of their local Affiliate or
Chapter. A program of this type provides students and young professionals with assistance and resources for
the transition from college to industry, interview preparation, career path guidance, general industry
education, and professional and leadership development. Furthermore, this type of program can provide
students and young professionals with the opportunity to learn more and engage more with the local Affiliate
or Chapter’s activities and committees, as well as leading to future committee roles within the Society.
Established Professionals
The objective of an Established Professionals mentoring program is to create a professional partnership
amongst peers and colleagues within local Affiliates or Chapters. A program of this type will provide
professionals with assistance and resources to enhance their current career path, transition to a new area of
expertise, continue education, and further develop leadership and management skills. This type of program
can also provide an individual with professional resources outside of their normal work environment. Similar to
the Students/Young Professionals program, this program can provide individuals with the opportunity to
further engage with the local Affiliate or Chapter’s activities and committees, as well as leading to future
committee roles within the Society.
Program Benefits
Benefits of Mentoring for the Mentor:
1.
2.
3.
4.
5.
6.
7.
8.
Renewed enthusiasm for the role of expert
Greater understanding of the barriers experienced by other individuals at different levels in their careers
Enhanced skills in coaching, counseling, and listening
Develop and practice a more personal style of leadership
Demonstrate expertise and share knowledge
Increased generational awareness
Positively impact the industry and ISPE
Develop new and/or different perspectives
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Benefits of Mentoring for the Mentee:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Smoother transition into or within the workforce
Further development as a professional
Complement ongoing study and/or training and development activities
Gain career development opportunities and insights
Develop new and/or different perspectives
Get assistance with ideas and questions
Demonstrate strengths and explore potential and room for improvement and growth
Expand professional network
Develop new and/or different perspectives
Roles and Responsibilities
Mentoring relationships have many positive benefits, including career and educational development for both the
mentee and the mentor; however, mentoring programs and relationships sometimes fail for a variety of reasons
such as: lack of participation, lack of leadership, poor planning, or unrealistic expectations and goals. It is
therefore important that each participant understand roles, responsibilities, and expectations of the program. The
following are example responsibilities to establish within the program.
Mentors
1. Mentors are responsible for
a. Communicating with the mentee at the times agreed upon.
b. Advising, not judging.
c. Creating a positive, comfortable environment for mentees to build a trusting relationship.
d. Accepting coaching and guidance from the Mentorship Committee (if established).
e. Representing ISPE and promoting the organization and its core fundamentals.
f. Conducting the relationship and interactions responsibly and professionally and not abusing the
position of trust.
Mentees
1. Mentees are responsible for
a. Communicating with the mentor at the times agreed upon.
b. Preparing for sessions with questions or examples of situations where they want advice.
c. Discussing a plan with the mentor that will be beneficial to developing their career.
d. Conducting the relationship and interactions responsibly and professionally and not abusing the
position of trust.
Mentorship Committee
It is recommended that the local Affiliate or Chapter establish a Mentorship Committee to perform the
following functions:
1. Management of the overall program.
2. Recruiting, screening, training, and supervising mentors and mentees.
3. Developing and maintaining program guidelines and tools, including managing Mentor and Mentee
Questionnaires and Feedback Forms.
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4. Matching mentors and mentees.
5. Monitoring of the mentoring relationship and offering ongoing support for both mentors and mentees.
Mentor/Mentee Matching Process
Mentors and mentees may be matched in a variety of ways. The Mentor and Mentee Questionnaires may be
utilized to identify a match between both parties. Mentor and Mentee Questionnaires can be completed and sent
to the local Affiliate or Chapter, where the Mentorship Committee can work to pair the appropriate mentor and
mentee, if established. Alternatively, individuals may identify mentors on their own.
1. Participants are encouraged to complete the mentoring questionnaire.
a. Questionnaires provide information regarding the mentor’s work experience, areas of expertise,
educational background, work history, and interests.
b. Personal contact information should be kept private by the ISPE Chapter or Affiliate. This
information should only be given to the identified mentor(s) and/or mentee(s) after a match has
been established.
2. A possible match between mentor and mentee can be determined by identifying similar responses in
specific categories within the questionnaire responses, including requested frequency of communication,
professional interests, and goals of participating in the program.
A mentoring program is not restricted to a one-on-one relationship. A mentoring program can take on several
forms:
1. Traditional mentoring: One mentor to one mentee.
2. Group mentoring: One mentor to up to four mentees. The mentor leads the group, and can meet with the
mentees individually or together.
3. Team mentoring: Several mentors working with small groups of mentees, in which the mentor-to-mentee
ratio is not typically greater than 1:4
4. Peer mentoring: Mentoring of individuals of similar age and career history; mentoring between a student
and a young professional.
Mentoring Activities
Mentoring can take place in a variety of different places using many different mediums. Face-to-face meetings are
extremely beneficial, but may not always be possible. Consider using mechanisms such as online chat and video
conferencing (e.g., Google, Skype, WebEx, GoToMeeting, etc.) when face-to-face meetings are not possible.
Email and telephone calls could occur regularly, and even text messaging may be appropriate, depending on the
relationship.
Some mentoring activities may be passive (e.g., emails), while others are interactive such as hands-on training,
interacting with mentors to discuss career opportunities and challenges, etc.
Student Specific Activities:
•
•
•
Provide general information on the educational path for a particular scientific interest or specialty (such as
which schools offer appropriate programs in support of pharmaceutical engineering, sciences, and
quality)
Assist students to identify skills required for jobs in industry
Provide general information about which courses should be taken
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•
•
•
•
•
•
Provide advice and feedback on projects, curriculum, posters or publications
Host a student in their laboratory or place of work
Provide general career advice, including interviewing skills, resume review and tips, and networking skills
Discuss the transition from college to industry or undergraduate to graduate programs
Discuss career opportunities and employment
Assist in creating a social network for students within the industry and specifically ISPE and the local
Affiliate or Chapter
General Activities:
•
•
•
•
•
•
•
•
•
•
•
Mentoring meetings/conferences for mentors and mentees to talk one-on-one about career or educational
issues
Group mentoring to allow conversation between several mentors and mentees regarding career and
educational issues
Provide general career advice, including interviewing skills, resume review and tips, and networking skills
Discuss current research or hot topics in the mentor’s field of expertise
Facilitate awareness of ISPE information and services to aid in their career development
Identify opportunities for and encourage mentee to demonstrate leadership behavior
Discuss hot topics and current industry events; stay abreast of latest industry news, press releases,
guidance document releases, etc.
Discuss conflict management
Discuss managing politics in the office and organization
Discuss work/life balance and time management
Discuss leadership skills, including communication and other “soft skills”
Mentoring Expectations
1. The mentor and mentee should create a communication schedule to which both agree. Communication
may include emails, telephone calls, and face-to-face meetings. While communication is dependent on
the individuals involved, it is recommended that mentor and mentee establish communications at least
once per month.
2. The mentor and mentee match/relationship has no time limit. Relationships build over time, and vary from
person to person, so the duration of each relationship will not be the same for everyone. It is
recommended that after 6 months to one year’s time, the mentor and mentee complete Feedback Forms
to provide information to the Mentorship Committee regarding the status and progress of the relationship.
It is common to change mentors/mentees based upon changes in life, location, etc., and it may take
multiple mentor/mentee matches to find a relationship that is a good fit for both parties.
3. At any time during the mentoring relationship, if the mentor or mentee wishes to stop participation in the
program or wishes to stop participation with the current mentor/mentee, then mentor/mentee should
contact the Mentorship Committee. The Mentorship Committee can respond by reassigning mentors, as
necessary. Requesting a change in mentor/mentee is likely to occur, and is encouraged in order to find
an appropriate match for the parties involved.
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Program Monitoring and Reporting
The Mentorship Committee should be responsible for obtaining feedback from mentors and mentees. The
Feedback Form will be given to both mentors and mentees in order to monitor the frequency of communication,
topics discussed, goals that have been set and reached, and whether to continue this professional partnership.
The evaluation will also rate the level of satisfaction with the relationship and program.
Frequently Asked Questions
1. What can be discussed as part of the mentoring relationship?
Any subject or topic that focuses on the professional/career development of the mentee can and should
be discussed. Discussions can include technical topics, managerial topics, industry background,
interviewing skills, and advice on where to find information about the industry and companies, training,
and further education, etc. The mentor and mentee should not discuss work related topics that could be
viewed as confidential or a conflict of interest. These topics include any related to designs, sales, or
contracting work with which either party could be involved.
2. What if the mentor/mentee relationship is not working?
At any time during the mentoring relationship, if the mentor or mentee wishes to stop participation in the
program or wishes to stop participation with the current mentor/mentee, then mentor/mentee should
contact the Mentorship Committee. The Mentorship Committee can respond by reassigning mentors, as
necessary. The Mentorship Committee should be available to help provide support to mentors and
mentees, as needed to resolve issues or questions.
3. How often do the mentor and mentee meet?
There is no specific requirement for the frequency of mentoring sessions, although it is recommended
that the mentor and mentee communicate at least once per month.
4. Tips to sustain an effective mentoring relationship:
a. Maintain regular communication. Establish a regular communication schedule and stick with it.
When it is not possible to attend a scheduled meeting, notify the other party as soon as possible.
Phone, email, or text messages can be used to facilitate better communication.
b. Respect each other’s life circumstance and perspective. This includes not trying to impose your
values on each other.
The Fine Print
1.
2.
3.
4.
The mentoring program involves only volunteers and no compensation of any kind is permitted by or for
participants including mentors, students, or advisors.
All information shared between the student and mentor shall remain confidential, unless there is reason
to believe that there is an imminent risk of danger to self or others on the part of one of the persons
involved.
The program will not provide students with placement or recruiting services of any kind. The program is
meant to be utilized solely for coaching and mentoring to enable mentees to explore and achieve their
own career aspirations.
All mentor and mentee profile information provided to ISPE will remain confidential and will be used
expressly for the mentoring program only.
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Appendices
Appendix I – Mentor Questionnaire
Appendix II - Mentee Questionnaire
Appendix III – Mentor Feedback Form
Appendix III – Mentee Feedback Form
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ISPE Mentorship Program
Mentor Questionnaire
To help facilitate the best mentor-mentee match possible, please answer the following questions.
1. General Information:
Name (First and Last)
ISPE Member
Number
Affiliate/Chapter
Email Address
Phone Number
2. Education and Work Experience:
University(ies)
attended
Major(s)
Current employer
Degree(s) obtained
Number of years of
industry experience
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3. Communication Preferences:
a. Preferred means of communication (Circle all acceptable formats):
Email
Phone
In Person/ISPE Events
Other:______________
b. How often would you like to communicate with your mentee:
Weekly
Monthly
Bi-Monthly
A few times a year
4. Relationship:
a. How do you envision your ideal relationship with your mentee will be structured (Circle
and explain):
i. Casual: Contact mentor when advice is needed.
ii. Structured: Will schedule regular meetings to stay connected
iii. Other:___________________________________________________________
________________________________________________________________
b. Preferred mentorship interaction:
i. One on one
ii. Group mentoring (A single mentor with up to four mentees)
iii. Team mentoring (Several mentors working with small groups of mentees)
iv. Peer mentoring (Mentoring of individuals of similar age, career history, etc.)
v. No preference
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5. About you:
a. Topics of Experience
I have experience with the following subjects: (Circle all that apply)
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
xii.
xiii.
xiv.
xv.
Professional Development
Networking
Graduate School/ further education
Engineering study abroad programs
Resume building
ISPE leadership and involvement
Regulatory Affairs/ Compliance
CGMP (Good Manufacturing Practice)
Process Engineering
Project Management
Product Development
Facilities and Equipment
Information Systems
Supply Chain Management
Other: __________________________________________________________
b. Please explain what motivates you to be a mentor, and any past experience you have
with other mentorship programs:
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c. Biography:
Please provide a brief description about yourself and provide any additional information
which will aid us in matching you with a mentee (e.g., work experience, goals, other
interests, etc.). The information will be shared with your mentee when you are matched.
Attach a copy of your resume/CV.
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ISPE Mentorship Program
Mentee Questionnaire
To help facilitate the best mentor-mentee match possible, please answer the following questions.
1. General Information:
Name (First and Last)
ISPE Member
Number
Affiliate/Chapter
Email Address
Phone Number
2. Education and Work Experience:
University you are
currently attending or
from which you
graduated
Major
If you are currently a student, please answer the following questions:
Number of years
you have been in
university
Estimated
graduation date
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If you are currently employed, please answer the following questions:
Current employer
Highest degree
obtained
Number of years
of experience in
the industry
3. Communication Preferences:
a. Preferred means of communication (Circle all acceptable formats):
Email
Phone
In Person/ISPE Events
Other:______________
b. How often would you like to communicate with your mentor:
Weekly
Monthly
Bi-Monthly
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A few times a year
4. Matching Priorities:
Rank, on a scale from 1-5, the importance of the following criteria:
Mentor’s Education
I would like to be matched with a mentor who has a
Scale:
Insignificant 1
2
3
4
5
BS/BA
1
2
3
4
5
Master’s Degree
1
2
3
4
5
PhD
1
2
3
4
5
MBA
1
2
3
4
5
CPIP
1
2
3
4
5
PE
1
2
3
4
5
PMP
1
2
3
4
5
LEED AP
1
2
3
4
5
Military experience
1
2
3
4
5
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Very Important
I would like to be matched with someone involved with ISPE committees, leadership, etc.
1
2
3
4
5
5. Relationship:
a. How do you envision your ideal relationship with your mentor will be structured (Circle
and explain):
i. Casual: Contact mentor when advice is needed.
ii. Structured: Will schedule regular meetings to stay connected
iii. Other:_____________________________________________________
__________________________________________________________
b. Preferred mentorship interaction:
i. One on one
ii. Group mentoring (A single mentor with up to four mentees)
iii. Team mentoring (Several mentors working with small groups of mentees)
iv. Peer mentoring (Mentoring of individuals of similar age, career history, etc.)
v. No preference
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6. About you:
a. Topics of Interest
I am interested in learning more about: (Circle all that apply)
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
xii.
xiii.
xiv.
xv.
Professional Development
Networking
Graduate School/ further education
Engineering study abroad programs
Resume building
ISPE leadership and involvement
Regulatory Affairs/ Compliance
CGMP (Good Manufacturing Practice)
Process Engineering
Project Management
Product Development
Facilities and Equipment
Information Systems
Supply Chain Management
Other: _____________________________________________________
b. Biography:
Please provide a brief description about yourself and provide any additional information
which will aid us in matching you with a mentor (e.g., internships you have completed,
work experience, goals, etc.). The information will be shared with your mentor when you
are matched. Attach a copy of your resume/CV.
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ISPE Mentorship Program
Mentor Feedback Form
Please answer the following questions in order to help the program evolve and become more effective.
1. General Information:
Name (First and Last)
ISPE Member
Number
Affiliate/Chapter
Email Address
Phone Number
2. How long have you been involved with the mentorship program (circle the best option)?
<1 Month
2-6 Months
6-12 Months
>1 year
3. How often have you been communicating with your mentee (circle the best option)?
Once
A few times
Monthly
Weekly
4. Through which means of communication have you been communicating the most (circle all that
apply):
Email
Phone
In Person/ISPE Events
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Other:____________________
5. Which means of communication do you feel has been the best use of your time/ the most effective?
Email
Phone
In Person/ISPE Events
Other:____________________
6. Did you establish goals/ objectives with your mentee, at the beginning of the mentorship program?
YES
NO
7. On a scale from 1 to 5, rate the following:
Scale: Extremely Dissatisfied
1
2
3
4
5
Very Satisfied
a. Indicate the extent to which you are satisfied with the amount of engagement between
you and your mentee.
1
2
3
4
5
b. Were the mentee’s expectations of the program and of you reasonable?
1
2
3
4
5
c. Do you feel like the mentorship program helped you achieve the goals you set out to
accomplish by participating in the program?
1
2
3
4
5
d. Would you recommend ISPE’s mentorship program to a friend or colleague?
1
2
3
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4
5
8. What went well with the mentoring?
9. What suggestions do you have on how to improve the process?
10. Additional Comments:
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ISPE Mentorship Program
Mentee Feedback Form
Please answer the following questions in order to help the program evolve and become more effective.
1. General Information:
Name (First and Last)
ISPE Member
Number
Affiliate/Chapter
Email Address
Phone Number
2. How long have you been involved with the mentorship program (circle the best option)?
<1 Month
2-6 Months
6-12 Months
>1 year
3. How often have you been communicating with your mentor (circle the best option)?
Once
A few times
Monthly
Weekly
4. Through which means of communication have you been communicating the most (circle all that
apply):
Email
Phone
In Person/ISPE Events
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Other:____________________
5. Which means of communication do you feel has been the best use of your time/ the most effective?
Email
Phone
In Person/ISPE Events
Other:____________________
6. Did you establish goals/ objectives with your mentor, at the beginning of the mentorship program?
YES
NO
7. On a scale from 1 to 5, rate the following:
Scale: Extremely Dissatisfied
1
2
3
4
5
Very Satisfied
a. Indicate the extent to which your Mentor answered your questions to your satisfaction.
1
2
3
4
5
b. How well was your mentor able to answer your questions regarding ISPE, or connect
you with someone who was able to answer your questions concerning ISPE?
1
2
3
4
5
c. Do you feel like the mentorship program helped you achieve the goals you set out to
accomplish by participating in the program?
1
2
3
4
5
d. Would you recommend ISPE’s mentorship program to a friend?
1
2
3
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4
5
8. What went well with the mentoring?
9. What suggestions do you have on how to improve the process?
10. Additional Comments:
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