Mentoring Software Guide

Use the following guide to manage your online mentoring profile and activities within the software. If you have any questions not answered here, please contact [email protected].

For more information on starting your mentoring partnership at APEGA, check out Mentoring 101.

    Mentees

  • Mentees must search and request a match with a mentor in the software. Mentors do not request mentees. Mentees can request only  one mentor at a time.

     

    Step 1

    Start by clicking the Find a Mentor! button on the My Matches tab.

    mentee match 1

    Step 2

    Use the filters to narrow the choices for you. 

    • The Employment & Personal Biography field lets you enter text that may appear in a mentor’s biography (e.g., water resource management or consulting). It’s an exact word match, so limit the search to a maximum of three words.
    mentee match 2

    Step 3

    Review a mentor's profile by clicking View Mentor. When you're ready to request a mentor, click Select this Mentor.

    mentee match 3-1

    Step 4

    To complete the match request, click Request this Match!

    Note: You can request only one mentor at a time.

    mentee match 5

    Pending Review

    Once you've sent the match request, your requested mentor will receive an email to review your profile. They may accept or decline. If a mentor declines your request, you can search for a new mentor. Remember, you can request only one mentor at a time.

    Next steps after match is approved

    You can set up your first meeting when the match is made. You will both have each other's preferred contact information, so either of you can reach out to the other person.

    You may choose to review any of the resources under the My Resources tab when logged in to your mentoring profile.

  • Please give your prospective mentor 14 days to respond to your request, as their response could take some time due to many reasons.

    If you do not receive a response from your prospective mentor within 14 days of sending the request, you can:

    1. cancel the request and begin your search again, or
    2. contact us to reach out to the mentor to review your profile if you wish to still proceed with them.

  • While the match is pending, you may choose to cancel the request yourself. On the My Matches tab, you'll see the heading My Pending Matches. Here you can cancel a pending request.

    mentee cancel match

    Mentors

  • Mentees are responsible for searching for and requesting a match with a mentor in the software. When a mentee requests you to be their mentor, you will receive an email asking you to review and either accept or decline their request.

    Step 1

    When logged in to your profile, click the My Matches tab. Here, you'll have the option to view the mentee's details to see if they would be a good fit for you.

    mentor match 1

    Step 2

    When you are ready to make a decision, you can click to:

    1. Accept this Match, or
    2. Decline this Match
    mentor match 2

    Next steps after approving the match

    You can set up your first meeting when the match is made. You will both have each other's preferred contact information, so either of you can reach out to the other person.

    You may choose to review any of the resources under the My Resources tab when logged in to your mentoring profile.

    Managing Your Profile

  • You may edit your profile at any time by clicking the Edit button when logged in to your mentoring account. Please review and update your profile after each match is complete.

    In particular, you may need to review the following sections in your profile after each match is complete:

    • Mentoring Relationship Focus
    • Skills Self-Assessment
    • Partner & Meeting Preferences
    edit

  • Your profile's biography (the Employment and Personal Biography section) is one of the crucial pieces of using the software for matching.

    Your prospective match will want to have a sense of who you are. Although other details of your profile will assist, your biography can be key in a mentee's decision to request a mentor, and a mentor's decision to accept a mentee's request.

    You do not need a complete or long biography. However, you will benefit by sharing a few pieces of information including some of the following:

    • Where and when you graduated university
    • What kind of work you have been doing or are interested in
    • Any goals for mentoring you may currently have
    • Any career goals you have
    • Personal hobbies and interests

  • Use the Forgot Password? link on the login screen to change your password.

    There are two separate login pages for mentees and mentors.

    Mentees Login  Mentors Login

    login

    Managing Your Match

  • You can set up your first meeting when the match is made. We highly encourage mentees to email mentors first to introduce themselves and offer possible meeting dates. That said, you will both have each other's preferred contact information, so either of you can reach out to the other person.

    Your first meeting does not need to happen immediately, although we recommend that you schedule it within three weeks of being matched.

  • You can use the software to manage your match meetings. Use it to track the length of your meetings, your conversations, and how you perceive the meeting's value. You can use this feature to track your time if you are claiming continuing professional development (CPD) hours.

    Note: The meeting details that you submit here are not shared with your mentoring partner.

    Step 1

    Under the My Matches Tab, look for My Active Matches. There are four options:

    1. View Mentor/Mentee Details
    2. View Sessions
    3. Add Session
    4. Manage Documents for this Match
    active matches

    Step 2

    When you click Add a Session, you'll be able to enter as much detail as you like. The only required field is the Session Date.

    Click Submit to save the session. You can review your sessions and edit them once submitted.

    mentee-add session

  • All matches will automatically end one year after the match is made. If you want, you can end the match before one year. There can be many reasons why a match ends early. Regardless of the reason, please contact [email protected] to formally end a match.

    Reasons for ending a match early may include:

    1. Not a good fit (Graceful Exit)
    2. You have concluded your goals
    3. Mentor/mentee has moved

  • The Graceful Exit option allows mentors or mentees to exit a match for one of a variety of reasons including availability, personal preferences, and areas of expertise without specifying the reason.

    We generally reserve this option for when you have had your first 2 or 3 meetings, and you are not confident in continuing to meet with your mentoring partner.

    you feel this is the case, email us at [email protected] to request closing your match using the Graceful Exit option, and we will send your mentoring partner a standardized email that closes the match.