Mentoring Calendar

Campbell

“Clear is Kind”

What does telework look like for a WFS Mentor?

• M-T-W

  • Home is your starting/ending point (no need to come to OCB)

  • The majority of the time should still be in the community visiting centers

  • Since this has been clarified, we’ve seen an increase of mentors in the community

Challenges

• inconsistencies in the use of calendars

• inconsistencies in the naming conventions for the Mentors in the Community Calendar (MCC)

• inconsistencies in MCC and in mileage

• Inconsistencies in MCC and in tracking log

Two Calendars

• Mentors in the Community Calendar (MCC)

  • In-person visits with providers

• Personal Calendar

  • PLCs

  • Debriefing

  • Time it takes to do paperwork

  • Virtual calls

  • Prep work

  • Daily Tasks

  • Travel to/from sites

  • time off

  • 1:1 check in meetings w/ manager

  • In-house meetings/trainings

  • Coding Calls

  • Onboarding Events

• Naming Conventions for MCC

  • Meeting Invite

    • Title Line: Mentor Name(s), ELP Name

    • Required Line: Invite yourself and all mentors who will accompany you

    • Start/End Time: Time visit will begin/end

    • Location Line: address of the ELP

    • Send Invitation

  • Questions/feedback

    • Does the timeframe include travel time?

      • No, just the time you will be present at the center

    • If your visit is shorter/longer, then you will need to adjust that in the calendar

    • Include the type of visit (pre-assessment, observation, etc.) in either the title line or in the body of the invite

      • make sure this information matches what you are putting in the mentor tracker

    • If you are on a group visit, make sure to include everyone’s phone #'s in the body of the invite

What should my UT Health Calendar reflect? (6 x 4 = 24)

• Calendar Exemplar - what do you notice?

  • Travel Time

  • Appointments that were cancelled

  • Lunch is built into the calendar

  • Required meetings

  • Differentiation between the F2F and virtual visits

  • Although not reflected in the exemplar, you can color code your calendar and it may be a good idea to do so

• Table Talk - Questions/Comments/Feedback

  • Specify desk work (checking emails)

  • After-School programs - this work goes past 4:00

    • if you do work past 4:00, notify your manager about the time you’ll flex

    • if you know you’ll be working after-hours, inform your manager ahead of time

    • make sure this reflects the MCC and tracking log

  • Time for research study

  • Translation for providers by bilingual providers

  • Calendar should reflect your whole day

Stamping the Expectations

• Every Thursday your work and MCC must be updated to reflect your upcoming work week

• Every Thursday your mentor log must be updated to reflect your current work week

• Every Thursday review your CQIPs to ensure they are unexpired

• Managers will utilize check-in times to examine these practices

Next Steps:

Deadline:

•  <date

Ladacia

Even though we are not training mentors in the developmental checklist, make sure to continue having conversations about the tools that CLI Engage offers

• in the event log and in CQIPs, document that you are giving technical assistance to your provider

  • ex of event log update: Technical Assistant: Type of Support: Summary of what support was given

• Your providers will need to have the right type of technology to conduct these assessments (no phones) - this may be a barrier

• Observables does not have the same tech barrier that the assessments do

• Uploading the rosters of the children is another barrier - we are not able to do this for them

  • we’ve created an excel spreadsheet for the providers to place their roster in

• Need to make sure that every teacher at the school has a CLI Engage account and can access it

• Show your providers how to access the Class Roster Management Feature on Engage

• Other helpful resources can be found under the CIRCLE Progress Monitoring Toolkit page on Engage

• If the provider does not want to use these tools, then document that in the event log

• In the future, providers will be able to attend a formal training with L&D

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•  <date>

Onboarding Event 4/27/24 - 9-2

• need 20 mentors to come and support

• you will be able to flex this time

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