How To Log A Mentoring Session
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This document provides training on how to log mentoring sessions in the new SCORE system. It explains that logging mentoring sessions is important for tracking impact, building client histories, and allowing information sharing between mentors. It outlines the new terms used in the system like "mentoring" and "open/completed mentoring requests". Finally, it demonstrates the steps to access and edit mentoring session details through the volunteer center website.
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How To Log A Mentoring Session
- 1. How to Log a Mentoring Session SCORE System Training:
- 2. Objectives of This Training Explain the importance of entering mentoring session information in the new system Identify where data from the former Form 641, Part III (counselor record) will be entered in the new system Identify & explain some of the new terms Demonstrate two ways that volunteers can enter mentoring session information
- 3. Why is This Necessary? This is one of the most critical processes as it is required by the SBA. It is through the information you put in this form that we measure our impact in communities around the country. In addition, the new system allows for mentors to build a complete client history so that you can easily keep track of what you’ve worked on to-date. It also allows other mentors to see the details of previous mentoring sessions so that they may learn about your client before participating in co-mentoring. This training will help you understand how to enter the details from your mentoring session.
- 4. New Terms in This Training Mentoring Formerly referred to as counseling. A change in terminology was made in response to recent research and new volunteer training programs and processes. Open Mentoring Request A client request for mentoring that has not yet been fulfilled. Completed Mentoring Request A mentoring request that has been fulfilled.
- 5. Go to score.org or your chapter site Click “ Log In”
- 6. Log In to the Volunteer Center Click “ Log In To the Volunteer Center”. You will be taken to a new page to enter your usernname and password
- 7. See the “Quick Links” Box Click “ Manage Your Appointments”
- 8. My Mentoring Requests Click on the mentoring request ID link located in the “Name” column.
- 9. Mentoring Request Detail Click “ Edit” to make changes.
- 13. Save Your Changes Click “ Save” to save your changes.
- 14. See the “Quick Links” Box Click “ Manage Your Clients”
- 15. My Clients Select a client.
- 16. Client Profile View Click the appropriate mentoring request ID.
- 17. Mentoring Request Detail Click “ Edit” to make changes.
- 18. My Mentoring Requests Select “ Completed” to view closed requests.
- 19. Questions? 24/7 ticket submission at http://support.score.org 9am to 9pm ET ticket submission by phone at 888-855-6703 Contact your local Chapter Training Coordinator Email [email_address]
Editor's Notes
- #5: Please visit http://www.volunteercenter.score.org/website_info.html for more information on the new systems.
- #6: To enter mentoring session information, visit score.org or your chapter website and enter your login credentials.
- #7: To enter mentoring session information, visit score.org (or your chapter website) and enter your login credentials.
- #8: There are 2 ways that you can enter mentoring sessions. The first is by managing your mentoring requests. The second way is by managing your clients. We’ll begin with updating your mentoring requests. Click on “Manage Your Appointments” from the green Quick Links box.
- #9: You will then be taken to the “My Mentoring Requests” page on the CRM. This page shows all your open mentoring requests. You can then click on the mentoring request number (under the “Name” heading) for the request of your choice and view all the information that was provided by the client. Make sure you click on the request number and not the client name as clicking on the client name will take you the client profile page and not their mentoring request detail.
- #10: Once you are on the mentoring request detail page, you can add the information from your mentoring session. Please note that once you click “edit” only the fields that you can change will be visible. Fields that are automatically populated such as Mentor, SCORE Details, Client Feedback, etc. will disappear in the edit view.
- #11: In the information box, you’ll log the names of the co-mentor(s) and update the status of the mentoring request (change to completed once the sessions complete). You’ll also add/ update the following information: Mentoring Type- Choose from Face-to-face, Online, and Telephonic Online Type – if online mentoring, select the type of online mentoring. Choose from Email, Skype, and Chat. What Business Questions Need Answering – Outlines the main reasons for the client’s visit. This could include topics like business plan assistance, needs help finding funding sources, etc. This is not limited to one question, so please list all main mentoring session Nature of Counseling Provided- Choose from a list of common business topics including but not limited to business plan, managing a business, marketing, and other Mentoring Date – Date that the mentoring session occurred Other Counseling Provided – space to list an additional “Nature of Counseling Provided” topic Other Mentoring Location – Place where the other mentoring session occurred
- #12: In the “Mentoring Fulfillment Details”, you can update the following fields: Prep Hours – the amount of time taken to prepare Travel Hours – the amount of time taken to travel to the mentoring location Mentor Hours – the amount of time spent in the mentoring session Co-Mentor Hours – the amount of time the co-mentor(s) spent in the mentoring session Meeting Start & End Date & Time – the date and time that the session started and ended Language Used/ Other Language Used – the language(s) spoken during the mentoring session Fulfillment Completed – Indicates that the mentoring session has been completed.
- #13: The “Notes” and “Attachments” areas allow you to add additional information about your mentoring session. To add this information, click “New Note” or “New Attachment”. This should be labeled: Mentoring Notes, similar to the WebIt Counseling Notes. In NOTES, you provide an outline of your discussion, recommendations for future mentoring sessions, information about homework that was suggested, and other pertinent details that you or another mentor may find useful. Please note that any information written here will be visible by other SCORE volunteers and staff. The Attachments area is where you can attach files to a mentoring record. Examples of files that you may wish to attach include business plan drafts, worksheets, and financial statements. Once notes or attachments are added, they can be retrieved or deleted – they cannot be edited. However you may add multiple files and notes to the mentoring request detail.
- #14: Once all of those areas are completed, click “Save” to save your changes.
- #15: The second way to add a mentoring session is by managing your clients. From the volunteer center, click on “Manage Your Clients” from the green Quick Links box. Or if you’re already in the CRM, you can click on the “My Clients” tab.
- #16: Click on the name of the client with whom you met for mentoring.
- #17: Scroll to the bottom of the profile view, and click on the appropriate mentoring request ID.
- #18: Once you are on the mentoring request detail page, you can follow the steps outlined in the first method.
- #19: If you’d like to view information from mentoring sessions that have already occurred, return to the “My Mentoring Requests” tab, and open the drop menu. Select “Completed” to view the list of all completed mentoring requests.
- #20: If you have any questions about this process or the new systems, please use the methods outlined above to get assistance. Thank you for your time and for all that you do.