Mentorship initiatives

📄 SOP: Creating a Mentorship Program for New Hires

Department: Administration / Human Resources
Prepared by: [Director Name]
Effective Date: [Insert Date]
Version: 1.0
Review Cycle: Annually

🧩 Purpose

To establish a formal mentorship program that supports the successful onboarding, integration, and professional growth of new employees at the center. The program promotes knowledge sharing, consistency in quality, and a positive team culture.

🎯 Scope

This SOP applies to all new teaching staff, floaters, and assistant teachers hired at the school. It also includes all current employees selected and trained to serve as mentors.

🧭 Responsibilities

Role	Responsibilities
Director	Design, launch, and monitor the mentorship program. Assign mentors, oversee mentor training, and evaluate program effectiveness.
Mentor	Provide support, guidance, and coaching to the new hire over the designated mentorship period. Complete mentor logs and attend check-ins.
New Hire	Actively participate in the mentorship program, ask questions, observe, and engage in feedback and reflection.
Admin/HR	Maintain documentation of mentorship assignments and logs in employee files. Support scheduling of orientation and training.

🧱 Procedure

Step 1: Program Setup

1.1 Develop a Mentor Toolkit with orientation topics, sample scripts, checklists, and observation forms.
1.2 Define program goals:

Smooth onboarding and faster acclimation to school culture
Reduced turnover and improved staff satisfaction
Professional growth and team cohesion

Step 2: Mentor Selection

2.1 Criteria for mentor eligibility:

Minimum of 1 year of experience at the school
Demonstrated professionalism and mastery of classroom routines
Strong communication and leadership skills
No disciplinary actions in the past 12 months

2.2 Director invites selected employees to become mentors and conducts mentor orientation training.

Step 3: Mentor Assignment

3.1 Assign a mentor to each new hire on or before their first day.
3.2 Complete a Mentor Assignment Form, which includes:

New hire name and role
Mentor name and classroom
Start date and target 90-day mentorship period
Weekly check-in plan and goals

Step 4: Mentorship Timeline

Time Frame	Action
Week 1	Daily mentor check-ins; tour classroom and routines; explain curriculum, safety policies, and behavior guidance
Week 2–4	Shadowing, co-teaching, and gradual release of responsibilities
Month 2	Weekly check-ins; support with classroom management and documentation
Month 3	Mentor supports performance goals; prepares final feedback for Director

Mentors log each check-in and submit logs weekly to the Director.

Step 5: Director Checkpoints

30-Day Check-In: Meet with both mentor and new hire to assess progress
60-Day Observation: Conduct formal classroom observation with feedback
90-Day Review: Determine if new hire has successfully completed onboarding

Step 6: Recognition and Feedback

6.1 Recognize mentors at staff meetings or through monthly spotlight
6.2 Offer incentives (e.g., gift card, bonus, additional PTO, or certificate)
6.3 Collect feedback from both mentors and mentees to improve the program
6.4 Adjust mentor assignments or tools based on outcomes and feedback

📂 Documentation

All forms and templates should be stored in the Staff Mentorship Folder (digital or physical), including:

Mentor Assignment Form
Mentor Training Attendance Log
Weekly Mentor Log Template
30/60/90-Day Review Forms
Program Feedback Forms