Before the Council Meeting
WFOT will:
- Invite Member Organisations with experienced delegates to be potential Mentors
- Invite New Member Organisation Delegates to participate in the Mentorship Programme as a Mentee
- Match Mentor with Mentee
- Inform the Mentor and Mentees
- Provide proposed seating arrangements for Council Meeting for those Delegates attending
- Ensure that contacts have been established between Mentor and Mentee.
Delegate (Mentor) will:
- Indicate interest to be a Mentor
- If Mentee does not get in touch with Mentor within two weeks from date which Mentorship Programme Team has provided all necessary contact details, to contact the Mentee
- Request that the Mentee has received a handover (documents and/or discussion) from previous Member Organisation Delegate (if an established Member Organisation)
- Check with Mentee via email or whichever mode of communication that is deemed most suitable if Mentee understood the “Robert’s rule”, Articles of Association and Standing Orders of the WFOT and delegates’ roles and responsibilities
- Attend the orientation session (on Focus Day/ alternative time as advised by Executive Director), with the Mentee.
New Delegate (Mentee) will:
- Acknowledge that all materials have been received from WFOT
- Read through all suggested materials available on the WFOT website.
- Get in touch with Mentor, within 2 weeks of notification from Mentor.
- Ensure that the Mentee has received a handover (documents and/or discussion) from previous Member Organisation Delegate (if an established Member Organisation).
- Ensure that Member Organisation subscription fee has been paid
- Have access to all agenda items and papers related to the upcoming Council Meeting
- To attend the orientation session, (on Focus Day/ alternative time as advised by Executive Director), with Mentor.
Introductory Meeting
A short introductory meeting will take place on the first day of Council where mentors and mentees will be introduced. New Delegates/Mentees should ensure they have viewed the Induction Video prior to the Introductory Meeting.
During the Council Meeting
WFOT will:
- Ensure Mentors and Mentees are seated and working together.
Member Organisation Delegate (Mentor) will:
- Be seated next to Mentee
- Debrief Mentee at end of meeting daily to clarify any questions which Mentee may have.
New Delegate (Mentee) will:
- Be seated next to Mentor
- Refer to Induction Package/Presentation and Delegates Manual for responsibilities and how to participate in the Council Meeting.
After the Council Meeting
WFOT will:
- Collect feedback from Mentee and Mentor regarding the Mentorship Programme – to be submitted via online survey.
- Review the feedback for planning of CM 2022
Delegate (Mentor) will:
- Complete the online Mentoring
evaluation survey
- Provide continuing support to Mentee. If Mentor feels s/he cannot provide the support needed, he/she will refer the Mentee to the Executive Director. The Executive Director will advise on appropriate alternate support for the Mentee.
New Delegate (Mentee) will:
- Complete the online Mentoring evaluation survey
- Endeavour to increase the understanding of the purpose and functions of the WFOT, as well as the role of the Member Organisation in relation to the function of the WFOT
- Ensure that the Member Organisation pays the membership fee before 31 January the year after the Council meeting
- Ensure that the Member Organisation notifies the Executive Director/Secretariat of the names of any new Delegates and Alternate Delegates whenever there is an election
- Disseminate all information from the WFOT Council Meeting to their Member Organisation
- Provide or gather necessary information for enquiries from the WFOT
- Continue on the project committed to during the Council Meeting
- Provide the necessary reports to Project leaders/Programme coordinators when required
- Hand over the important materials and provide an orientation to the next Delegate of the Member Organisation before the next Council Meeting if the Delegate has relinquished his/her role as a Delegate.