Mentoring System

Preamble: During their stay for four years of the under graduate engineering programme students often need mentoring, guidance and counseling from teachers. Direct academic issues e.g. selection of electives can be easily communicated to students. But for finer nuances e. g. career options or fear of a subject/course need support from faculty; obviously, a student should have the same mentor for all the four years.

Mentoring System:

The mentoring system is designed to offer personalized guidance and support to our students. Each mentor is assigned twenty students, and they are responsible for providing guidance and support to their mentees. Mentoring sessions are held separately, and they take place at scheduled times during the week. These sessions are designed to help students with any academic, personal, or professional issues they may be facing. Mentors are responsible for providing guidance and support to their mentees. They are expected to meet with their mentees regularly and provide them with advice and guidance on a range of issues. These may include academic challenges, career planning, personal development, or any other issues that may affect the student's well-being. The mentoring system has been very effective in helping our students. We have received positive feedback from our students. Mentors have also reported that they have been able to establish meaningful relationships with their mentees and provide them with personalized support and guidance. The mentoring system has several benefits for our students. It provides them with an additional support system and allows them to receive personalized guidance and advice. It also helps to build a sense of community among students and fosters a culture of mentorship and support.

Structure of mentoring system for one department is as shown in figure 1. 

                 Figure 1: Mentoring System  

Responsibilities of a Mentor: Mentor will perform the following functions. The list of course cannot be exclusive. A mentor can always do more for the benefit of the students.

  1. Maintain personal details of the students including their address, contact numbers, overall academic performance and progress. It will help them in monitoring the academic growth of the students. It will also help the institute in tracer studies of the alumni.
  2. Guide the students in taking up extra academic and professional activities for value addition as a member of the society.
  3. Meet the group of students at least twice a month.
  4. Continuously monitor, counsel, guide and motivate the students in all academic matters.
  5. Advise students regarding choice of electives, project, summer training, etc.
  6. Contact parents/guardians if situation demands e.g. academic irregularities, negative behavioral changes and interpersonal relations, detrimental activities, etc.
  7. Advise students in their career development/professional guidance.
  8. Keep contact with the students even after their graduation.
  9. Intimate HOD and suggest if any administrative action is called for.
  10. Maintain a detail progressive record of the student (format attached).
  11. Maintain a brief but clear record of all discussions with students.
  12. If required, planning some recreation activities and trips for the students. This will be done with prior permission to HoD and Dean Student Development.


Highlights of Mentoring System:

Number of faculty mentors: 88

Number of students per mentor: 20: 1

Frequency of meeting: Regularly once in a week

  1. Weekly Meeting in Timetable: Incorporating mentoring sessions into the weekly timetable ensures consistency and prioritizes the mentoring process. Set specific time slots for these meetings to make sure they are not overlooked.
  2. Involvement of Monitors and Head of Department: Involving class monitors and department heads can add accountability to the mentoring system. They can provide feedback on the effectiveness of the program and help address any issues that arise.
  3. Central Monitoring by Head of Counseling: Having a centralized oversight by the head of counseling ensures that the program maintains its quality and alignment with the overall counseling and developmental goals of the institution.
  4. Diverse Mentoring Points Based on Student Choice: Offering a variety of mentoring points based on student preferences allows for a more personalized approach. This can include English language improvement, public speaking skills, aptitude development, and more.
  5. Individual Student Activity Tracking: Keeping track of each student's progress and activities helps mentors tailor their guidance and support. It also provides a record of growth and development over time.
  6. Minimum Two Activities per Student per Month: Setting a minimum number of activities ensures active engagement between mentors and mentees. It encourages regular interactions and helps achieve consistent progress.
  7. Completion of Activities and Highlighting Outcomes: Emphasizing the completion of activities and showcasing their outcomes is essential. This reinforces the value of the mentoring process and demonstrates tangible results.
  8. Effective Maintenance of Mentoring Files: Properly maintained mentoring files are crucial for documentation, evaluation, and future reference. Ensure that records are organized, up-to-date, and easily accessible.

Highlighting Case Studies: Sharing case studies or success stories can inspire both mentors and mentees. These examples provide real-world context and demonstrate the positive impact of the mentoring program.