Practical Tools & Templates
Quick-access tools with short explanations. Adapt locally as needed.
Templates will be published here shortly. If you need any file now, please contact the programme coordinator and we’ll share the latest versions directly.
A. Programme Setup
Kick-start the relationship with clarity and shared expectations.
Mentoring Agreement / Plan
For: Mentor & Mentee · Use: first meeting
Defines meeting rhythm, boundaries, confidentiality, and first goals.
Goal-Setting Worksheet
For: Mentor & Mentee · Use: first 1–2 weeks
Simple prompts to turn priorities into small, realistic actions.
First Meeting Agenda & Prompts
For: Mentor · Use: first meeting
Light structure for introductions, expectations, and next-step planning.
Matching Matrix & Bias Check
For: Coordinator · Use: matching phase
Objective criteria (location, language, interests, availability) plus a quick bias scan.
B. Monitoring & Support
Keep momentum with light-touch check-ins and clear pathways for support.
Monthly Check-in Form – Mentor
For: Mentor · Use: monthly or as needed
Short reflection on progress, meeting regularity, and any barriers.
Monthly Check-in Form – Mentee
For: Mentee · Use: monthly or as needed
Simple questions to capture experience and early warning signs.
Light Data Log
For: Coordinator · Use: ongoing
Tracks pairs, meetings, and engagement for reporting and learning cycles.
Mediation Script & Rematch Protocol
For: Coordinator · Use: if issues arise
Steps and language for resetting expectations or making a positive rematch.
When the Match Doesn’t Work – Guide
For: Mentor & Coordinator · Use: on closure
How to close respectfully and capture lessons for future cycles.
C. Planning Activities & Safety
Structure active meetings and keep inclusion and safety front and centre.
Session Planning Sheet
For: Mentor/Coach · Use: before sessions
Goals, accessibility notes, kit needs, and simple risk reminders.
Activity Participation Log
For: Coordinator · Use: ongoing
Attendance and activity type for evaluation and funder reporting.
Safeguarding & Risk Checklist
For: All roles · Use: before activities
Quick pre-activity safety and inclusion checks (venue, privacy, language, equipment).
D. Empowerment & Networking
Help mentees build social capital and plan for life beyond mentoring.
Network Mapping Tool
For: Mentor & Mentee · Use: early & mid-programme
Visual map of people and places that can support the mentee.
My Club Integration Plan
For: Mentee · Use: final month
Concrete next steps for joining clubs, events, and alumni/community groups.
Club Contact Card / Calendar
For: Coordinator/Mentee · Use: onboarding to clubs
Key people, venues, times; icon-based option for low-literacy usability.
E. Intercultural Communication & Reflection
Normalize difference, reduce misunderstandings, and learn together.
Cultural Awareness Reflection Sheet
For: All roles · Use: training & pair sessions
Prompts to surface values, comfort zones, and preferred ways of communicating.
Communication Style Mapping
For: Mentor & Mentee · Use: early phase
Direct/Indirect × Formal/Informal plotting with discussion cues.
Inclusive Language Checklist
For: All roles · Use: before messages/materials
Quick check for clarity, respect, and accessibility.
Cultural Adaptation Action Plan
For: Mentor & Coordinator · Use: quarterly
Document concrete adaptations for activities, comms, and venues.
Scenario Practice Cards (Set of 10)
For: Coordinator/Trainer · Use: training & peer learning
Short, realistic cases to discuss responses and alternatives.
F. Programme-Level
Build structures that sustain quality, inclusion, and continuity.
Mentor Training Log
For: Coordinator · Use: ongoing
Attendance, topics, and feedback for continuous improvement.
Intercultural Communication Audit
For: Management/Coordination team · Use: annually
Review materials, training, partner comms, and feedback channels.
Mentoring Alumni Network Template
For: Coordinator · Use: post-programme
Light framework for alumni contact lists and meet-ups.
Reflection Note
Which 2–3 tools will you introduce first in your setting, and why?