ATHENA Faculty Mentoring Circle Training

Faculty Mentoring Circle Training

Introduction to ATHENA Peer/Near-Peer Mentoring Circles

Course Overview

This course will provide you with the foundational knowledge and skills necessary to effectively facilitate and participate in ATHENA Peer/Near-Peer Mentoring Circles. Through a series of modules, we will explore the purpose, structure, and dynamics of these circles, empowering you to contribute meaningfully to a supportive and collaborative environment.

Course Modules

  1. Introduction: An overview of ATHENA Peer/Near-Peer Mentoring Circles, including their origins, goals, and benefits.
  2. Member Commitment: Understanding the expectations and responsibilities of members in a mentoring circle.
  3. Co-Facilitating Guidelines: Exploring the roles and responsibilities of co-facilitators in guiding the circle’s discussions and activities.
  4. Vocabulary and Terminology: Learning key terms and concepts related to mentoring circles, such as “positive affirmations,” “group work,” and “strokes.”
  5. Mentoring Circle Session Flow: Understanding the typical structure and sequence of a mentoring circle meeting.
  6. Interaction Guidelines and Expectations: Establishing norms for respectful and productive interactions within the circle.

Key Concepts and Practices

  • Peer Support and Collaboration: The power of working together to address challenges and share experiences.
  • Positive Affirmations: The practice of recognizing and celebrating personal and professional accomplishments.
  • Problem-Solving: Developing effective strategies for addressing challenges and finding solutions.
  • Active Listening: The ability to fully engage with others and understand their perspectives.
  • Constructive Feedback: Providing helpful and supportive feedback to others.

Course Objectives

By the end of this course, you will be able to:

  • Understand the purpose and benefits of ATHENA Peer/Near-Peer Mentoring Circles.
  • Effectively contribute to and facilitate productive mentoring circle sessions.
  • Apply the principles of positive affirmations, problem-solving, and active listening.
  • Foster a supportive and collaborative environment within the mentoring circle.

We invite you to join us on this journey of learning and growth. Together, we will create a space where faculty members can connect, support, and inspire one another.

ATHENA Faculty Mentoring Circle Training Module 1

Introduction

Introduction to ATHENA Peer/Near-Peer Mentoring Circles

ATHENA Peer/Near-Peer Mentoring Circles are modeled on the success of the peer group from the book ”Every Other Thursday: Stories and Strategies from Successful Women Scientists”. Chapter 16, “A Group of One’s Own: Pigs, Contracts and Strokes” contains details of the terminology and process describing how the group operates. The overall goal of the circle is to extend and foster your peer mentoring, coaching and networking experience. In particular, the circle is a forum to support others in finding workable solutions to problems and in staying connected

ATHENA circles integrate the best elements of both the traditional peer mentoring circles and peer coaching, while adjusting the structure to our context at UofL. The legacy circle model was also adapted to a hybrid mode, with virtual/online meetings and occasional in person meetings once a semester.


How do Mentoring Circles meetings work?


Mentoring Circles meetings follow a structured format designed to maximize productivity and support. Each meeting typically lasts between 1 and 2 hours, depending on the frequency of meetings (biweekly or monthly).

1. Positive Affirmations (5 minutes):

  • The meeting starts with a round of positive affirmations, where members share something positive that's happening in their lives. This could be a personal achievement, successful updates, or simply something they're grateful for.

2. Group Work (60-75 minutes):

  • This is the core of the meeting where circle members work together to support one another.

  • Members with problems to work on will take turns leading the Group Work.

  • When it's your turn to “work,” clearly articulate a specific challenge or problem.

    • State your goals: What do you hope to achieve or learn from this discussion?

    • Specify the feedback you're seeking: Are you looking for advice, support, or new perspectives?

  • The group will engage in active listening and ask clarifying questions to better understand the problem context. Avoid jumping to solutions or strategies initially.

  • Encourage personal agency: Help the individual determine their own next steps based on the insights gained.

  • Offer specific solutions as a last resort: Only provide solutions if explicitly requested by the individual.

  • Create a contract: At the end of the Group Work, the member should make a brief contract to report back on in a future meeting.

3. Strokes (2 minutes):

  • The circle concludes with a round of “Strokes,” which are positive observations or praise about someone that usually stems from the work in that meeting.

  • This is a great way to acknowledge and appreciate each other's contributions.

By following this structured format, Mentoring Circles can provide a supportive and productive environment for members to learn, grow, and achieve their goals.

What are the Benefits of Participating in Mentoring Circles?

According to an external evaluation, our ATHENA circles have had a significant impact on faculty, including:

  • Supporting career advancement

  • Building problem-solving skills

  • Empowering and enabling their actions

  • Reducing isolation

  • Improving a sense of belonging

 

By participating in our circles, you'll have the opportunity to:

  • Build strong relationships with your peers

  • Gain valuable insights and perspectives

  • Enhance your professional development

  • Support others in their growth and success

We hope this short training Module has provided you with a clear understanding of University of Louisville’s ATHENA Peer/Near-Peer Mentoring Circles. We encourage you to join a circle and experience the benefits firsthand.

ATHENA Faculty Mentoring Circle Training Module 2

Member Commitment

Member Commitment

ATHENA Circle Members must be committed to creating a safe, supportive, and collaborative space for each other,  by adhering to the following principles:

  • Confidentiality: I will keep all information shared within the group strictly confidential.

  • No Conflict of Interest: I will avoid situations that could create a conflict of interest, ensuring that my participation is solely focused on supporting the group. This is why no circle should have two members from the same department. I may occasionally have to recuse myself from group work if I sense a conflict of interest. 

  • Honesty: I will be honest in presenting my own issues and giving feedback to others without judging them. I will express my thoughts and opinions with care and respect.

  • Commitment: I will attend meetings regularly and actively participate in the group process. 

  • Active Listening: I will listen attentively to others without judgment. I will seek to understand their perspectives and provide thoughtful feedback.

ATHENA Faculty Mentoring Circle Training Module 3

Co-Facilitating Guidelines

Co-Facilitating Effective Near-Peer Mentoring Circles

Key Principles for Effective Mentoring Circles include

Regular Meetings

Schedule and ATTEND meetings at least monthly if you meet for 2 hours or biweekly if you meet for 1 hour, this is essential to maintain momentum and build strong relationships. 

Nurture Relationships and Trust 

Encourage and model open communication and active listening. Approach problem solving with genuine compassion, an open mind and no judgment. Keep circle conversations confidential! What is shared in the circle stays in the circle!

AskPowerful Coaching Questions 

Instead of rushing to give advice, use open-ended questions to stimulate deeper reflection and self-discovery. For example, instead of saying, "You should do this," ask, "What are some possible solutions you're considering?"

Inclusion & Belonging 

Your circle will likely include participants from diverse departments, backgrounds, ages, and levels of experience. Value and benefit from this amazing diversity of perspectives and ideas! Work actively to make sure that everyone feels safe, welcome and understood. Work actively to overcome unconscious stereotyping and bias, and remember that your continuous effort towards active listening with care will help you understand and relate better with your circle and embrace and celebrate your imagined and real differences.

Structure and Guidelines

Consistent Meeting Structure 

Follow a consistent meeting structure that consists of:

  • Positive Affirmations: Start each meeting with a round of positive affirmations.

  • Group Work Time: Allocate the majority of the meeting time for members to work on their current problems or challenges.

  • Feedback and Support: Encourage members to provide constructive feedback and support to each other.

Avoid Dominating Meetings 

Gently and kindly discourage some individuals from monopolizing the discussion, by inviting others to contribute.

Respect Group Dynamics 

Avoid disrupting established groups without their consent. Ask all the members before inviting a new member to join an existing circle.


Things to Avoid

A “Senior” Lead: 

Avoid designating a “senior” or “guide” in the group. All members should have equal opportunities to contribute and learn. This is the power of peer mentoring and coaching.

Predetermined Topics: 

Allow members to choose their own topics for discussion depending on the problem they are working on and their needs at any given time. 

Inserting Your Own Story in Another’s: 

During Group Work Time, cede the floor completely to the person presenting their problem or issue. Inserting your own story is like stealing precious time and attention reserved for the work time of someone else. Instead, focus on active listening and providing support TO them. Avoid sharing your own experiences unless it will offer a last resort path to a possible solution and you can articulate it very briefly in less than 1 minute. If your story was a source of feelings that could be helped by sharing with the group, consider sharing it at a later time, when it is your OWN turn to work on a problem or issue.

Prescriptive Advice: 

Empower other members! Instead of giving quick advice, offer possible suggestions or alternative perspectives. Encourage members to explore and choose  their own solutions that work for THEM.

Ad Hoc Meetings: 

Stick to a regular meeting schedule (example every other Thursday at 12 PM or every other Monday at 4 PM) to maintain consistency and avoid interruptions. Agree on a new meeting at the start of each new semester and stick with it.

ATHENA Faculty Mentoring Circle Training Module 4

Vocabulary and Terminology

Understanding MC Terminology

Contracts

Think of contracts as your personal action plan for the short term, that you developed at the conclusion of your group work time. They’re like little promises you make to yourself which will initiate the first step towards a solution. Instead of saying, “I should finish this report,” try phrasing it as, “I will complete the first draft of Section A, B and C of my report by Tuesday.”

Example: “I will email (or schedule a meeting with) my supervisor to discuss my project proposal by next week.”

Strokes

Strokes are like little rewards or pats on the back. They’re a way of recognizing and appreciating someone’s contributions to the circle. They are shared at the end of each circle meeting.

Example: “Thank you for sharing your insights on that challenging project. Your perspective was really helpful.”

A stroke is like a gift. When receiving a stroke, do not deny or reject the gesture of gratitude. Instead, the appropriate response is:

  • Thank you!

Pigs

Pigs are internalized oppressions. They are those little voices in our heads that tell us we're not good or capable enough.  They are myths that make us believe that we are not good enough, that we should always act in a certain way, or that we are always responsible for someone else’s own responsibilities. They might occasionally surface as part of group work.

Example: “I'm such a failure for not finishing that report on time.” 

“I am failing as a mentor because my student never submits their update reports on time.”

“I am not a strong leader because I have little experience.”

Rescues

Are things to avoid during group work. A rescue is when you swoop in and solve someone else‘s problem for them. Instead, try to support, guide, and encourage them to form their own solution plan.

Example: Instead of saying, “You should do it this way,” you might say, “What are some challenges you’re facing in completing this task?”

Let's practice!

  • Can anyone give me an example of a contract they might set for themselves?

  • What’s a stroke you’ve received recently?

  • How might you identify a “pig” in your own thoughts?

ATHENA Faculty Mentoring Circle Training Module 5

Mentoring Circle Session Flow

Mentoring Circle Session Flow

Introduction

Let's dive into the typical flow of a Mentoring Circle session. Understanding the structure will help you participate more effectively and get the most out of these meetings.

Affirmations

We start each session on a positive note with brief updates. Think of it as a quick check-in to share something good that's happening in your life. It could be a personal achievement, a professional success, or simply something you're grateful for.

Group Work

The heart of each session is the peer-supported work time, also known as "Group Work." This is where the real magic happens. Circle members take turns in group work, and each work session consists of the following steps:

  1. Worlds Check (30 seconds): Begin by sharing a brief positive statement about how you're feeling in the moment. This helps set a positive tone.
  2. State Your Specific Issue or Problem (1 minute):Clearly articulate the situation you'd like feedback on, including:
    • Your feeling or emotion
    • The underlying cause or reason
    • Your previous attempts to address the issue
  3. State the Type of Feedback Desired (1 minute): Specify the kind of feedback you're seeking from the group. Are you looking for advice, support, a fresh perspective, or empathy?
  4. Q&A and Feedback (8-10 minutes): The group will engage in a discussion, asking questions and providing feedback.
  5. Contract (1 minute): Summarize the key takeaways and create a specific action plan (contract) based on the insights gained.

Time Management

To ensure that everyone has an opportunity to participate, we'll follow this timeline:

  • Affirmations: 30 seconds per person
  • Group Work: 10-15 minutes per member
  • Strokes: 20 seconds per person

Remember:

  • Choose a timekeeper: Appoint a volunteer to keep track of time and ensure everyone gets a fair chance to participate.
  • Rotate group work: Make sure members take turns so that everyone has an opportunity to share their issues and receive feedback.
  • End on a positive note: Conclude the meeting with strokes to acknowledge each other's contributions and leave on a positive note.

By following this structure, we can create a productive and supportive environment for all members. Let's work together to make the most of our Mentoring Circles!

ATHENA Faculty Mentoring Circle Training Module 6

Interaction Guidelines and Expectations

Interaction Guidelines and Expectations

Introduction

Let's establish some ground rules for our Near Peer Mentoring Circles to ensure a productive and supportive environment for everyone.

No Rescues

Remember, the goal of these circles is to empower you to find your own solutions. We're here to support and coach you, not provide answers. Focus on providing feedback and asking questions that encourage reflection and self-discovery.

Safe Space

This circle is a confidential and supportive space. Feel free to share your thoughts, experiences, and feedback without fear of judgment. Let's create an environment where everyone feels comfortable and respected.

Accountability

As a member, you're committed to being on time, participating actively, and updating on your previous contracts. This ensures that everyone benefits from the group.

No Interruptions

When someone is speaking, give them your full attention. Avoid interrupting or talking over others. This shows respect and keeps the discussion focused.

Attendance and Active Participation

Regular attendance and active participation are essential for the success of our circle. Make a commitment to be present and contribute meaningfully to the discussions.

By following these guidelines, we can create a positive and productive atmosphere for everyone. Let's work together to make the most of our Near Peer Mentoring Circle!