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This guide has been prepared as part of the ITO Literacy and Numeracy
Good Practice project. This project, funded by the Tertiary Education
Commission, aims to research, inform and develop good practice
guidelines, tools and resources to support ITOs to embed literacy and
numeracy into industry training.

The guide is one of series of good practice resources covering a range of
activities that ITOs engage in as they respond to literacy and numeracy issues
within their industries.

The guide was prepared by Dr Christine Holland, Work & Education Research
Development Services, and was developed in conjunction with several ITOs.

The guide and supporting materials are available in PDF format on the
Industry Training Federation’s website www.itf.org.nz

November 2009
BUILDING	A	MENTORING	NETWORK	FOR	TRAINEES	IN	WORKPLACES




Contents

Introduction	        	          	         	          	                                 2

What	is	a	mentor?                                                                      2

Why	is	mentoring	so	important?	                                                        3

What	are	ITOs	&	workplaces	currently	doing	to	mentor	trainees	&	what	are	the	issues?   3

What	makes	a	good	mentor?	                                                             7

What	kinds	of	learning	support	should	mentors	offer?	                                  8

How	ITOs	can	support	effective	workplace	mentoring	                                    12

Examples	of	literacy	support	services	                                                 13

How-to-Guide:	Steps	in	mentoring	a	new	trainee	                                        14




                                                                                            1
BUILDING	A	MENTORING	NETWORK	FOR	TRAINEES	IN	WORKPLACES




    Introduction                                 Focus of the guide
    The	Embedded	Foundation	Learning	            The	guide	shows	how	workplaces	can	
    Pilots	were	established	in	New	Zealand	      improve	trainee	mentoring	in	vocational	
    in	2006.	Since	then	funding	has	been	        learning.	It	aims	to	raise	awareness	
    made	available	by	the	Tertiary	Education	    of	necessary	organisational	support.	
    Commission	(TEC)	to	Industry	Training	       It	will	explore	the	skills	and	attributes	
    Organisations	(ITOs)	to	embed	and	           a	mentor	will	need	to	be	effective	in	
    strengthen	literacy	and	numeracy	in	         the	role.	Finally,	spotting,	supporting	
    industry	training.	                          and	referring	those	with	literacy	and	
                                                 numeracy	issues	will	be	discussed.	
    The	TEC,	the	Industry	Training	Federation	
    (ITF)	and	ITOs	have	identified	the	need	     Note:	Examples	of	actual	mentoring	
    for,	and	significance	of,	workplace	based	   initiatives	supported	by	ITOs,	as	well	
    support	for	on-	and	off-job	training.	A	     ITO	representatives’	comments,	are	
    renewed	focus	on	workplace	mentoring	        included.
    will	ensure	that	trainees	get	the	most	
    from	both	off-	and	on-job	learning,	and	
    may	contribute	to	increased	completion	      What is a mentor?
    rates	for	industry	training.                 A	mentor	is	usually	a	senior	or	
                                                 experienced	person	who	provides	
    This	guide	primarily	deals	with	scenarios	   guidance	and	assistance	to	a	junior	or	
    in	workplaces	where	the	employer	            new	employee.	Internationally	favoured	
    supports	the	programme	and	provides	         ‘development’	models	of	mentoring	
    some	organisational	support	for	             have	the	following	characteristics:
    mentoring	of	trainees	undertaking	a	         •	 the	agenda	is	driven	by	the	mentor	
    vocational	qualification.	                      and	the	trainee
                                                 •	 power	and	authority	are	irrelevant	or	
    The	guide	will	assist	ITOs	to:                  put	aside	during	mentoring
    •	 understand	the	role	and	purpose	of	       •	 the	mentor	is	more	experienced	than	
       mentoring                                    the	trainee	in	one	or	more	areas	of	
    •	 build	knowledge	of	mentoring                 development
    •	 encourage	workplaces	to	establish	        •	 there	are	regular,	scheduled,	
       effective	learning	support	systems	          structured,	face-to-face	meetings
    •	 facilitate	regional	professional	         •	 there	are	specific	development	goals
       development	workshops	and	ongoing	        •	 mentoring	is	non-discriminatory	and	
       networking	meetings	for	mentors.             details	are	not	reported	to	managers




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BUILDING	A	MENTORING	NETWORK	FOR	TRAINEES	IN	WORKPLACES




Why is mentoring so                          Mentoring increases the number
important?                                   and quality of training-related
Mentoring improves workplace                 personnel
performance                                  The	forward-looking	organisation	will	
Mentoring	is	a	powerful	tool	in	formal	      invest	not	only	in	trainee	support,	but	in	
and	informal	workplace	learning.	It	         professional	development	for	mentors.	
can	make	a	significant	difference	to	an	     Mentors	may:
organisation’s	bottom	line	by:               •	 achieve	formal	qualifications
•	 accelerating	the	development	of	          •	 attend	mentoring	workshops
   talent	                                   •	 network	with	other	mentors	
•	 improving	staff	retention	                •	 link	to	ITO-based	mentor	support.	
•	 creating	a	high	performance	culture	
   that	offers	a	real	competitive	           Personal	rewards	for	mentors	may	
   advantage                                 include	job	enrichment,	advancement,	
•	 reducing	costly	mistakes.                 insight,	stimulation	and	professional	
                                             development.	
Evidence	shows	that	it	can	also	make	a	
dramatically	positive	impact	on	trainee	     What are ITOs and
learning	and	qualifications	completions.	    workplaces currently doing
                                             to mentor trainees, and what
                                             are the issues?
  “We got a 90% pass rate.                   Offering direct support
  Someone has taken an interest in           ITOs	currently	provide	direct	support	
  their outcome, and therefore they          to	trainees	and	encourage	workplace	
  remained more motivated.”                  support.	In	terms	of	direct	support,	
  	–	ITO	representative                      a	large	number	of	trainees	working	
                                             towards	national	certificates	have	
                                             access	to	training	advisors,	regional	
Mentoring	can	assist	trainees	to	            managers	and	apprenticeship	co-
understand	the	culture	of	the	workplace	     ordinators.	Industry	trainees	who	are	
(i.e.	the	way	we	do	things	around	here).	    Modern	Apprentices	also	receive	
Another	benefit	is	that	trainees	see	        quarterly	visits	from	their	Modern	
another	side	of	senior	personnel,	which	     Apprenticeship	Coordinator	(who	may	
can	strengthen	relationships	in	the	         be	part	of	the	ITO	or	from	another	
organisation	as	a	whole.                     organisation).	




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BUILDING	A	MENTORING	NETWORK	FOR	TRAINEES	IN	WORKPLACES




    These	support	persons:                        Supporting workplace mentoring
    •	 enrol	trainees	into	programmes             When	establishing	a	training	
    •	 advise	on	appropriate	qualifications       agreement	ITOs	often	recommend	that	
    •	 review	progress	and	keep	trainees	on	      organisations:
       target                                     •	 support	trainees’	on-job	learning
    •	 guide	trainees	through	any	difficulties.   •	 prepare	them	for	new	off-job	learning
                                                  •	 discuss	progress	after	off-job	learning
    However,	face-to-face	contact	offered	        •	 support	distance	learning.	
    by	ITO	support	persons	may	be	too	
    infrequent	for	trainee	development.	          ITOs	may	also	provide	training	
    In	addition,	the	support	persons	may	         resources	for	mentors	and	trainees.	
    need	professional	development	to	             However,	workplace	mentors	need	
    guide	trainees	through	specific	learning	     professional	development	and	
    difficulties.                                 recognition	for	their	role.	They	also	need	
                                                  designated	time	and	space	to	work	
                                                  with	trainees	if	they	are	to	build	a	quality	
      Flooring ITO: Are you ready?                relationship,	set	goals	and	work	through	
      In	the	Flooring	ITO,	the	work	that	         tasks	and	issues.	
      Training	Advisors	carry	out	with	
      trainees	is	led	by	the	trainee’s	           Supporting literacy
      readiness	to	make	the	next	                 Mentors	in	companies	are	skilled	in	their	
      step.	Regional	coordinators/                industry	jobs.	However,	mentoring	has	
      training	coordinators	work	in	the	          different	skill	sets,	and	many	workplace	
      workplaces	with	the	trainees.		             mentors	report	that	they	struggle	
      They	spend	as	long	as	is	necessary	         with	the	role.	In	addition,	mentors	are	
      to	get	trainees	ready	for	off-job	          now	encouraged	to	support	trainees	
      learning.	The	Flooring	ITO	trains	          with	literacy	and	numeracy.	These	
      workplace	mentors	as	well	as	               requirements	may	overwhelm	potential	
      supporting	trainees	directly.	              mentors.	Mentor	support	of	trainees	in	
      They	provide	the	mentors	with	              literacy	and	numeracy	should	be	given	
      guidelines.                                 where	the	mentor	feels	confident	and	
                                                  able,	and	has	appropriate	professional	
                                                  development	and	other	organisational	
                                                  support.	Below	are	two	good	examples	
                                                  of	mentoring	initiatives	involving	literacy	
                                                  and	numeracy.	




4
BUILDING	A	MENTORING	NETWORK	FOR	TRAINEES	IN	WORKPLACES




                                             Establishing formal and informal
  Joinery ITO (JITO) and NZCTU               mentors
  support for literacy and                   Sometimes	the	person	identified	by	the	
  numeracy                                   company	for	the	mentoring	role	is	the	
                                             supervisor.	For	smaller	businesses	the	
  1.	In	2007	JITO	established	a	pilot	       employer	is	often	the	mentor.	In	some	
  to	explore	mentoring	issues	and	           situations	this	may	create	a	power	
  to	establish	mentors	in	glass	and	         imbalance.	This	has	the	potential	to	
  joinery	companies.	Mentors	are	            interfere	with	the	role,	and	needs	to	
  now	established	in	this	industry.	         be	managed.	Some	organisations	use	
  They	either	work	with	trainees	on	         informal	mentoring,	where	trainees	
  a	regular	one-to-one	basis,	or	run	        ask	experienced	workers	for	advice,	
  a	weekly	group.	JITO	has	also	             watch	and	assist	them	with	some	tasks.	
  employed	a	literacy	and	numeracy	          Trainees	might	be	given	explanations	
  support	person	who	is	able	                by	experienced	workers	and	invited	to	
  offer	telephone	and	face-to-face	          suggest	solutions	to	problems.	
  advice	to	mentors	and	to	improve	
  resources.	This	helps	JITO	to	build	       However,	such	an	informal	arrangement	
  mentors’	literacy	and	numeracy	            may	have	disadvantages:
  support	of	trainees.                       •	 the	amount	of	mentoring	time	needed	
                                                may	not	be	acknowledged	and	
  2.	The	New	Zealand	Council	                   supported	by	the	organisation	
  of	Trade	Unions	(NZCTU)	has	               •	 the	quality	of	mentoring	may	be	
  been	establishing	‘learning	                  inconsistent
  representatives’	in	workplaces	since	      •	 mentoring	is	unplanned
  2006.	The	representatives	support	         •	 mentoring	relies	on	the	trainee’s	
  trainees	through	their	qualifications	        ability	to	approach	others	for	help.
  and	workplace	learning	and	are	
  currently	working	in	the	following	        Formally	structured,	employer-
  sectors:	community	care,	                  acknowledged	mentors	tend	to	work	
  construction,	roading	infrastructure,	     with	trainees	one-to-one	or	with	a	group	
  transport	and	food	and	beverage.	          of	trainees,	where:
  They	are	trained	to	spot	workers	          •	 the	mentor	and	trainee	have	been	
  with	literacy	or	numeracy	issues	and	         allocated	specific	times	and	space
  to	help	them	to	access	specialised	        •	 goals	have	been	set
  support	if	required.                       •	 monitoring	and	evaluation	of	progress	
                                                toward	set	goals	is	put	in	place.



                                                                                         5
BUILDING	A	MENTORING	NETWORK	FOR	TRAINEES	IN	WORKPLACES




    In	one	instance,	a	mentor	works	with	
    a	group	of	trainees	in	an	administrative	        Office Based Mentoring
    meeting	room	once	a	week.	The	                   In	two	glass	companies,	
    trainees	support	each	other	and	as	a	            administrators	support	distance	
    result	their	motivation	and	learning	have	       learning.	One	administrator	works	
    improved.	                                       one-to-one	with	a	trainee.	The	
                                                     other	works	with	a	group.
                                                 	
      “Our evaluations show that for the             Each administrator:
      trainees, [mentoring] gave them                •	organises	and	keep	records	of	
      ‘something to focus on’.”                        the	workbook	and	assessment	
      	–	ITO	representative                            materials
                                                     •	helps	the	trainee	to	plan	his/her	
                                                       study
    Mentoring distance learners                      •	works	with	the	trainee	to	
    Many	trainees,	especially	those	who	               identify	difficult	learning	areas	
    have	come	straight	from	school,	will	not	        •	helps	the	trainee	to	identify	
    have	experience	of	distance	learning.	             where	to	locate	the	information	
    Where	mentors	have	been	able	to	give	              (e.g.	internet,	qualified	
    distance	learning	regular	support	to	              tradesperson)
    the	trainee,	there	has	been	a	marked	            •	helps	the	trainee	to	develop	
    improvement	in	achievement.	The	                   internet	searching	skills
    following	is	an	example	of	successful	           •	helps	the	trainee	to	compile	
    distance	learning	mentoring.                       and	send	off	completed	
                                                       assessments.	

      “Sometimes the administrator has               Advantages include:
      a bit of mana in a ‘process’ sense,            •	more	equality	in	the	
      and can sign off on progress.”                   relationship,	and	thus	more	
       –	ITO	representative                            trust/communication
                                                     •	the	office	environment	is	quiet	
                                                       and	private
                                                     •	the	administrator	is	likely	to	be	
                                                       able	to	share	specific	literacy	
                                                       and	numeracy	skills	with	
                                                       trainees.




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BUILDING	A	MENTORING	NETWORK	FOR	TRAINEES	IN	WORKPLACES




Establishing Peer Mentoring or                 Providing ITO resources
Buddying                                       Many	ITOs	provide	companies	and	
Some	organisations	set	up	time	and	            trainees	with	training	handbooks	or	
space	for	trainee	study	groups,	or	‘peer	      other	resources,	which	set	out	required	
mentoring’.	This	works	for	trainees	who	       learning	and	the	support	that	is	needed	
are	confident	about	learning	and	familiar	     from	the	mentor.	Handbooks	lay	out	
with	the	industry.	Where	trainees	lack	        what	trainees	can	expect	to	learn	for	
confidence,	self	awareness	and	self	           each	module	and	link	the	learning	to	
management	skills,	or	have	struggled	          the	appropriate	unit	standards	on	the	
with	learning	in	school,	they	are	likely	to	   National	Qualifications	Framework.	The	
continue	to	need	a	skilled	mentor.	            language	of	educational	qualifications	
                                               can	cause	difficulties	for	both	mentors	
                                               and	trainees,	who	are	unfamiliar	with	
  Learning State: Peer mentoring               educational/course-related	literacies.	
  for Māori                                    Many	ITOs	are	re-writing	resources	in	
  Learning	State	has	implemented	              clear	language.
  a	coaching	and	mentoring	pilot	
  programme	for	Māori	learners	                What makes a good mentor?
  employed	in	a	State	sector	agency.	          Mentoring	will	have	most	chance	of	
  The	programme	focuses	on		                   success	where	there	is	quality	training	
  co-coaching	and	peer	mentoring	              within	the	industry	and	a	supportive	
  for	Māori	learners	working	towards	          organisational	culture	and	practice.	
  completing	a	National	Diploma	               Once	these	are	in	place,	ITOs	and	
  in	Public	Sector	Services	Māori.	            workplaces	can	consider	the	skills	and	
  Under	this	arrangement	learners	             attributes	held	by	potential	mentors.
  have	four	facilitated	wānanga	over	
  a	twelve	month	period,	monthly	              Good mentoring skills and
  conference	calls,	support	services	          attributes
  from	their	assessor	via	email	and	           The	quality	of	the	mentoring	relationship	
  telephone,	and	organised	peer	               is	vital.	A	good	mentor	will	be	able	to	
  mentoring.	                                  offer	experience,	distance,	balance,	
                                               perspective	and	wisdom	to	the	trainee.	
                                               Mentors	who	build	trust	and	show	
                                               respect	for	trainees	will	find	it	easier	




                                                                                            7
BUILDING	A	MENTORING	NETWORK	FOR	TRAINEES	IN	WORKPLACES




    to	help	them	to	engage	effectively	          support	from	the	mentor	that	would	
    with	learning	on	or	off-the-job.	The	        normally	be	given	by	a	tutor.	The	mentor	
    trainee	must	feel	that	the	mentor	has	       may	need	to	support	the	trainee	to	
    a	commitment	to	supporting	his/her	          manage	the	distance	learning	process	
    learning,	and	that	what	is	discussed	is	     as	well	as	the	learning	content:
    confidential.	As	well	as	building	trust,	
    the	mentor	should:                            A. Distance learning process
    •	 introduce	trainees	to	the	vocational	     •	 downloading	and	organising	course	
       culture	so	that	they	build	the	              books	and	assessments
       confidence	to	contribute                  •	 managing	time	
    •	 motivate	and	engage	trainees	in	          •	 meeting	deadlines	
       learning	about	their	particular	work      •	 searching	and	locating	information	
    •	 support	trainees	to	complete	their	       •	 submitting	work	appropriately.
       qualifications.
                                                 B. Learning content
    To	develop	and	maintain	trust,	the	          Much	vocational	learning	content	will	
    mentor	must	respect	confidentiality	and	     have	literacy	and	numeracy	elements.	
    be	able	to	listen,	ask	open	questions,	      For	instance,	trainees	may	need	to:	
    suggest	alternatives	and	support	            •	 understand	vocabulary	and	jargon	
    trainees	without	judgement.	                 •	 interpret	written	information
                                                 •	 provide	oral	and	written	information
    What kinds of learning support               •	 calculate	and	measure
    should mentors offer?                        •	 use	tables	and	price	jobs.
    Different	modes	of	learning	require	
    different	skills	and	understandings.         The	mentor	will	need	to	be	aware	of	
                                                 the	literacy	and	numeracy	elements	
    Mentoring for distance learning              in	specific	tasks	and	to	notice	when	
    Distance	learning	is	a	component	            and	how	a	trainee	is	having	difficulty.	
    of	many	industry	qualifications.	This	       Difficulties	can	be	discussed	with	the	
    mode	of	learning	requires	that	trainees	     trainee.
    undertake	a	range	of	self-paced	
    learning	and	tasks	and	complete	a	           Mentoring off-job course work and
    distance	assessment.	                        on the job learning
                                                 There	may	be	low	recognition	of	off-job	
    If	the	trainee	has	a	self	directed	          learning	within	the	workplace.	Where	
    learning	component	to	his/her	national	      this	is	the	case,	the	mentor	may	be	able	
    certificate,	s/he	will	need	the	kind	of	     to	facilitate	employer/trainee	awareness	



8
BUILDING	A	MENTORING	NETWORK	FOR	TRAINEES	IN	WORKPLACES




of	the	value	of	off-job	training.	In	terms	     and	without	supervision,	asking	for	
of	preparing	the	trainee,	approximately	        help	and	searching	independently	for	
four	weeks	prior	to	a	new	course,	              information.	Better	trainee	progress	
the	mentor	and	trainee	might	review	            is	made	when	all	of	these	learning	
upcoming	course	requirements.	This	will	        moments	are	acknowledged	by	the	
help	identify:                                  organisation	and	supported	by	a	
•	 what	the	trainee	needs	to	take	with	         mentor.	Again,	the	mentor	will	need	to	
   him/her	to	the	course	                       be	aware	of	the	literacy	and	numeracy	
•	 what	s/he	has	already	covered	and	           elements	in	specific	tasks	and	to	notice	
   what	will	be	new	learning                    when	and	how	a	trainee	is	having	
•	 potential	areas	for	practice	prior	to	the	   difficulty.	Difficulties	can	be	discussed	
   course,	for	instance	in	calculations,	       with	the	trainee.
   machine	operating,	document	
   completion	or	report	writing.	               The	best	circumstances	for	on-the-job	
                                                learning	are	where	the	trainee	has	a	
As	well	as	practicing	skills	to	prepare	for	    balance	of	supervision	and	autonomy	in	
a	course,	trainees	will	need	opportunities	     their	work,	and	a	variety	of	tasks.	
to	practice	skills	learned	on	the	course,	
once	they	are	back	on-the-job.	Following	       Co-mentoring
completion	of	an	off-site	course	module,	       Co-mentoring	enables	people	with	
mentors	are	usually	provided	with	a	short	      different	and	complementary	strengths	
one	page	report	from	the	course	tutor	          to	share	responsibility	for	the	support	of	
containing	information	about	trainee	           a	trainee.	Co-mentors	might	include:
passes,	work	yet	to	be	completed	and	           •	 older	family	members	employed	
issues.	With	these	reports	the	mentor	             within	the	same	organisation
and	trainee	can:                                •	 an	experienced	worker	who	speaks	
•	 discuss	progress	and	re-set	goals	for	          the	same	first	language	as	the	
   improvement	on-the-job	and	prior	to	            trainee,	where	English	is	not	his/her	
   the	next	course	module                          first	language
•	 liaise	with	the	course	trainer	in	order	     •	 a	skilled	worker	supporting	an	office	
   to	gain	more	specific	information	              administrator	to	mentor	a	trainee.
   about	support	the	mentor	can	give	
   on-the-job.                                  Informal mentoring in the
                                                community
On-the-job	trainee	learning	                    Trainees	might	be	encouraged	to	
includes	watching	and	working	with	             explore	informal	mentoring	that	could	
experienced	people,	practicing	with	            be	offered	by	friends	or	community	



                                                                                              9
BUILDING	A	MENTORING	NETWORK	FOR	TRAINEES	IN	WORKPLACES




     members	who	are	working	or	have	             environment.	These	include:
     worked	in	the	same	industry.	Retired	        •	 preparing	for	tests
     workers	are	an	example	of	useful	            •	 taking	notes
     informal	mentors	in	the	community.	          •	 explaining	and	sequencing	
                                                     procedures	
     Mentoring through technologies               •	 writing	reports.
     Some	ITOs	have	found	that	they	can	
     support	young	trainees	through	the	          Trainees	may	need	additional	support	
     use	of	cell	phones,	using	texting.	Email	    with	developing	these	course-related	
     has	also	been	used,	with	less	success	       skills.
     for	young	trainees,	as	texting	is	the	
     preferred	communication	method.	             The mentoring role, literacy and
     Texting	may	be	an	option	in	supporting	      numeracy
     trainees	where	he/she	is	on	the	road	        Given	that	mentors	are	also	experienced	
     or	out	in	the	field,	rather	than	at	the	     workers	with	other	responsibilities	they	
     organisation’s	site.                         must	fulfil,	there	are	limits	on	what	can	
                                                  be	expected	within	the	role.	Reasonable	
     Literacy and numeracy support                expectations	include	that:
     The	following	is	a	sample	of	workplace	      •	 The	mentor	may	develop	an	
     tasks	which	have	elements	of	literacy	          awareness	of	the	literacy	and/or	
     and	numeracy:	                                  numeracy	elements	within	the	job,	
     •	 understanding	contracts	and	                 and	may	develop	skills	in	identifying	
        agreements                                   how	trainees	manage	these	
     •	 reading	instructions,	labels,	supplier	      elements.	
        information	and	job	specifications	       •	 The	mentor	may	offer	literacy	
     •	 planning	routes                              and	numeracy	support,	such	as	
     •	 estimating	and	managing	time                 discussing	the	function	and	purpose	
     •	 reading	graphs                               of	documents	and	calculations,	
     •	 measuring	and	calculating                    demonstrating	how	a	task-
     •	 understanding	pay	slips	                     specific	calculation	can	be	made,	
     •	 pricing	jobs.                                or	explaining	meanings	within	
                                                     abbreviated	forms.
     Many	new	trainees	may	need	to	               •	 The	mentor	may	have	developed	
     strengthen	their	literacy	and	numeracy	         or	located	useful	tools	which	can	
     skills	in	relation	to	these	tasks.	In	          be	shared	with	trainees	to	manage	
     addition,	there	are	literacy	skills	that	       difficult	literacy	and	numeracy	
     are	only	used	in	the	formal	training	           elements	of	on-the-job	tasks.



10
BUILDING	A	MENTORING	NETWORK	FOR	TRAINEES	IN	WORKPLACES




•	 The	mentor	may	increase	                    •	 asks	others	to	check	calculations	etc.
   communication	with	course	trainers	
   in	order	to	better	understand	course-       However	these	behaviours	might	also	
   related	literacies.                         indicate	that	documents	or	handbooks	
                                               are	not	clearly	written	and	other	support	
Responsibility	for	deliberate	and	specific	    tools	are	ineffective.	
teaching	of	literacy	and	numeracy	is	
likely	to	need	additional	allocated	time,	     Asking questions and recording
expressed	mentor	interest	and	further	         issues
professional	development.                      Skilled	questioning	can	elicit	information	
                                               that	can	help	the	mentor	to	support	the	
Mentors	can,	where	issues	are	beyond	          trainee.	In	the	following	examples,	a	
their	scope,	help	the	trainee	to	get	          mentor	chooses	questions	carefully	to	
support	from	specialists	who	can	              gain	information	from	the	trainee.
provide	sustained	literacy	tuition.
                                               (1) “Which of these units would you
Tools to support literacy and                      most like us to work on?”
numeracy
Tools	are	often	used	to	support	learners	      The	words	“which”	and	“most”	carry	an	
to	manage	the	literacy	and	numeracy	           expectation	that	all	trainees	will	require	
elements	of	their	job.	These	tools	include:    some	assistance.	They	give	permission	
•	 wall	charts	                                to	trainees	to	identify	issues	without	
•	 portable	calculating	tables	linked	to	      feeling	incompetent.	Mentor	and	trainee	
   pricing	schedules	                          now	focus	on	an	identified	unit	together,	
•	 glossaries	of	terms.	                       discuss	each	area	to	be	covered	and	
                                               what	competencies	can	be	addressed.
Observing trainees
Mentors	will	be	able	to	gain	insights	         (2) “How do you...(currently manage
into	a	trainee’s	confidence	and	skill	level	       this task?).”
through	observation	of	the	trainee	at	
tasks	over	time.	Literacy	or	numeracy	         This	open	question	invites	more	than	
difficulty	may	be	indicated	when,	for	         a	yes/no	answer.	It	enables	the	trainee	
instance,	a	trainee:                           to	talk	about	what	s/he	does	at	some	
•	 avoids	documentation                        length.
•	 makes	errors	in	documentation	
•	 takes	forms	home                            (3) “What is the main problem with/
•	 asks	others	to	do	written	work                  most difficult part of...?.”



                                                                                             11
BUILDING	A	MENTORING	NETWORK	FOR	TRAINEES	IN	WORKPLACES




     This	question	is	useful	if	the	mentor	          mentoring.	For	instance,	templates	
     needs	more	information.	                        might	be	designed	for	in-house	
                                                     mentoring	agreements	and	for	
     Over	time,	mentors	may	notice	                  mentors	and	trainees	to	keep	a	record	
     question	types	that	draw	out	the	most	          of	outcomes	and	issues	which	can	
     helpful	answers,	and	share	these	with	          be	adapted	by	mentors	to	suit	their	
     their	peers.                                    circumstances.

     How ITOs can support
     effective workplace mentoring                  The Agriculture ITO: Farmers’
                                                    wives as mentors
                                                    It	is	often	the	female	partners	of	
       “We train trainers, but I think ITOs         farmers	who	provide	the	pastoral	
       also have a role in training mentors”        care	of	trainees.	The	Agriculture	ITO	
       	–	ITO	representative                        would	like	to	work	with	farmers’	
                                                    wives	(through	their	rural	networks	
                                                    such	as	Women	in	Dairy,	or	the	Rural	
     •	 Training	agreements	with	                   Women’s	Network)	to	provide	them	
        organisations	might	include	mentoring	      with	guidelines	to	help	them	mentor	
        time.	                                      the	trainees.	The	aim	is	not	to	turn	
     •	 ITOs	might	provide	ongoing	                 these	mentors	into	literacy	tutors	
        professional	development	including	         but	rather	to	give	them	some	tools	
        workshops,	networking	opportunities	        that	they	could	use	to	help	support	
        for	mentors.                                trainees.	This	could	include	advice	
     •	 ITOs	might	provide	an	ITO	based	            as	to	where	to	get	further	support	
        ‘hotline’	telephone	support,	a	             if	necessary.	Regular	meetings	with	
        frequently	asked	questions	(FAQ)	           the	mentor	would	help	the	trainee	
        service	for	mentors	on	their	websites,	     achieve	their	goals	more	quickly.
        and	a	password	protected	chat	space	
        to	build	a	network/community	of	          As	innovative	and	effective	mentoring	
        mentors.	                                 practice	becomes	more	embedded	in	
     •	 The	professional	development	of	          industry	organisations,	it	may	be	helpful	
        mentors	might	be	encouraged	by	ITO	       if	ITOs	were	to	collect	and	disseminate	
        hosted	workshops	and	subsidies	to	        information	that	could:
        organisations	enrolling	mentors	in	the	   •	 guide	future	mentors	in	their	role
        first	intake.                             •	 explore	organisational	progress	with	
     •	 ITOs	might	develop	templates	and	             mentoring	
        other	tools	to	support	workplace	         •	 evaluate	mentoring	initiatives	over	time.

12
BUILDING	A	MENTORING	NETWORK	FOR	TRAINEES	IN	WORKPLACES




As	mentioned	earlier,	some	learning	          Examples of literacy and
issues	are	beyond	the	scope	of	               numeracy support services
workplace	mentors.	Currently	the	TEC	         Modern Apprenticeships
funds	Literacy	Aotearoa	to	work	with	         The	TEC	has	contracted	Literacy	
apprenticeship	coordinators	and	to	           Aotearoa	to	deliver	literacy	and	
support	Modern	Apprentices.	This	             numeracy	support	directly	to	Modern	
initiative	might	be	extended	so	that	         Apprentices.	Modern	Apprenticeship	
mentor	referrals	to	Literacy	Aotearoa	        Coordinators	can	refer	a	Modern	
could	also	be	funded.	                        Apprentice	to	Literacy	Aotearoa	for	
                                              an	assessment.	The	apprentice	may	
Summary of suggestions for ITOs               receive	up	to	a	maximum	of	30	hours	
1.	 That	mentoring	professional	              support.	
    development	is	subsidised	by	
    ITOs	for	the	first	intake,	in	order	to	   Workplace Literacy Targeted Fund
    encourage	participation.                  2009
2.	 That	ITOs	provide	on-line	                Literacy	Aotearoa	and	English	
    opportunities	for	mentors	to	             Language	Partners	New	Zealand	
    network	with	each	other	about	their	      (formerly	ESOL	Home	Tutors)	are	
    role	(e.g.‘hotline’,	FAQ	support,	chat	   funded	by	the	TEC	to	provide	
    space).                                   nationwide	literacy	tuition	to	individual	
3.	 That	ITOs	explore	whether	specified	      employees	or	small	groups	of	
    mentoring	time	can	be	included	in	        employees	at	no	cost	to	the	employer.	
    training	agreements.
4.	 That	ITOs	develop	templates	and	          This	tuition	is:
    tools	that	can	assist	workplaces	to	      •	 flexible	and	tailored	to	individual	
    establish	mentoring.                         learners’	availability	and	
5.	 That	ITOs	collect	and	share	                 requirements,	and	may	take	place	
    information	about	mentoring	with	            at	the	workplace	or	in	a	community	
    organisations	within	their	industry,	        setting
    in	ways	that	respect	confidentiality	     •	 available	to	fulltime,	part	time	and	
    and	support	the	mentoring	process.	          casual	employees	who	are	NZ	
    This	might	form	part	of	an	overall	          citizens	or	permanent	residents	
    exploration	and	evaluation	of	ITO	        •	 delivered	by	a	national	network	of	
    mentoring	initiatives.                       trained	adult	literacy	tutors	who	are	
6.	 That	ITOs	and	workplaces	monitor	            qualified	and	experienced	in	working	
    and	evaluate	effectiveness	of	               with	adults	with	workplace	literacy	
    mentoring	to	increase	learning	and	          needs.	
    understanding	of	good	practice.

                                                                                           13
BUILDING	A	MENTORING	NETWORK	FOR	TRAINEES	IN	WORKPLACES




     If	you	want	to	refer	an	employee	or	        How-to-Guide: Steps in
     find	out	more	about	this	contact	the	       mentoring a new trainee
     providers	directly	on:                      The	following	steps	outline	the	
                                                 mentoring	process,	and	how	ITOs	can	
     Literacy	Aotearoa	0800	678	910	             support	it:
     or
     English	Language	Partners	New	              1. Establish a mentoring agreement
     Zealand	0800	367	3165	(FOR	ESOL)            including purpose/goals and honour it
                                                 Some	ITOs	may	be	able	to	establish	
     Professional Development Support            formal	agreements	with	employers	
     for Mentors                                 that	ensure	mentors	get	adequate	
     Work & Education Research &                 time	to	support	workers	on	a	regular	
     Development Services (WERDS)                basis.	Alternatively	they	may	be	able	to	
     has	conducted	a	range	of	research,	         strongly	recommend	in	the	agreement	
     organisational	and	professional	            that	mentoring	is	implemented.
     development	projects	in	mentoring	          If	there	is	no	formal	agreement,	the	
     and	embedded	language,	literacy	and	        mentor	and	trainee	might	work	together	
     numeracy.                                   to	draw	up	an	agreement	of	their	own	
     	                                           and	have	it	signed	off	by	a	person	in	
     WERDS	can:                                  authority.	An	agreement	might	specify:
     •	 Evaluate	current	and	new	ITO	            •	 how	often	and	for	how	long	the	
        support	strategies	for	trainees.             mentor	and	trainee	should	meet
     •	 Work	with	ITOs	to	develop	               •	 roles	of	the	mentor	and	trainee
        customised	and	innovative	mentoring	     •	 conditions	of	confidentiality	that	
        strategies.                                  ensure	safety	of	the	trainee.	
     •	 Provide	professional	development	
        facilitation	for	ITOs	and	companies	     The	agreement	should	be	written	in	
        wishing	to	establish	or	improve	         clear	language	and	tested	for	trainee	
        mentoring	in	the	workplace.              understanding.	Once	a	learning	
     	 www.werds.co.nz                           agreement	has	been	established,	
                                                 specific	goals	can	be	decided	between	
     Workbase	provides	professional	             the	mentor	and	the	trainee.	
     development	for	industry	and	workplace	
     trainers,	develops	resources	and	           2. Be clear about the role, maintain
     maintains	a	free	specialist	library.	The	   confidentiality, respect and trust
     library	includes	resources	on	mentoring.    The	mentor	and	trainee	should	both	
     www.workbase.org.nz                         understand	the	boundaries	of	the	role.	



14
BUILDING	A	MENTORING	NETWORK	FOR	TRAINEES	IN	WORKPLACES




The	trainee	must	be	able	to	trust	the	                        on	a	calendar	or	chart	accessible	to	
mentor	and	feel	safe	before	revealing	                        the	mentor	and	trainee(s).	For	instance,	
the	specific	support	he/she	needs.	                           trainee	goals	over	a	six	month	period	
Any	information	offered	by	the	trainee	                       might	include	support	and	assessment	
should	be	treated	confidentially.	There	                      in:
will	be	a	power	imbalance	between	                            •	 carrying	out	a	specific	job	task	
the	mentor	and	trainee	if	the	mentor	is	                      •	 completing	specific	workplace	forms	
an	employer	or	supervisor.	Often	this	                            correctly
can’t	be	helped,	but	where	possible	it	                       •	 successfully	undertaking	a	new	job	
should	be	avoided	or	put	aside	during	                            responsibility
mentoring.	Confidentiality	and	trust	will	                    •	 preparing	materials	for	an	upcoming	
be	highest	where	the	trainee	has	had	                             course	
some	choice	about	the	person	who	will	                        •	 completing	a	set	number	of	distance	
mentor	him/her.	                                                  learning	modules.	

      “My daughter raved about the                            Mentors	should	help	trainees	to:
      opportunity to choose someone                           •	 plan	their	learning	time	
      that she just ‘clicked’ with”                           •	 keep	to	the	plan
      	–	ITO	representative                                   •	 locate	information	and	resources	
                                                              •	 develop	knowledge	and	skills
                                                              •	 manage	the	literacy	and	numeracy	
It	can	also	be	helpful	to	the	mentor	and	                        elements	of	the	learning.
trainee	if	there	is	a	review	period.	This	
allows	either	party	to	withdraw	and	for	                      All	trainees	are	likely	to	benefit	from	some	
a	better	matched	mentoring	relationship	                      support	with	literacy	and	numeracy	as	it	
to	be	put	in	place.                                           is	used	in	a	new	learning	environment.	
                                                              Openly	discussing	literacy	and	numeracy	
3. Induct trainees into training and                          issues	with	all	trainees	avoids	singling	
establish goals                                               out	individuals.
Mentors	will	need	to	provide	a	‘big	
picture’	induction	about	industry	and	                        4. Foster independence
organisational	expectations	of	trainees.	                     Mentors	should	avoid	the	urge	to	‘fix’	
Based	on	this,	mentor	and	trainee(s)	                         mentees’	problems.	Instead	they	might:
should	set	and	agree	on	SMART1	goals	                         •	 listen	carefully	
for	the	first	agreed	mentoring	period.	                       •	 ask	open	questions
The	goals	should	be	realistic	for	the	                        •	 explore	consequences	of	particular	
agreed	time	period	and	clearly	written	                          actions	

1
    	SMART:	Specific,	manageable,	achievable,	relevant,	time-bound.

                                                                                                              15
BUILDING	A	MENTORING	NETWORK	FOR	TRAINEES	IN	WORKPLACES




     •	 make	suggestions                          in	language,	literacy	and	numeracy	
     •	 allow	the	trainee	to	make	his/her	own	    development,	or	they	may	support	
        decisions.	                               trainees	with	other	learning	and	
                                                  employment	issues	beyond	the	remit	
     5. Record outcomes of each                   of	the	mentor.	Some	organisations	may	
     meeting, issues for further                  have	resources	that	can	help	the	mentor	
     discussion, future meetings planned          in	his/her	work.	The	database	will	need	
     Individual	trainee	outcomes	from	each	       to	include	names	of	organisations	and	
     meeting	and	from	the	mentoring	period	       contact	details	of	key	people,	plus	
     as	a	whole	should	be	recorded	for	use	       one	or	two	sentences	about	the	kind	
     by	the	mentor and trainee	only.              of	help	the	organisation/individual	
                                                  offers.	A	trainee	may	not	be	confident	
     Recording	outcomes	and	issues	               in	contacting	organisations.	A	practice	
     after	each	discussion	will	provide	a	        run	may	be	helpful,	supported	by	the	
     structure	to	each	subsequent	meeting.	       mentor.	Examples	of	referral	points	for	
     Outcomes	will	be	better	reached	if	          literacy	and	numeracy	support	include	
     they	are	written	in	clear	language	and	      the	ITO	regional	training	manager,	
     shared	with	the	trainee.	‘Chunking’	the	     Literacy	Aotearoa	and	Workbase.
     work	to	manageable	units	will	help	the	
     trainee	to	reach	short-term	goals	prior	     7. Evaluate regularly
     to	each	meeting.	                            Where	the	trainee	has	been	achieving	
                                                  well	for	some	time,	he/she	may	be	
     6. Build a referral database                 ready	to	continue	with	less	frequent	
     A	database	of	organisations	and	             assistance.	
     individuals	who	can	assist	the	trainee	
     and	mentoring	relationship	will	support	     Joint	evaluation	of	progress	will	help	
     the	whole	process.	Organisations/            both	mentor	and	trainee	decide	how	
     individuals	may	offer	specialist	services	   they	want	proceed.	




16
Acknowledgement:
The	ITF	wishes	to	thank	participating	ITOs	for	their	generous	assistance	in	
compiling	this	guide,	and	to	acknowledge	Dr.	Chris	Holland	of	Work	&	Education	
Research	&	Development	Services	for	putting	this	guide	together.
ISBN (Print): 978-0-473-15989-4
ISBN (PDF): 978-0-473-15990-0

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Good practice mentoring trainees guide 2009

  • 1.
  • 2. This guide has been prepared as part of the ITO Literacy and Numeracy Good Practice project. This project, funded by the Tertiary Education Commission, aims to research, inform and develop good practice guidelines, tools and resources to support ITOs to embed literacy and numeracy into industry training. The guide is one of series of good practice resources covering a range of activities that ITOs engage in as they respond to literacy and numeracy issues within their industries. The guide was prepared by Dr Christine Holland, Work & Education Research Development Services, and was developed in conjunction with several ITOs. The guide and supporting materials are available in PDF format on the Industry Training Federation’s website www.itf.org.nz November 2009
  • 3. BUILDING A MENTORING NETWORK FOR TRAINEES IN WORKPLACES Contents Introduction 2 What is a mentor? 2 Why is mentoring so important? 3 What are ITOs & workplaces currently doing to mentor trainees & what are the issues? 3 What makes a good mentor? 7 What kinds of learning support should mentors offer? 8 How ITOs can support effective workplace mentoring 12 Examples of literacy support services 13 How-to-Guide: Steps in mentoring a new trainee 14 1
  • 4. BUILDING A MENTORING NETWORK FOR TRAINEES IN WORKPLACES Introduction Focus of the guide The Embedded Foundation Learning The guide shows how workplaces can Pilots were established in New Zealand improve trainee mentoring in vocational in 2006. Since then funding has been learning. It aims to raise awareness made available by the Tertiary Education of necessary organisational support. Commission (TEC) to Industry Training It will explore the skills and attributes Organisations (ITOs) to embed and a mentor will need to be effective in strengthen literacy and numeracy in the role. Finally, spotting, supporting industry training. and referring those with literacy and numeracy issues will be discussed. The TEC, the Industry Training Federation (ITF) and ITOs have identified the need Note: Examples of actual mentoring for, and significance of, workplace based initiatives supported by ITOs, as well support for on- and off-job training. A ITO representatives’ comments, are renewed focus on workplace mentoring included. will ensure that trainees get the most from both off- and on-job learning, and may contribute to increased completion What is a mentor? rates for industry training. A mentor is usually a senior or experienced person who provides This guide primarily deals with scenarios guidance and assistance to a junior or in workplaces where the employer new employee. Internationally favoured supports the programme and provides ‘development’ models of mentoring some organisational support for have the following characteristics: mentoring of trainees undertaking a • the agenda is driven by the mentor vocational qualification. and the trainee • power and authority are irrelevant or The guide will assist ITOs to: put aside during mentoring • understand the role and purpose of • the mentor is more experienced than mentoring the trainee in one or more areas of • build knowledge of mentoring development • encourage workplaces to establish • there are regular, scheduled, effective learning support systems structured, face-to-face meetings • facilitate regional professional • there are specific development goals development workshops and ongoing • mentoring is non-discriminatory and networking meetings for mentors. details are not reported to managers 2
  • 5. BUILDING A MENTORING NETWORK FOR TRAINEES IN WORKPLACES Why is mentoring so Mentoring increases the number important? and quality of training-related Mentoring improves workplace personnel performance The forward-looking organisation will Mentoring is a powerful tool in formal invest not only in trainee support, but in and informal workplace learning. It professional development for mentors. can make a significant difference to an Mentors may: organisation’s bottom line by: • achieve formal qualifications • accelerating the development of • attend mentoring workshops talent • network with other mentors • improving staff retention • link to ITO-based mentor support. • creating a high performance culture that offers a real competitive Personal rewards for mentors may advantage include job enrichment, advancement, • reducing costly mistakes. insight, stimulation and professional development. Evidence shows that it can also make a dramatically positive impact on trainee What are ITOs and learning and qualifications completions. workplaces currently doing to mentor trainees, and what are the issues? “We got a 90% pass rate. Offering direct support Someone has taken an interest in ITOs currently provide direct support their outcome, and therefore they to trainees and encourage workplace remained more motivated.” support. In terms of direct support, – ITO representative a large number of trainees working towards national certificates have access to training advisors, regional Mentoring can assist trainees to managers and apprenticeship co- understand the culture of the workplace ordinators. Industry trainees who are (i.e. the way we do things around here). Modern Apprentices also receive Another benefit is that trainees see quarterly visits from their Modern another side of senior personnel, which Apprenticeship Coordinator (who may can strengthen relationships in the be part of the ITO or from another organisation as a whole. organisation). 3
  • 6. BUILDING A MENTORING NETWORK FOR TRAINEES IN WORKPLACES These support persons: Supporting workplace mentoring • enrol trainees into programmes When establishing a training • advise on appropriate qualifications agreement ITOs often recommend that • review progress and keep trainees on organisations: target • support trainees’ on-job learning • guide trainees through any difficulties. • prepare them for new off-job learning • discuss progress after off-job learning However, face-to-face contact offered • support distance learning. by ITO support persons may be too infrequent for trainee development. ITOs may also provide training In addition, the support persons may resources for mentors and trainees. need professional development to However, workplace mentors need guide trainees through specific learning professional development and difficulties. recognition for their role. They also need designated time and space to work with trainees if they are to build a quality Flooring ITO: Are you ready? relationship, set goals and work through In the Flooring ITO, the work that tasks and issues. Training Advisors carry out with trainees is led by the trainee’s Supporting literacy readiness to make the next Mentors in companies are skilled in their step. Regional coordinators/ industry jobs. However, mentoring has training coordinators work in the different skill sets, and many workplace workplaces with the trainees. mentors report that they struggle They spend as long as is necessary with the role. In addition, mentors are to get trainees ready for off-job now encouraged to support trainees learning. The Flooring ITO trains with literacy and numeracy. These workplace mentors as well as requirements may overwhelm potential supporting trainees directly. mentors. Mentor support of trainees in They provide the mentors with literacy and numeracy should be given guidelines. where the mentor feels confident and able, and has appropriate professional development and other organisational support. Below are two good examples of mentoring initiatives involving literacy and numeracy. 4
  • 7. BUILDING A MENTORING NETWORK FOR TRAINEES IN WORKPLACES Establishing formal and informal Joinery ITO (JITO) and NZCTU mentors support for literacy and Sometimes the person identified by the numeracy company for the mentoring role is the supervisor. For smaller businesses the 1. In 2007 JITO established a pilot employer is often the mentor. In some to explore mentoring issues and situations this may create a power to establish mentors in glass and imbalance. This has the potential to joinery companies. Mentors are interfere with the role, and needs to now established in this industry. be managed. Some organisations use They either work with trainees on informal mentoring, where trainees a regular one-to-one basis, or run ask experienced workers for advice, a weekly group. JITO has also watch and assist them with some tasks. employed a literacy and numeracy Trainees might be given explanations support person who is able by experienced workers and invited to offer telephone and face-to-face suggest solutions to problems. advice to mentors and to improve resources. This helps JITO to build However, such an informal arrangement mentors’ literacy and numeracy may have disadvantages: support of trainees. • the amount of mentoring time needed may not be acknowledged and 2. The New Zealand Council supported by the organisation of Trade Unions (NZCTU) has • the quality of mentoring may be been establishing ‘learning inconsistent representatives’ in workplaces since • mentoring is unplanned 2006. The representatives support • mentoring relies on the trainee’s trainees through their qualifications ability to approach others for help. and workplace learning and are currently working in the following Formally structured, employer- sectors: community care, acknowledged mentors tend to work construction, roading infrastructure, with trainees one-to-one or with a group transport and food and beverage. of trainees, where: They are trained to spot workers • the mentor and trainee have been with literacy or numeracy issues and allocated specific times and space to help them to access specialised • goals have been set support if required. • monitoring and evaluation of progress toward set goals is put in place. 5
  • 8. BUILDING A MENTORING NETWORK FOR TRAINEES IN WORKPLACES In one instance, a mentor works with a group of trainees in an administrative Office Based Mentoring meeting room once a week. The In two glass companies, trainees support each other and as a administrators support distance result their motivation and learning have learning. One administrator works improved. one-to-one with a trainee. The other works with a group. “Our evaluations show that for the Each administrator: trainees, [mentoring] gave them • organises and keep records of ‘something to focus on’.” the workbook and assessment – ITO representative materials • helps the trainee to plan his/her study Mentoring distance learners • works with the trainee to Many trainees, especially those who identify difficult learning areas have come straight from school, will not • helps the trainee to identify have experience of distance learning. where to locate the information Where mentors have been able to give (e.g. internet, qualified distance learning regular support to tradesperson) the trainee, there has been a marked • helps the trainee to develop improvement in achievement. The internet searching skills following is an example of successful • helps the trainee to compile distance learning mentoring. and send off completed assessments. “Sometimes the administrator has Advantages include: a bit of mana in a ‘process’ sense, • more equality in the and can sign off on progress.” relationship, and thus more – ITO representative trust/communication • the office environment is quiet and private • the administrator is likely to be able to share specific literacy and numeracy skills with trainees. 6
  • 9. BUILDING A MENTORING NETWORK FOR TRAINEES IN WORKPLACES Establishing Peer Mentoring or Providing ITO resources Buddying Many ITOs provide companies and Some organisations set up time and trainees with training handbooks or space for trainee study groups, or ‘peer other resources, which set out required mentoring’. This works for trainees who learning and the support that is needed are confident about learning and familiar from the mentor. Handbooks lay out with the industry. Where trainees lack what trainees can expect to learn for confidence, self awareness and self each module and link the learning to management skills, or have struggled the appropriate unit standards on the with learning in school, they are likely to National Qualifications Framework. The continue to need a skilled mentor. language of educational qualifications can cause difficulties for both mentors and trainees, who are unfamiliar with Learning State: Peer mentoring educational/course-related literacies. for Māori Many ITOs are re-writing resources in Learning State has implemented clear language. a coaching and mentoring pilot programme for Māori learners What makes a good mentor? employed in a State sector agency. Mentoring will have most chance of The programme focuses on success where there is quality training co-coaching and peer mentoring within the industry and a supportive for Māori learners working towards organisational culture and practice. completing a National Diploma Once these are in place, ITOs and in Public Sector Services Māori. workplaces can consider the skills and Under this arrangement learners attributes held by potential mentors. have four facilitated wānanga over a twelve month period, monthly Good mentoring skills and conference calls, support services attributes from their assessor via email and The quality of the mentoring relationship telephone, and organised peer is vital. A good mentor will be able to mentoring. offer experience, distance, balance, perspective and wisdom to the trainee. Mentors who build trust and show respect for trainees will find it easier 7
  • 10. BUILDING A MENTORING NETWORK FOR TRAINEES IN WORKPLACES to help them to engage effectively support from the mentor that would with learning on or off-the-job. The normally be given by a tutor. The mentor trainee must feel that the mentor has may need to support the trainee to a commitment to supporting his/her manage the distance learning process learning, and that what is discussed is as well as the learning content: confidential. As well as building trust, the mentor should: A. Distance learning process • introduce trainees to the vocational • downloading and organising course culture so that they build the books and assessments confidence to contribute • managing time • motivate and engage trainees in • meeting deadlines learning about their particular work • searching and locating information • support trainees to complete their • submitting work appropriately. qualifications. B. Learning content To develop and maintain trust, the Much vocational learning content will mentor must respect confidentiality and have literacy and numeracy elements. be able to listen, ask open questions, For instance, trainees may need to: suggest alternatives and support • understand vocabulary and jargon trainees without judgement. • interpret written information • provide oral and written information What kinds of learning support • calculate and measure should mentors offer? • use tables and price jobs. Different modes of learning require different skills and understandings. The mentor will need to be aware of the literacy and numeracy elements Mentoring for distance learning in specific tasks and to notice when Distance learning is a component and how a trainee is having difficulty. of many industry qualifications. This Difficulties can be discussed with the mode of learning requires that trainees trainee. undertake a range of self-paced learning and tasks and complete a Mentoring off-job course work and distance assessment. on the job learning There may be low recognition of off-job If the trainee has a self directed learning within the workplace. Where learning component to his/her national this is the case, the mentor may be able certificate, s/he will need the kind of to facilitate employer/trainee awareness 8
  • 11. BUILDING A MENTORING NETWORK FOR TRAINEES IN WORKPLACES of the value of off-job training. In terms and without supervision, asking for of preparing the trainee, approximately help and searching independently for four weeks prior to a new course, information. Better trainee progress the mentor and trainee might review is made when all of these learning upcoming course requirements. This will moments are acknowledged by the help identify: organisation and supported by a • what the trainee needs to take with mentor. Again, the mentor will need to him/her to the course be aware of the literacy and numeracy • what s/he has already covered and elements in specific tasks and to notice what will be new learning when and how a trainee is having • potential areas for practice prior to the difficulty. Difficulties can be discussed course, for instance in calculations, with the trainee. machine operating, document completion or report writing. The best circumstances for on-the-job learning are where the trainee has a As well as practicing skills to prepare for balance of supervision and autonomy in a course, trainees will need opportunities their work, and a variety of tasks. to practice skills learned on the course, once they are back on-the-job. Following Co-mentoring completion of an off-site course module, Co-mentoring enables people with mentors are usually provided with a short different and complementary strengths one page report from the course tutor to share responsibility for the support of containing information about trainee a trainee. Co-mentors might include: passes, work yet to be completed and • older family members employed issues. With these reports the mentor within the same organisation and trainee can: • an experienced worker who speaks • discuss progress and re-set goals for the same first language as the improvement on-the-job and prior to trainee, where English is not his/her the next course module first language • liaise with the course trainer in order • a skilled worker supporting an office to gain more specific information administrator to mentor a trainee. about support the mentor can give on-the-job. Informal mentoring in the community On-the-job trainee learning Trainees might be encouraged to includes watching and working with explore informal mentoring that could experienced people, practicing with be offered by friends or community 9
  • 12. BUILDING A MENTORING NETWORK FOR TRAINEES IN WORKPLACES members who are working or have environment. These include: worked in the same industry. Retired • preparing for tests workers are an example of useful • taking notes informal mentors in the community. • explaining and sequencing procedures Mentoring through technologies • writing reports. Some ITOs have found that they can support young trainees through the Trainees may need additional support use of cell phones, using texting. Email with developing these course-related has also been used, with less success skills. for young trainees, as texting is the preferred communication method. The mentoring role, literacy and Texting may be an option in supporting numeracy trainees where he/she is on the road Given that mentors are also experienced or out in the field, rather than at the workers with other responsibilities they organisation’s site. must fulfil, there are limits on what can be expected within the role. Reasonable Literacy and numeracy support expectations include that: The following is a sample of workplace • The mentor may develop an tasks which have elements of literacy awareness of the literacy and/or and numeracy: numeracy elements within the job, • understanding contracts and and may develop skills in identifying agreements how trainees manage these • reading instructions, labels, supplier elements. information and job specifications • The mentor may offer literacy • planning routes and numeracy support, such as • estimating and managing time discussing the function and purpose • reading graphs of documents and calculations, • measuring and calculating demonstrating how a task- • understanding pay slips specific calculation can be made, • pricing jobs. or explaining meanings within abbreviated forms. Many new trainees may need to • The mentor may have developed strengthen their literacy and numeracy or located useful tools which can skills in relation to these tasks. In be shared with trainees to manage addition, there are literacy skills that difficult literacy and numeracy are only used in the formal training elements of on-the-job tasks. 10
  • 13. BUILDING A MENTORING NETWORK FOR TRAINEES IN WORKPLACES • The mentor may increase • asks others to check calculations etc. communication with course trainers in order to better understand course- However these behaviours might also related literacies. indicate that documents or handbooks are not clearly written and other support Responsibility for deliberate and specific tools are ineffective. teaching of literacy and numeracy is likely to need additional allocated time, Asking questions and recording expressed mentor interest and further issues professional development. Skilled questioning can elicit information that can help the mentor to support the Mentors can, where issues are beyond trainee. In the following examples, a their scope, help the trainee to get mentor chooses questions carefully to support from specialists who can gain information from the trainee. provide sustained literacy tuition. (1) “Which of these units would you Tools to support literacy and most like us to work on?” numeracy Tools are often used to support learners The words “which” and “most” carry an to manage the literacy and numeracy expectation that all trainees will require elements of their job. These tools include: some assistance. They give permission • wall charts to trainees to identify issues without • portable calculating tables linked to feeling incompetent. Mentor and trainee pricing schedules now focus on an identified unit together, • glossaries of terms. discuss each area to be covered and what competencies can be addressed. Observing trainees Mentors will be able to gain insights (2) “How do you...(currently manage into a trainee’s confidence and skill level this task?).” through observation of the trainee at tasks over time. Literacy or numeracy This open question invites more than difficulty may be indicated when, for a yes/no answer. It enables the trainee instance, a trainee: to talk about what s/he does at some • avoids documentation length. • makes errors in documentation • takes forms home (3) “What is the main problem with/ • asks others to do written work most difficult part of...?.” 11
  • 14. BUILDING A MENTORING NETWORK FOR TRAINEES IN WORKPLACES This question is useful if the mentor mentoring. For instance, templates needs more information. might be designed for in-house mentoring agreements and for Over time, mentors may notice mentors and trainees to keep a record question types that draw out the most of outcomes and issues which can helpful answers, and share these with be adapted by mentors to suit their their peers. circumstances. How ITOs can support effective workplace mentoring The Agriculture ITO: Farmers’ wives as mentors It is often the female partners of “We train trainers, but I think ITOs farmers who provide the pastoral also have a role in training mentors” care of trainees. The Agriculture ITO – ITO representative would like to work with farmers’ wives (through their rural networks such as Women in Dairy, or the Rural • Training agreements with Women’s Network) to provide them organisations might include mentoring with guidelines to help them mentor time. the trainees. The aim is not to turn • ITOs might provide ongoing these mentors into literacy tutors professional development including but rather to give them some tools workshops, networking opportunities that they could use to help support for mentors. trainees. This could include advice • ITOs might provide an ITO based as to where to get further support ‘hotline’ telephone support, a if necessary. Regular meetings with frequently asked questions (FAQ) the mentor would help the trainee service for mentors on their websites, achieve their goals more quickly. and a password protected chat space to build a network/community of As innovative and effective mentoring mentors. practice becomes more embedded in • The professional development of industry organisations, it may be helpful mentors might be encouraged by ITO if ITOs were to collect and disseminate hosted workshops and subsidies to information that could: organisations enrolling mentors in the • guide future mentors in their role first intake. • explore organisational progress with • ITOs might develop templates and mentoring other tools to support workplace • evaluate mentoring initiatives over time. 12
  • 15. BUILDING A MENTORING NETWORK FOR TRAINEES IN WORKPLACES As mentioned earlier, some learning Examples of literacy and issues are beyond the scope of numeracy support services workplace mentors. Currently the TEC Modern Apprenticeships funds Literacy Aotearoa to work with The TEC has contracted Literacy apprenticeship coordinators and to Aotearoa to deliver literacy and support Modern Apprentices. This numeracy support directly to Modern initiative might be extended so that Apprentices. Modern Apprenticeship mentor referrals to Literacy Aotearoa Coordinators can refer a Modern could also be funded. Apprentice to Literacy Aotearoa for an assessment. The apprentice may Summary of suggestions for ITOs receive up to a maximum of 30 hours 1. That mentoring professional support. development is subsidised by ITOs for the first intake, in order to Workplace Literacy Targeted Fund encourage participation. 2009 2. That ITOs provide on-line Literacy Aotearoa and English opportunities for mentors to Language Partners New Zealand network with each other about their (formerly ESOL Home Tutors) are role (e.g.‘hotline’, FAQ support, chat funded by the TEC to provide space). nationwide literacy tuition to individual 3. That ITOs explore whether specified employees or small groups of mentoring time can be included in employees at no cost to the employer. training agreements. 4. That ITOs develop templates and This tuition is: tools that can assist workplaces to • flexible and tailored to individual establish mentoring. learners’ availability and 5. That ITOs collect and share requirements, and may take place information about mentoring with at the workplace or in a community organisations within their industry, setting in ways that respect confidentiality • available to fulltime, part time and and support the mentoring process. casual employees who are NZ This might form part of an overall citizens or permanent residents exploration and evaluation of ITO • delivered by a national network of mentoring initiatives. trained adult literacy tutors who are 6. That ITOs and workplaces monitor qualified and experienced in working and evaluate effectiveness of with adults with workplace literacy mentoring to increase learning and needs. understanding of good practice. 13
  • 16. BUILDING A MENTORING NETWORK FOR TRAINEES IN WORKPLACES If you want to refer an employee or How-to-Guide: Steps in find out more about this contact the mentoring a new trainee providers directly on: The following steps outline the mentoring process, and how ITOs can Literacy Aotearoa 0800 678 910 support it: or English Language Partners New 1. Establish a mentoring agreement Zealand 0800 367 3165 (FOR ESOL) including purpose/goals and honour it Some ITOs may be able to establish Professional Development Support formal agreements with employers for Mentors that ensure mentors get adequate Work & Education Research & time to support workers on a regular Development Services (WERDS) basis. Alternatively they may be able to has conducted a range of research, strongly recommend in the agreement organisational and professional that mentoring is implemented. development projects in mentoring If there is no formal agreement, the and embedded language, literacy and mentor and trainee might work together numeracy. to draw up an agreement of their own and have it signed off by a person in WERDS can: authority. An agreement might specify: • Evaluate current and new ITO • how often and for how long the support strategies for trainees. mentor and trainee should meet • Work with ITOs to develop • roles of the mentor and trainee customised and innovative mentoring • conditions of confidentiality that strategies. ensure safety of the trainee. • Provide professional development facilitation for ITOs and companies The agreement should be written in wishing to establish or improve clear language and tested for trainee mentoring in the workplace. understanding. Once a learning www.werds.co.nz agreement has been established, specific goals can be decided between Workbase provides professional the mentor and the trainee. development for industry and workplace trainers, develops resources and 2. Be clear about the role, maintain maintains a free specialist library. The confidentiality, respect and trust library includes resources on mentoring. The mentor and trainee should both www.workbase.org.nz understand the boundaries of the role. 14
  • 17. BUILDING A MENTORING NETWORK FOR TRAINEES IN WORKPLACES The trainee must be able to trust the on a calendar or chart accessible to mentor and feel safe before revealing the mentor and trainee(s). For instance, the specific support he/she needs. trainee goals over a six month period Any information offered by the trainee might include support and assessment should be treated confidentially. There in: will be a power imbalance between • carrying out a specific job task the mentor and trainee if the mentor is • completing specific workplace forms an employer or supervisor. Often this correctly can’t be helped, but where possible it • successfully undertaking a new job should be avoided or put aside during responsibility mentoring. Confidentiality and trust will • preparing materials for an upcoming be highest where the trainee has had course some choice about the person who will • completing a set number of distance mentor him/her. learning modules. “My daughter raved about the Mentors should help trainees to: opportunity to choose someone • plan their learning time that she just ‘clicked’ with” • keep to the plan – ITO representative • locate information and resources • develop knowledge and skills • manage the literacy and numeracy It can also be helpful to the mentor and elements of the learning. trainee if there is a review period. This allows either party to withdraw and for All trainees are likely to benefit from some a better matched mentoring relationship support with literacy and numeracy as it to be put in place. is used in a new learning environment. Openly discussing literacy and numeracy 3. Induct trainees into training and issues with all trainees avoids singling establish goals out individuals. Mentors will need to provide a ‘big picture’ induction about industry and 4. Foster independence organisational expectations of trainees. Mentors should avoid the urge to ‘fix’ Based on this, mentor and trainee(s) mentees’ problems. Instead they might: should set and agree on SMART1 goals • listen carefully for the first agreed mentoring period. • ask open questions The goals should be realistic for the • explore consequences of particular agreed time period and clearly written actions 1 SMART: Specific, manageable, achievable, relevant, time-bound. 15
  • 18. BUILDING A MENTORING NETWORK FOR TRAINEES IN WORKPLACES • make suggestions in language, literacy and numeracy • allow the trainee to make his/her own development, or they may support decisions. trainees with other learning and employment issues beyond the remit 5. Record outcomes of each of the mentor. Some organisations may meeting, issues for further have resources that can help the mentor discussion, future meetings planned in his/her work. The database will need Individual trainee outcomes from each to include names of organisations and meeting and from the mentoring period contact details of key people, plus as a whole should be recorded for use one or two sentences about the kind by the mentor and trainee only. of help the organisation/individual offers. A trainee may not be confident Recording outcomes and issues in contacting organisations. A practice after each discussion will provide a run may be helpful, supported by the structure to each subsequent meeting. mentor. Examples of referral points for Outcomes will be better reached if literacy and numeracy support include they are written in clear language and the ITO regional training manager, shared with the trainee. ‘Chunking’ the Literacy Aotearoa and Workbase. work to manageable units will help the trainee to reach short-term goals prior 7. Evaluate regularly to each meeting. Where the trainee has been achieving well for some time, he/she may be 6. Build a referral database ready to continue with less frequent A database of organisations and assistance. individuals who can assist the trainee and mentoring relationship will support Joint evaluation of progress will help the whole process. Organisations/ both mentor and trainee decide how individuals may offer specialist services they want proceed. 16
  • 20. ISBN (Print): 978-0-473-15989-4 ISBN (PDF): 978-0-473-15990-0