Manage Student Mentorship Programs

Manage Student Mentorship Programs

Set up peer mentorship programs where high-performing students mentor their peers, with faculty oversight and structured follow-up tracking.

Time: 10–15 minutes for setup Module: OpenEduCat Student Mentor Permissions: Faculty or System Administrator

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Prerequisites

• Student and faculty records configured
• Grading system with gradebook data
• Achievement and skill modules (optional, for mentor selection)
• Access to OpenEduCat → Student Mentor menu

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Overview

The Student Mentor system enables:

• Identifying high-performing students as mentors
• Formal mentor application and approval workflow
• Allocating mentees to approved mentors
• Scheduling and tracking mentor meetings
• Documenting follow-up discussions and progress

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Mentorship Workflow

Faculty Applies → Pending Approval → Approved/Rejected
                                         ↓
                              Mentor Allocations Created
                                         ↓
                              Meetings Scheduled
                                         ↓
                              Follow-ups Documented

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Steps

1. Apply for Mentor Status

Faculty members nominate students as mentors:

1. Navigate to OpenEduCat → Student Mentor → Mentorship Allocation
2. Click New
3. Complete the application:

Field	Action
Faculty	Auto-fills with current user (editable by admin)
Course	Select from courses you teach
Batch	Select the target batch
Mentor Focus	Select expertise areas (e.g., Academic, Career)
Student (Mentor)	Select the high-performing student
Reason	Explain why this student should be a mentor

4. Review auto-populated fields:

   • Gradebook: Student’s performance record
   • Percentage: Academic performance score
   • Achievements: Student’s achievements
   • Skills: Student’s recorded skills

5. Select Mentees from the batch (students to be mentored)

6. Click Submit for Approval

2. Approve Mentor Applications (Admin)

1. Navigate to Student Mentor → Mentorship Allocation

2. Filter by Pending status

3. Review the application:

   • Check student’s academic performance
   • Review achievements and skills
   • Verify mentee selection

4. Click Approve or Reject:

   • Approve: Student is marked as a mentor
   • Reject: Requires rejection reason via wizard

3. Create Mentor Allocations

After approval, allocate mentors to specific batches:

1. Navigate to mentor allocation records

2. Click New on Mentor Allocations

3. Select:

   • Mentor (from approved mentors)
   • Course Context
   • Batch Context
   • Students (mentees to allocate)

4. Click Save

4. Schedule Mentor Meetings

Mentors can schedule meetings via portal or backend:

Via Portal (Mentor):

1. Log in as the mentor (student portal)
2. Navigate to Mentor Meetings
3. Click Create Meeting
4. Enter:
   • Meeting name
   • Date and time
   • Meeting link (Zoom, Google Meet)
   • Description/agenda
   • Select mentees to attend
5. Submit the meeting

Via Backend:

1. Navigate to Student Mentor → Mentor Meetings
2. Click New
3. Complete the form
4. Save

5. Manage Meeting Status

Action	Description
Reschedule	Creates new meeting linked to original
Mark Done	Completes the meeting
Cancel	Cancels the meeting

6. Document Follow-ups

Track mentorship interactions:

1. Navigate to Mentor Follow-ups
2. Click New
3. Complete the follow-up record:

Field	Action
Student	Select the mentee
Allocation	Link to mentor allocation
Purpose	Document interaction purpose
Meeting Date	When the interaction occurred
Summary	Document discussion points
Checklist	Upload any checklist files
Next Steps	Document action items

4. Use status buttons:
   • Schedule: Plan a follow-up
   • Complete: Mark as done
   • Missed: Note if meeting was missed

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Field Reference

Mentor Details Model (op.mentor.details)

Field	Technical Name	Type	Required	Description
Request ID	name	Char	Auto	Auto-generated (APP0001)
Faculty	faculty_id	Many2one	Yes	Nominating faculty
Course	course_id	Many2one	Yes	Target course
Batch	batch_id	Many2one	Yes	Target batch
Student (Mentor)	student_id	Many2one	Yes	Mentor candidate
Mentor Focus	mentor_focus_id	Many2many	Yes	Expertise areas
Mentees	student_detail_ids	Many2many	No	Assigned mentees
Gradebook	gradebook_id	Many2one	Yes	Performance record
Percentage	percentage	Float	Computed	Academic score
Achievements	achivement_ids	Many2many	Computed	Student achievements
Skills	skill_ids	Many2many	Computed	Student skills
Status	status	Selection	No	draft/pending/approve/reject
Reason	reason_for_mentorship	Text	No	Application reason
Rejection Reason	rejection_reason	Text	Readonly	If rejected

Mentor Meeting Model (op.mentor.meeting)

Field	Technical Name	Type	Required	Description
Meeting Name	meeting_name	Char	Yes	Meeting title
Meeting Link	meeting_link	Char	Yes	Video call URL
Date	date	Datetime	Yes	Scheduled time
Mentor	student_id	Many2one	Yes	Meeting host (mentor)
Mentees	meeting_students	Many2many	No	Attending students
Description	description	Text	No	Agenda/notes
Status	status	Selection	No	scheduled/reschedule/done/cancel

Mentor Follow-up Model (op.mentor.followup)

Field	Technical Name	Type	Required	Description
Code	name	Char	Auto	Auto-generated
Student	student_id	Many2one	Yes	Mentee
Allocation	allocation_id	Many2one	No	Related allocation
Faculty	faculty_id	Many2one	Computed	From allocation
Purpose	follow_purpose	Html	No	Interaction purpose
Meeting Date	meeting_date	Date	No	Interaction date
Summary	feedback	Html	No	Discussion summary
Checklist	checklist	Binary	No	File upload
Next Steps	followup_notes	Text	No	Action items
Status	status	Selection	No	draft/scheduled/completed/missed

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Mentor Focus Areas

Configure expertise areas for mentors:

Focus Area	Description
Academic Guidance	Course and study assistance
Career Planning	Future career advice
Personal Development	Soft skills and growth
Technical Skills	Subject-specific expertise

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Portal Features

Mentor Portal

Approved mentors can:

• View assigned mentees
• Create and manage meetings
• Track meeting history
• Reschedule appointments

Mentee Portal

Mentees can:

• View upcoming mentor meetings
• Access meeting links
• Track mentorship schedule

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Troubleshooting

Issue	Cause	Solution
Cannot find student for mentor	Student not in valid batch	Check course/batch selection
Gradebook not loading	No gradebook for student	Create gradebook record
Duplicate mentor error	Same student already mentor in batch	Use existing mentor record
Cannot create meeting	Not an approved mentor	Ensure mentor status is approved
Mentees not showing	No allocation created	Create mentor allocation first

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Best Practices

1. Select qualified mentors: Review academic performance and achievements
2. Define clear focus areas: Specify what type of guidance mentors provide
3. Regular follow-ups: Document all mentorship interactions
4. Track outcomes: Monitor mentee progress over time
5. Recognition: Acknowledge successful mentors

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Security Notes

Role	Capabilities
Faculty	Create applications, view allocations
System Admin	Approve/reject, full CRUD access
Student (Mentor)	Schedule meetings via portal
Student (Mentee)	View meetings via portal

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Related Tasks

• Configure Mentor Focus Areas
• Student Skills Assessment
• Achievement Management