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What are the best practices for documenting your mentoring sessions?

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As a teacher mentor, you know how valuable it is to provide feedback, support, and guidance to your mentees. But do you also know how to document your mentoring sessions effectively? Documenting your mentoring sessions is not only a professional responsibility, but also a way to enhance your mentoring practice, track your mentee's progress, and protect yourself from potential conflicts or misunderstandings. In this article, we will share some of the best practices for documenting your mentoring sessions, including:

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Heather MacCracken

ELA & ESOL Teacher| Curriculum Developer | Learning Operations Specialist

1 Why document?

Documenting your mentoring sessions is important for several reasons. First, it helps you to reflect on your own practice and identify areas of improvement. Second, it helps you to communicate clearly and consistently with your mentee, and to provide evidence-based feedback and recommendations. Third, it helps you to monitor your mentee's growth and development, and to celebrate their achievements. Fourth, it helps you to comply with the ethical and legal standards of your profession, and to avoid any disputes or allegations that may arise from your mentoring relationship.

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Heather MacCracken

ELA & ESOL Teacher| Curriculum Developer | Learning Operations Specialist
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It is important to keep in mind that the whole point of mentoring a new teacher is to provide guidance and support because being new to the classroom is often overwhelming. As such, having the mentoring sessions documented can serve as an important tool for the new teacher to refer back to so they can be reminded of what they did well and what their areas for improvement are or were.

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2 What to document?

Documenting your mentoring sessions does not require a detailed report of every conversation or activity. Rather, it is important to record the key information and outcomes of each session, such as the date, time, duration, location, and names of the participants. Additionally, you should note the goals and objectives of the session, main topics discussed, feedback and suggestions given and received, action steps and follow-up tasks agreed upon, and the evaluation and reflection of the session.

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Heather MacCracken

ELA & ESOL Teacher| Curriculum Developer | Learning Operations Specialist
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It is important to also include in the feedback what the new teacher di well. When a teacher is new to the profession, they are often full of invigorating ideas. Sometimes in teaching, our brains can become foggy with meeting the demands of the classroom and referring back to this document can serve to re-ignite the flame.

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3 How to document?

Documenting your mentoring sessions can be done in a variety of formats and methods that fit your preference and purpose. Common ways to document your mentoring sessions include standard templates or forms for consistency and clarity, digital tools or platforms for easy access, storage, and sharing of the documentation, journals or notebooks for personal notes and reflections, audio or video recordings to capture verbal and non-verbal aspects of the session, and portfolios or showcases to display the mentee's work and achievements.

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Heather MacCracken

ELA & ESOL Teacher| Curriculum Developer | Learning Operations Specialist
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I would add that this should be easily accessible to the mentee for any time in the foreseeable future. An example of this would be to have a shared document created on Google Suite with the mentee's personal account rather than the school account so they can access it anywhere.

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4 When to document?

Documenting your mentoring sessions should be done as soon as possible after each session, while the information and impressions are still fresh in your mind. Ideally, you should document your mentoring sessions within 24 hours of the session, or at least before the next session. This will help you to avoid forgetting or misremembering important details, and to prepare for the next session effectively.

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5 Who to share with?

Documenting your mentoring sessions is not only beneficial to you, but also to your mentee. To ensure the best results, you should share your documentation with your mentee regularly and invite their feedback and input. Doing so can help build trust and rapport, clarify expectations and responsibilities, acknowledge strengths and areas of improvement, set goals and action plans, monitor progress and outcomes, and celebrate successes and challenges.

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Heather MacCracken

ELA & ESOL Teacher| Curriculum Developer | Learning Operations Specialist
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In some schools and districts, you may also be required to share your feedback with a department head or principal. Be sure to check with your school to ensure you are following school procedures should you accept the role of teacher mentor.

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6 How to protect confidentiality?

Documenting your mentoring sessions requires respecting and protecting the confidentiality of your mentee and your mentoring relationship. Confidentiality means that you do not share any personal or sensitive information about your mentee or your mentoring sessions without their consent, unless required by law or professional standards. To ensure confidentiality, obtain a written agreement from your mentee at the start of the relationship, store and dispose of your documentation securely, use pseudonyms or codes to anonymize your mentee’s identity, limit access and distribution of documentation to authorized persons only, seek permission before using their work or feedback for other purposes, and report any breaches or concerns to the relevant authorities.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the best practices for documenting your mentoring sessions?

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1 Why document?

2 What to document?

3 How to document?

4 When to document?

5 Who to share with?

6 How to protect confidentiality?

7 Here’s what else to consider

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