Data provided to Mentor Collective for eligible mentors and mentees will only be used to provide the required products and services as defined in the partner contract agreement. The following user directory information is collected for the purpose of delivering required mentorship program services.
Required Participant Directory Information
Mentee Directory Information
| Attribute | Notes |
| First Name | Preferred name, if possible. |
| Last Name | |
| *Email Address | Institution email address, if possible. |
| Mobile Phone # | Institutions that share mobile phone numbers experience significantly better recruitment and engagement outcomes. |
| Institutional ID # |
Example: Student ID # It should be unique to the institution. Institutional ID is critical for program analysis, and is included in exports for reporting purposes. |
*If your program uses SSO, email address format is determined during the set-up process and should be confirmed with institution IT contact.
Mentor Directory Information
| Attribute | Notes |
| First Name | Preferred name, if possible. |
| Last Name | |
| *Email Address | Institution email address, if possible. |
| Mobile Phone # | Institutions that share mobile phone numbers experience significantly better recruitment and engagement outcomes. |
| **Institutional ID # |
Example: Student ID # It should be unique to the institution.
Institutional ID is critical for program analysis, and is included in exports for reporting purposes. |
*If your program uses SSO, email address format is determined during the set-up process and should be confirmed with institution IT contact.
**Depending on the mentor population, mentors may not be affiliated with your institution and/or may not have an Institutional ID. In these cases, providing an ID is optional, but we still highly recommend providing a unique ID that both your institution and Mentor Collective can use to identify participants.
How To: Providing Participant Directory Information
Mentor Collective's platform currently supports the following processes for data sharing:
- Excel (.xls) or CSV file, as email attachment or secure file share (such as Google Drive)
- You are welcome to send zipped with a password, for additional security.
- Unicode/UTF-8 encoding is supported.
- Send to Partner Support (partnersupport@mentorcollective.org).
- SFTP, upon request
Participant Directory information should be provided with the first row as a header row:
| First Name | Last Name | Phone | Institution ID |
You may also want to include additional Institution Provided Data.
Mentor Collective recommends separating mentor data and and mentee data into separate files.
FAQ
❓I have concerns about sharing phone numbers. Why do you need them?
- We have seen that participant recruitment is 6x more effective with phone numbers. Programs that do not use texting as a recruitment tool often struggle in reaching their desired participation.
- Our messaging strikes a balance between providing the information participants need, without over communicating. Learn more about our messaging cadence here!
- Please reach out to your Mentor Collective representative to talk through any specific issues or concerns, or if you need assistance in identifying who at your institution can provide phone numbers.
❓I have concerns about sharing institutional IDs. Why do you need them?
- Institutional IDs are the primary tool for matching participants in Mentor Collective’s system with the individuals in your institution's system, particularly during impact analysis.
- Institutional IDs are a much more reliable attribute to use for participant mapping during analysis, as participants may participate in the program under a different name or email than the institution has on file.
- If there are continued concerns about providing Institutional IDs, connect with your Mentor Collective representative and we can work with your institution on generating random, unique IDs.
❓How does Mentor Collective protect the privacy of this data?
- All Mentor Collective data is stored securely in our cloud database infrastructure. Data at rest is stored using block-level encryption.
❓Is Mentor Collective FERPA compliant?
- Yes. Learn more here.
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