TO: Beth Eakman FROM: Ryan Wheeler DATE: November 30, 2016 RE: Letter of Transmittal I propose that St. Edward’s University should undergo planning, implementing, and executing a new section of orientation that would make Hilltop mentors a mandatory program for incoming freshman students. This program would aid students in transitioning into college, build their confidence, and help build community. In the current proposal, I will explain the present system of Hilltop Mentors, problems with the program, objectives, proposed solution, development of the program, and scheduling.
Present System Currently, students of any standing may sign up for the Hilltop Mentors Program through Collegiate Link to be either a mentor or a mentee. Students and staff in Student Life currently facilitate this program. All students fill out an application for the purpose of pairing mentors and mentees. This application does not determine eligibility for the program. In the application, mentors describe themselves and any communities they identify with, for example, first-generation college student, minority group, gender, LGBTQ community, major, etc. Mentees also fill out these characteristics. Both groups also include personality traits and hobbies. Mentors identify how many mentees they would like to take on as well. These characteristics help Student Life pair mentors with mentees. In the final part of the application, both groups reflect on why they would like to be part to the program or what they would like to receive from the program. Students also now have to opportunity to sign up for a group mentoring experience or a one-onone experience.
Problems With The Present System Because students sign up for the program, there may be many students who fail to sign up for several reasons such as missed deadlines, confusion in the sign-up process, or even feeling to shy to get involved. Students may even intend to sign up, but they are too caught up in Welcome Week and the first week of school to sign up. Another issue is that students may not realize how valuable the program could be to them. While they are encouraged to sign up by, seventeen or eighteen-year-old students may be confident they can handle classes, career planning, and socializing be themselves.
Objectives The objectives of the administration, this project, and Hilltop Mentors are to give students access to all resources that would: • Aid their transition from high school to college • Build their confidence • Give them helpful advice about balancing their responsibilities Additionally, the administration values high retention rates and academic success. Studies have clearly shown that mentor programs in retention rates as well as improved student learning outcomes. Building this program into the first year experience may influence these factors.
Proposed Solution Hilltop Mentors has grown from a small, student-run organization, to a large-scale program facilitated by Student Life. Now, it is time for Hilltop Mentors to take the next leap, and become a mandatory program for all incoming freshmen students. The process of enrolling would be built into orientation with presentations to explain the program and a designated time for sign-up with assistance. The program itself will remain the same. Older students, faculty, and staff would be mentors offering either group or one-on-one mentoring depending on preference.
Developing The Program Administration will work with Student Life to help inform incoming students and plan for implementation. This will be completed in the following four steps: informing, implementation: training, and testing the program. Informing A dialogue between Student Life and Administration will occur that would provide information about the program to administration. However, administration may need to update recruitment presentations and new student information packets. Planning and Implementation Student Life will add space into the Orientation schedule for an informative presentation and an assisted sign-up time. These two processes should take 20 minutes to 45 minutes. After Orientation, Student Life should hold their annual Hilltop Mentors Dinner two to three weeks later to meet their mentors. Mentors and mentees will be charged with scheduling their meet-ups based on their schedules. Training Mentors will have to attend or two comprehensive training session to prepare them for their experience and give the best advice they can to their mentee. They should learn about all student recourses available at St. Edward’s as well as empathy training, QPR training, and title IX training. Testing the program The first year of this new programing should be considered a pilot program. Freshmen students and mentors should be surveyed before, between semesters, and after their experience to establish some helpful metrics that will determine how the program can be enhanced.
Schedule The Planning phases can begin in Spring 2017 to prepare for the Implementation and Informing phases in Summer 2017. Final data should be gathered by Spring 2018.
Conclusion I am enthusiastic about the possibility of growing Hilltop Mentors and giving perspective students greater support in their first year of college. I hope that implementing the program will be successful.