Mentoring Policy

Institutional Policy for Student Counselling, Mentoring, and Tutoring

Prepared and Maintained by Mentoring Cell / Student Mentoring & Guidance SystemMorai, Avadi, Chennai – 600 062, Tamil Nadu, India

S. No.	Particulars	Page
1	Cover Page	1
2	Table of Contents	2
3	Introduction, Vision, Mission and Objectives	3
4	Scope, Definitions and Policy Statements	4
5	Mentoring Structure and Roles	5
6	Mentoring Process and Support Areas	6
7	Confidentiality, KPIs and SDG Mapping	7
8	Alignment, Review, Annexures and Signature	8
9	Review and Approval	—

1. INTRODUCTION

Vel Tech High Tech Dr. Rangarajan Dr. Sakunthala Engineering College recognizes mentoring as an important mechanism for supporting student success, academic progression, personal development, career planning and holistic development. The Mentoring Policy establishes a structured and systematic framework for assigning mentors, maintaining student interaction records, identifying needs, providing guidance and facilitating timely support.

The mentoring system shall promote a supportive relationship between students and mentors while respecting student dignity, confidentiality, inclusiveness and institutional procedures.

2. VISION

To establish a caring, inclusive and student-centred mentoring ecosystem that enables every student to achieve academic success, personal growth, professional readiness and holistic development.

3. MISSION

Provide systematic academic and personal guidance to students.
Identify student needs and provide timely mentoring and referrals.
Support career planning, higher education, entrepreneurship and professional development.
Promote student engagement, retention, well-being and holistic development.
Strengthen communication between students, mentors, departments, parents and institutional support systems.

4. OBJECTIVES

Establish a structured mentor–mentee system across the Institution.
Monitor student academic progress, attendance and participation.
Identify students requiring academic, personal, financial, career or other support.
Provide guidance for higher education, competitive examinations, careers and entrepreneurship.
Encourage communication, confidence, leadership and life skills.
Facilitate early intervention and referral to appropriate institutional support mechanisms.
Maintain systematic mentoring records and evaluate the effectiveness of the mentoring system.

5. SCOPE

This policy applies to all undergraduate and postgraduate students, faculty mentors, department coordinators, institutional support cells and other stakeholders involved in the student mentoring system.

6. DEFINITIONS

Term	Definition
Mentor	A faculty member or designated person who provides guidance, support and monitoring to assigned students.
Mentee	A student who receives mentoring and guidance under the institutional mentoring system.
Mentoring	A structured developmental relationship involving guidance, support, monitoring and encouragement.
Mentor–Mentee Meeting	A planned or need-based interaction between a mentor and one or more mentees.
Referral	The process of directing a student to an appropriate institutional or professional support service.
Mentoring Record	Documented evidence of mentoring activities, interactions, concerns, actions and follow-up.

7. POLICY STATEMENTS

Every student shall be assigned a mentor or mentoring mechanism as determined by the Institution.
Mentoring shall be conducted through regular, need-based and documented interactions.
Mentors shall monitor academic progress and identify students requiring additional support.
Mentoring shall address academic, career, higher education, entrepreneurship, personal development and other student support needs within the mentor's role.
Sensitive student information shall be handled with appropriate confidentiality and professional responsibility.
Students requiring specialized support shall be referred to the appropriate institutional authority or support service.
The effectiveness of the mentoring system shall be periodically reviewed through feedback, records and outcome indicators.

8. MENTORING STRUCTURE

Level	Role	Key Responsibility
Institutional	Principal / Leadership	Policy approval, strategic direction and institutional support
Coordination	Mentoring Cell	Planning, monitoring, documentation and review
Department	Head of Department / Department Mentor Coordinator	Implementation and department-level monitoring
Faculty	Mentor	Individual student guidance, monitoring and follow-up
Student	Mentee	Active participation, communication and implementation of guidance

9. ROLES AND RESPONSIBILITIES

9.1 Principal / Institutional Leadership

Approve and support the Mentoring Policy.
Provide institutional resources and support systems.
Review mentoring outcomes and major concerns.

9.2 Mentoring Cell

Prepare annual mentoring plans and guidelines.
Coordinate implementation across departments.
Maintain consolidated mentoring data and reports.
Review effectiveness and recommend improvements.

9.3 Heads of Departments / Department Coordinators

Ensure mentor allocation and implementation.
Monitor mentoring records and follow-up.
Coordinate support for students requiring intervention.

9.4 Faculty Mentors

Establish regular communication with mentees.
Monitor academic progress, attendance and participation.
Identify strengths, challenges and support needs.
Provide guidance and make appropriate referrals.
Maintain accurate mentoring records.

9.5 Students / Mentees

Participate actively in mentoring interactions.
Communicate concerns and needs appropriately.
Follow agreed academic and developmental action plans.
Provide feedback on mentoring support.

10. MENTORING PROCESS

Student–Mentor Allocation
Initial Student Profile and Needs Identification
Regular Mentor–Mentee Interaction
Academic and Personal Progress Monitoring
Identification of Support Needs
Guidance / Intervention / Referral
Follow-up and Outcome Review
Periodic Reporting and Evaluation

11. AREAS OF MENTORING SUPPORT

Academic performance and learning support.
Attendance and participation monitoring.
Study habits, time management and examination preparation.
Career planning and employability skills.
Higher education and competitive examination guidance.
Entrepreneurship, innovation and startup opportunities.
Professional skills, communication and leadership development.
Financial, scholarship and institutional support awareness.
Personal development and responsible citizenship.
Referral to appropriate institutional support services when required.

12. CONFIDENTIALITY AND ETHICAL PRACTICE

Mentors shall maintain appropriate confidentiality regarding student information.
Student information shall be shared only with authorized persons or support systems when necessary for student welfare or institutional requirements.
Mentoring shall be conducted without discrimination or harassment.
Mentors shall maintain professional boundaries and refer matters beyond their expertise to appropriate authorities.

13. MONITORING AND KEY PERFORMANCE INDICATORS

Indicator	Evidence / Record
Mentor–Mentee Allocation	Allocation list / mentor register
Mentoring Meetings	Meeting records and interaction logs
Academic Monitoring	Progress reports and follow-up records
Student Support	Intervention and referral records
Career / Higher Education Guidance	Guidance records and participation data
Student Feedback	Feedback forms and analysis
Outcomes	Improved performance, participation, progression and support resolution

14. SDG MAPPING

SDG 3 – Good Health and Well-being: Promoting supportive student development and appropriate referral.
SDG 4 – Quality Education: Supporting academic achievement, learning and progression.
SDG 5 – Gender Equality: Ensuring inclusive and equitable mentoring support.
SDG 8 – Decent Work and Economic Growth: Career, employability and entrepreneurship guidance.
SDG 10 – Reduced Inequalities: Providing support to students with diverse needs.
SDG 16 – Peace, Justice and Strong Institutions: Promoting ethical, respectful and responsible institutional support.

15. ALIGNMENT WITH HIGHER EDUCATION QUALITY FRAMEWORKS

This policy supports institutional practices related to student mentoring, academic support, student progression, career guidance, student welfare and quality assurance. It may be implemented in alignment with applicable AICTE, UGC, NBA, NAAC and other competent authority guidelines and institutional quality assurance requirements, as amended from time to time.

16. REVIEW AND AMENDMENT

The policy shall be reviewed periodically, preferably once every three years or earlier when required due to changes in institutional needs, student support systems, regulatory requirements or quality assurance practices. Amendments shall be approved by the competent institutional authority.

17. ANNEXURES

Annexure I – Mentor–Mentee Allocation Format
Annexure II – Student Profile and Needs Assessment Form
Annexure III – Mentor–Mentee Meeting Record
Annexure IV – Academic Progress Monitoring Format
Annexure V – Student Support / Referral Record
Annexure VI – Mentoring Feedback Form
Annexure VII – Annual Mentoring Outcome Report

SIGNATURE AND APPROVAL

This Mentoring Policy is approved for implementation by the competent authority of the Institution.

Prepared By	Verified By	Approved By
Name & Signature	Name & Signature	Name & Signature

REVIEW AND APPROVAL

14. REVIEW AND AMENDMENT

The policy owner shall review this document at the stated cycle or earlier due to changes in law, regulation, institutional structure, technology, risk, audit findings or stakeholder requirements. Amendments shall take effect only after approval by the competent authority.

15. REFERENCES

AICTE Approval Process Handbook and Faculty Norms, as amended from time to time
UGC, DOTE TN, Anna University and autonomous academic regulations, as applicable
Institutional Strategic Plan 2025–2030, IQAC procedures and approved committee minutes
National Education Policy 2020 and institutional HR/Appraisal policies

16. APPROVAL AND SIGNATURES

Prepared / Coordinated by	Reviewed by	Approved by
Name & Signature	Name & Signature	Name & Signature

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