DOCUMENT CONTROL AND INDEX

TABLE OF CONTENTS

INTRODUCTION, PURPOSE AND SCOPE

1. INTRODUCTION

Vel Tech High Tech Dr.Rangarajan Dr.Sakunthala Engineering College recognises that mentor-mentee is essential to institutional quality, accountability and stakeholder confidence. This policy establishes a structured framework to provide every student with structured academic, personal-development and career guidance through a confidential, documented and accountable mentoring relationship.

2. PURPOSE

To provide every student with structured academic, personal-development and career guidance through a confidential, documented and accountable mentoring relationship.

3. SCOPE

All enrolled students, assigned faculty mentors, mentoring coordinators and relevant support services.

OBJECTIVES

4. OBJECTIVES

• Support transition, belonging and academic success.
• Identify attendance, performance, well-being and career concerns early.
• Connect students with appropriate institutional support.
• Encourage goal-setting, reflection and professional development.
• Maintain continuity and evidence of mentoring interventions.

POLICY FRAMEWORK

5. GUIDING PRINCIPLES

1. Mentoring is supportive and developmental, not punitive.
2. Confidentiality shall be maintained except where safety, law or institutional duty requires escalation.
3. Mentors shall work within their competence and refer specialized needs.
4. Records shall be factual, respectful and access-controlled.
5. Mentoring shall not replace formal academic, disciplinary, medical or counselling procedures.

6. GENERAL POLICY COMMITMENT

The Institution shall implement this policy through approved roles, adequate resources, documented procedures, transparent communication and measurable review. Decisions and exceptions shall be recorded and authorized by the competent authority.

POLICY PROVISIONS

7.1 IMPLEMENTATION REQUIREMENTS

1. Students shall be assigned mentors through an approved process with reasonable mentor load.
2. Mentors shall meet mentees individually or in groups at prescribed intervals and during critical academic periods.
3. A baseline profile shall capture academic, attendance, skill, career and support information using approved fields.
4. Mentors shall review attendance, marks, arrears, goals, certifications, internships and placement readiness.
5. At-risk indicators shall trigger documented follow-up, parent communication where authorized, and referral to HOD/counsellor/support cell.

POLICY PROVISIONS — CONTINUED

7.2 IMPLEMENTATION REQUIREMENTS

6. Mentors shall not diagnose medical or psychological conditions or make promises beyond authority.
7. Sensitive disclosures involving safety, harassment, self-harm risk or abuse shall be escalated through approved emergency/safeguarding channels.
8. Students may request mentor change through the designated authority for valid reasons.
9. Mentoring records shall be retained securely and transferred appropriately when mentor allocation changes.
10. Programme effectiveness shall be reviewed through engagement, retention, performance and feedback trends.

ROLES AND RESPONSIBILITIES

8. ROLES AND RESPONSIBILITIES

• Dean Mentoring defines framework, training and review.
• HOD/mentoring coordinator assigns mentors and monitors engagement.
• Mentors conduct meetings, document actions and make referrals.
• Students participate honestly and follow agreed actions.
• Counsellors, placement and support cells respond to referrals within their roles.

IMPLEMENTATION PROCEDURE

9. IMPLEMENTATION PROCEDURE

1. Assign mentor and orient both parties.
2. Create/update mentee profile and goals.
3. Conduct scheduled meeting and review evidence.
4. Record discussion, action, responsibility and due date.
5. Refer/escalate where required and follow up.
6. Close semester with progress summary and next-step plan.

RECORDS AND COMPLIANCE

10. RECORDS AND EVIDENCE

• Mentor allocation
• Mentee profiles and meeting notes
• Referral and follow-up records
• Parent communication where approved
• Mentoring review and feedback reports

11. MONITORING INDICATORS

• Mentoring meeting completion
• At-risk case follow-up
• Attendance/performance improvement
• Student retention and progression
• Mentee satisfaction and referral response

12. CONFIDENTIALITY, RETENTION AND ACCESS

Records shall be accurate, retrievable and protected against unauthorized alteration, disclosure or destruction. Access shall be role-based and limited to legitimate institutional need. Retention and disposal shall follow the approved schedule and applicable requirements.

13. NON-COMPLIANCE

Non-compliance may result in corrective action, withdrawal of access or benefit, recovery of loss, disciplinary action, referral to a statutory body or other proportionate action after due process.

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 and version control.

15. REFERENCES

• Approved student-support, counselling, grievance and privacy procedures
• Academic and attendance regulations

16. APPROVAL AND SIGNATURES

This is a controlled institutional document. Printed copies are uncontrolled unless specifically stamped and issued by the authorized office.