making engineering great for women a guide for … · the wit mentoring program is a cross...

MAKING ENGINEERING GREAT FOR WOMEN A GUIDE FOR MENTORS/MENTEES

WOMEN IN TRANSPORT MENTORING

PROGRAM OCTOBER 2017

levelcrossings.vic.gov.auAuthorised and published by the Victorian Government, 1 Treasury Place, Melbourne

TABLE OF CONTENTSTABLE OF CONTENTS .............................................................................................................. 2

THE WOMEN IN TRANSPORT MENTORING PROGRAM .......................................................... 3

BACKGROUND ......................................................................................................................... 5

CREATING GREAT NETWORKS ................................................................................................ 6

PROGRAM PARTNERS AND STRUCTURE ............................................................................... 7

ELIGIBILITY .............................................................................................................................. 8

HOW TO APPLY ......................................................................................................................... 9

Selection Criteria ...................................................................................................................................... 9

Application Process .................................................................................................................................. 9

2018 Program Timetable........................................................................................................................ 10

Measurement and Evaluation ................................................................................................................ 10

FAQS ....................................................................................................................................... 11

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The Women in Transport (WiT) program is a $1.1 million package of initiatives and business improvements designed to encourage more women to enter and stay in the Victorian Transport Sector.

A key initiative offered jointly by the Level Crossing Removal Authority (LXRA) and Transport for Victoria (TfV) is the WiT Mentoring Program, which aims to foster a strong commitment between program partners, contribute to breaking down barriers and engage more women in transport through a defined purpose built framework.

The WiT Mentoring Program is a cross Transport Sector mentoring program, providing female engineers, project managers and undergraduates studying engineering with the opportunity to learn from their peers, experts and industry leaders.

This program is the first government developed Mentoring Program of its kind in Victoria. The WiT Mentoring Program is open to applicants from both government departments and agencies, private industry partners, as well as current undergraduates completing an engineering related degree.

The program aims to foster increased collaboration between private and government organisations in the Victorian Transport Sector.

Program aims

• Contribute to the WiT Program by developing and retaining current female employees

• Increase the number of female employees in the transport sector through promotion of the program and providing employment pathways to undergraduate mentees

• Increase collaboration and the sharing of knowledge between private and government organisations in the transport sector.

THE WOMEN IN TRANSPORT MENTORING PROGRAM

Did you know?Both LXRA and TfV acknowledge the significant role men play impacting general inequality. Welcoming mentors from all gender identities, as is the case with the WiT Mentoring Program, recognises that ‘gender equality’ is the responsibility of all individuals and of society as whole, and importantly requires the active contribution and input from both men and women.

“Men may be part of the problem. But they are also a crucial part of the solution. We will not make much progress towards gender equality without men’s support.”

Men make a difference: Engaging men on gender equality, Diversity Council Australia, 2017.

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Program structureThe WiT Mentoring Program is open to applicants from government departments and agencies, private industry partners and undergraduates

completing an engineering or related degree. The program is a joint initiative between Transport for Victoria (TfV) and the Level Crossing Removal

Authority (LXRA) as part of the Women in Transport Initiative.

The WiT Mentoring Program LXRA and TFV

Program partners• Government Partners • Industry Partners

Undergraduates Junior engineers

Middle management

Leaders and industry experts

Mentees Mentors

Mentoring pairs are matched based on alignment of goals and objectives to ensure program success. Combinations can include:

• Cross industry pairs e.g. government and private • Mentors seeking an undergraduate mentee

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BACKGROUNDWomen in Transport ProgramThe WiT Program is a $1.1 million package of initiatives and business improvements to encourage more women to enter and stay in the transport sector. The WiT Mentoring Program is a joint initiative between TfV and LXRA. It will foster the strong commitment TfV and LXRA have to the WiT Program.

The WiT Mentoring Program will contribute to breaking down barriers and engaging more women in transport through a purpose- built framework that supports the professional development of women across their career lifecycle.

About Transport for Victoria Transport for Victoria is a new transport agency that is coordinating Victoria's growing transport system and planning for its future.

Like Transport for London and similar agencies in major cities around the world, Transport for Victoria brings together the planning, managing and coordinating of Victoria's transport system and its agencies, including VicRoads and Public Transport Victoria.

In time, it will provide a single source for information about our road, train,

tram, bus, taxi and freight networks, making it simpler and easier for Victorians to get the transport information they need.

Transport for Victoria will also plan for the future of Victoria's transport system, ensuring it grows as the community, economy and technology changes.

Commitment to the Women in Transport Program TfV and LXRA have a strong commitment to the WiT Program and will deliver a range of programs and initiatives that work towards increasing the number and capability of women in infrastructure projects.

At TfV and LXRA this means:• Targets set for percentage

of women in senior roles

• A focus on increasing the number of female graduates and trainees through our employment program

• Targeted development programs for our female employees

• Structured support systems for female employees who transition through the various stages of their careers

• Building future capability through targeted initiatives such as scholarships for women to enter transport-related university degrees

• Networking opportunities across the sector.

About the Level Crossing Removal Authority The LXRA is an administrative office established in relation to the Department of Economic Development, Jobs, Transport and Resources (DEDJTR). The LXRA is responsible for all aspects of level crossing removals including planning and development, stakeholder engagement and procurement through to construction and delivery.

The workforce at LXRA is diverse with a combination of employees from government, industry and the private sector.

With this mentoring program, LXRA aims to work with other government agencies like TfV and our industry partners to break down the barriers faced by women and open up the market to actively engage women in engineering.

MENTORING – CREATING GREAT NETWORKS There is a record number of women graduating university in Australia and entering the workforce.

Yet, data still points to a 'large leaky pipeline' – the gap between the number of women starting out on the professional track and how many advance to senior positions.

One of the ways the WiT Program aims to help 'leak-proof' this pipeline is through mentoring. That is, getting more people already in positions of influence supporting, sponsoring and guiding women as they progress through the various stages of their careers, particularly at pivotal decision points.

The WiT Mentoring Program has been designed to strengthen networks across the transport sector at all levels. It aims to foster supportive relationships and enable a greater understanding of the sector and it’s various industries, allowing women greater access to networks and opportunities.

Mentoring provides a space and opportunity for reflection, conversation, challenge and learning. It is a collaborative experience that facilitates growth and knowledge transfer through an ongoing dialogue. Mentoring aims at personal growth, self-awareness, understanding, and insight through professional and social interactions between mentor and mentee.

Participating in the WiT Mentoring Program is your opportunity to make engineering great for women. The program will in turn further your personal and professional development and contribute to a positive learning and development culture within the sector, building capability for the future.

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Psychosocial functions: • Encouragement • Friendship • Emotional support

1. Mutual trust and support2. Clear roles and expectations3. Open communication

Mentor mentee relationship

Career functions: • Direct teaching • Advocacy • Coaching • Visibility • Challenge

The mentor-mentee relationshipAs a formal mentoring program, mentors and mentees are matched based on their goals, objectives and professional backgrounds. Participants are provided with an induction training session and are supported throughout the year with facilitated group sessions to support their success. Over the course of 12 months, mentors and mentees meet monthly to discuss and plan how to actualise their goals.

The mentor/mentee relationship is reliant on three key principles:

1. Mutual trust and support

2. Clear roles and expectations

3. Open communication.

These principles foster the needs and objectives of the mentor and mentee and will enhance the relationship outcomes and the overall collaborative experience.

PROGRAM STRUCTUREProfessional development and networking sessionsProfessional development sessions will be held quarterly. The sessions aim to:

• Provide a platform for mentors and mentees to converse with each other in a supported and structured environment

• Deliver practical tools and frameworks to support mentors and mentees on a range of related topics

• Create the opportunity for mentoring pairs to share their experiences with others

• Enable mentors and mentees to reflect and share lessons of their mentoring experience.

In addition to formal professional development sessions, participants will also have access to real time resources (technical and non-technical) and knowledge sharing via the WiT Mentoring Program App.

Industry and networking events are designed to provide a plethora of information on a variety of relevant topics and access to industry leaders and experts - this is particularly essential in an evolving sector like transport. Through the WiT Mentoring Program, participants will have the opportunity to speak at and/or attend industry and networking events.

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PROGRAM PARTNERSProgram partners are organisations which promote and participate in the Women in Transport Program.

While it will be administered by LXRA, the success of the program relies on the participation of program partners. Program partners work collaboratively with LXRA to promote and foster development opportunities for participants.

Program partners also participate in events throughout the program to further promote and build on existing opportunities and share lessons learnt through a collaborative working group.

In 2018, the WiT mentoring program partners are:

• CPB Contractors

• Engineers Australia

• Interface Rail Engineering

• Jacobs

• John Holland

• Laing O'Rourke (Northern Program Alliance)

• McConnell Dowell (Western Program Alliance)

• Melbourne Metro Rail Authority

• Metro Trains Melbourne

• North East Linking Authority

• Public Transport Victoria

• VicTrack

ReflectionReflecting on earlier phases provides learning opportunities and an acknowledgment of success achieved.

Making progressLearning and growth for both mentor and mentee is significant in this phase and will drive satisfaction, increased self-confidence and empowerment. The process of making decisions, solving problems, setting goals and creating action will drive progress towards goals.

Rapport buildingThis stage involves 1:1 discussion to enable mentors and mentees to get to know each other and establish rapport and fit. Having a sense of purpose for the relationship is fundamental to commitment to it.

Direction settingDirection-setting establishes clarity about the goals mentors and mentees want to achieve from the relationship. Developing goals in conjunction with action plans will contribute to their achievement.

PROGRAM STRUCTUREOngoing training and supportTraining and supportFor additional support, participants can access a range of online tools and resources. Participants will be emailed a range of ‘topics’ throughout the duration of the program to support mentoring conversations on themes

critical to the issues facing women in transport.

The mentor-mentee relationshipMentees and mentors will have access to:

• A guidebook with helpful information that will assist participants to be an effective mentee or mentor, and how to maintain a positive mentoring relationship

• Tools and resources including tips and templates

• Regular e-mail updates.

Resources will include the mentoring partnership agreement, mentoring conversation framework, mentoring journal, and meeting agenda template. Tips include giving and receiving feedback, phases in the mentoring relationship and how to inspire action.

ELIGIBILITYMentees and mentors must have the skills, knowledge and attitudes as outlined below.

MenteesTo be considered as a mentee, it is understood that you:

• Have at least one year of experience within the transport sector

• Are a female engineer or project manager

• Are a female undergraduate studying an engineering or equivalent course.

Mentees are women who have a desire to:

• Develop a wider knowledge of the transport sector

• Build self-confidence and support career and personal development by developing greater insight, skills and behaviours that are needed to be effective in their roles

• Connect with people outside of their mandated relationships to build a strong professional network

• Learn through shared experiences.

A prospective mentee should:

• Be able to commit to participating in any facilitated professional development sessions and agreed mentoring time requirements

• Achieve a high level of performance and demonstrate a commitment to personal learning and development

• Be open to developing self-awareness, personal growth, seek feedback and have a positive attitude.

MentorsTo be considered as a mentor, it is understood that you:

• Have at least five years of experience post completing tertiary education

• Have at least three years of experience within the transport sector

• Hold an engineering or project management qualification (or relevant qualification as applicable to transport infrastructure projects e.g. safety)

• Have the skill and experience to provide guidance to a mentee.

Mentors are individuals who have a commitment to:

• Demonstrating leadership by championing cross organisational integration and collaboration

• Understanding of the opportunities and barriers that women at different levels in transport face

• Developing their individual skills by contributing to the development of another

• Self-reflection, where sharing experiences allows for mentors to learn new insights about themselves.

A prospective mentor should:


• Be open and honest in sharing their knowledge, expertise and experiences

• Be able to listen and provide guidance to mentees allowing them to make their own decisions

• Be committed to the development of their mentee.

To support successful and positive mentoring relationships:

• The mentee and mentor will need to agree up front to accessibility and time commitments

• The mentee will need to be clear about their goals for the relationship

• The mentor will offer honest feedback in a constructive manner

• The mentee will take responsibility for their decisions and actions

• The mentor and mentee will access further support if required

• The mentor and mentee will ensure that discussions remain confidential.

Application process

Selection criteriaMentee selection criteriaA prospective mentee should:


• Consistently achieve a high level of performance and demonstrate a commitment to personal learning and development

• Be open to developing self-awareness, personal growth, seeking feedback and have a positive attitude.

Mentor selection criteriaA prospective mentor should:


• Be open and honest in sharing their knowledge, expertise and experiences

• Be able to listen and provide guidance to mentees allowing them to make their own decisions

• Be committed to the development of their mentee.

HOW TO APPLY

Matched

Induction

Meet

Facilitated support

Ongoing support

• Participants complete online application form• Pairs are matched based on their applications• Mentors will have the opportunity to meet with prospective

mentees prior to pairs being finalised

• Induction workshop for both mentors and mentees to outline details and objectives of the program

• Monthly meetings between matched pairs

• Facilitated group sessions to encourage learning and an opportunity to work through any challenges

• Ongoing support provided by LXRA program coordinator

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2018 program timetable

Measurement and evaluationA two-phase evaluation process will be used to determine the effectiveness of the WiT Mentoring Program, using feedback from mentees and mentors as well as (organisational) program partners.

The LXRA Program Coordinator has a key role of monitoring and

evaluating the mentoring program and of assessing the impact of WiT. Benchmark measures will be established prior to the commencement of the program, and will be revaluated at the end of each mentoring cycle.

Expression of Interest (EOI) and Application

2018 EOI Open 18 September 2017

2018 EOI Close 8 October 2017

Applications open for mentors 16 October – 25 October 2017

Applications open for mentees 1 November – 12 November 2017

Matching Process

Application matching process Mid November 2017

Mentors notified of matched pair End November 2017

Mentees notified of matched pair End November 2017

Induction

Program Induction Training (1/2 day) 5 February 2018

Mentoring to commence (monthly contact required) 5 February 2018

Professional Development sessions

Q1 Facilitated sessions TBC



2018 Program Concludes 1 February 2019

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HOW TO APPLY

FREQUENTLY ASKED QUESTIONSWho can participate in WiT Mentoring Program?Please refer to the ‘Eligibility’ on page 8.

Are all applicants guaranteed a spot in the program?LXRA aims to match all mentors and mentees however we cannot guarantee a match for each person as this will be dependent on the applications received.

How will mentees or mentors be matched?Mentees and mentors will be matched based on their stated objectives, commitment and competencies with the overall aim of creating a dynamic mentoring partnership. Mentees will have an opportunity to advise of their mentor preferences on their application form; these preferences will be taken into consideration but cannot be guaranteed.

What is the time commitment for the program?Beyond the initial ½ day induction, the commitment is about 1 – 3 hours per quarter for professional development sessions in addition to the monthly mentor/mentee meetings.

What form of contact will be used?Email will be the primary contact used by the Program Coordinator. It is advised that you also regularly check the App to keep updated with the latest mentoring tips and materials.

Mentor and mentee are advised to agree on a preferred regular method of communication that best suits both parties.

How often do I have to meet with my mentor/mentee?As a minimum, mentors and mentees are expected to meet face-to-face once a month to benefit from the

relationship. Mentors and mentees can meet more regularly as needs of the relationship change. Ongoing communication via email and phone throughout the program is encouraged.

When and where will the professional development sessions be held?Professional development sessions details will be confirmed closer to the date of each event with time and locations details sent to the participants’ email, as well as updated on the online tool.

What if I decide to leave the program?Participation in the program is a 12-month commitment however if participants believe the relationship is no longer productive and therefore want to leave the program, the LXRA Program Coordinator should be contacted to facilitate the conclusion of the relationship.

What if I’m not suited to my mentee or mentor?In the unlikely event that mentors/mentees feel that they are not suited to each other, please contact Program Coordinator as soon as possible. Each situation will be addressed on a case by case basis.

How are issues addressed during the program?If at any time during the program participants experience problems, the LXRA Coordinator should be contacted. The Coordinator will draw on the mentoring coach or program partner committee as needed.

Can the mentoring relationship continue after WiT Mentoring Program has concluded?Yes, the mentoring relationship can be continued informally after the program

has concluded. This is encouraged as it is a great way to build a dynamic professional network. Mentors and mentees are also welcome to apply for subsequent programs; however, they will be assigned to different partners in order to maximise their personal and professional development. Mentees are also encouraged to become mentors after they have completed the program if they meet the selection criteria.

What happens if participants feel there is a conflict of interest with their mentoring pair?All concerns of conflict of interest are taken very seriously. If participants have any concerns about their mentor/mentee, the first step is to notify the LXRA Program Coordinator immediately. Where possible we will endeavour to re-match mentoring pairs.

The LXRA Program Coordinator is:Jodie Le Senior Adviser – Organisational Design and Architecture (03) 9027 5206 [email protected]

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