Mentorship Programme Guide

Getting Started — Registration 2 guides

Register as a Mentee — 6-Step Wizard

Navigate to Mentorship Hub in the sidebar and click Register as a Mentee. A 6-step wizard opens. Each step saves independently — you can return and edit any step later via Edit Profile on the hub landing page.

1Bio — Write a short professional background (your training, current role, why you want mentorship). Tick Available for Menteeship to allow the system to match you. Click Save & Continue.

2Availability — Add one or more time slots: day of week, start time, end time, and city. Click Add Slot for each. More slots = better matching chances.

3Specialty — Select your dental specialty (e.g. Endodontist, General Dentist). You can add multiple.

4Interests — Choose professional interest areas (Research, Clinical Skills, Business, etc.).

5Certifications — Add qualifications you hold or are working towards.

6Languages — Select languages you're comfortable communicating in.

After step 6 your profile is active. A Join Certificate is generated automatically — download it from the Mentorship Hub landing page.

Step 1 — Bio form (how it looks)

Professional Bio

Available for Menteeship

Save & Continue Skip for now

Register as a Mentor — 6-Step Wizard

Click Register as a Mentor on the Mentorship Hub landing page. The 6-step wizard is identical to the mentee flow but captures your mentor perspective — your expertise, not your learning goals.

1Bio — Describe your professional background, years of experience, areas of expertise, and what you can offer a mentee. Tick Available for Mentorship so the system can match you to requesting mentees.

2Availability — Add your available time slots (day, start, end, city). The auto-match algorithm uses these directly.

3Specialty — Select the specialties you can mentor in.

4Interests — Areas you are willing to guide mentees in.

5Certifications — Post-graduate qualifications and specialist titles.

6Languages — Languages you can mentor in.

You can be both a Mentor and a Mentee. Register for both roles under the same account — the hub landing page shows each role as a separate card with its own dashboard and certificates.

Matching 2 guides

How the Auto-Match System Works

Once your mentee profile is active, go to your Mentee Hub and click Request a Mentor. The system scores every mentor in the association who has Available for Mentorship = Yes using five criteria:

Availability overlap — same city + matching day + overlapping time window. This is the highest-weight criterion.
Specialty match — each shared dental specialty adds points.
Professional interests — each shared interest area adds points.
Certifications — bonus for any matching qualifications.
Languages spoken — bonus if at least one language is shared.

The mentor with the highest total score is assigned. The match score breakdown is stored in your match record and visible inside your match card on the Mentee Hub.

Improve your score chances: Add more availability slots, multiple specialties, and languages. The more data you provide, the more criteria the algorithm can compare.

What to Do if No Mentor is Found

If the system shows "no matching mentor found" it means no available mentor currently meets the scoring threshold for your profile. This is usually a data gap — not a permanent problem.

1Go to Edit Profile → Availability (Step 2) and add more days or a wider city. "Nairobi" covers more mentors than a specific suburb.

2Add more Specialties (Step 3) and Interests (Step 4) — each additional attribute widens the scoring pool.

3Try Request a Mentor again in a few days. New mentors join regularly.

4If still unmatched, contact the KDA Secretariat — they can create a manual match from the admin side.

SMART Goals (Mentee) 4 guides

Creating a SMART Goal

On your Mentee Hub, scroll to the Set SMART Goals section (blue header). Click + Add Goal to reveal the goal form. Fill in all fields, then click Submit Goals.

Goal DescriptionOne clear sentence — what you want to achieve.

SpecificWhat exactly will you do? Name the skill, procedure, or outcome.

MeasurableHow will you know you've succeeded? (e.g. "10 independent cases", "pass board exam")

AchievableWhy is this realistic given your current level and the programme duration?

RelevantWhy does this matter to your career or patients?

Time-boundTarget completion date or deadline (e.g. "August 2025").

SMART Goal form (pre-filled example)

Goal Description

Specific

Measurable

Achievable

Relevant

Time-bound

Submit Goals

You can add multiple goal cards before submitting — click + Add Goal again to add another row. All goals in the list are saved together when you click Submit.

Logging Progress on a Goal

Each goal card on your Mentee Hub shows a live progress bar. Click Log Progress inside the goal card to open the progress form.

1Write a Progress Description — what you did since the last entry.

2Drag the percentage slider (0–100) to your current completion level. The number updates live next to the slider.

3Add optional Notes (blockers, next steps, questions for mentor).

4Click Save Progress — the bar on the goal card updates immediately.

Goal card with progress log open (65% complete)

# 1 Master endodontic technique in posterior curved canals In Progress

65% complete

Log Progress

Progress Description

Completion % — 65

Notes (optional)

Save Progress

All previous progress entries appear under Progress Log inside the goal card, newest first.

Completed goals are fully read-only. Once a goal is set to Completed, the Log Progress button disappears and all existing progress entries in the log are locked — you cannot add new entries or edit and delete existing ones. To re-enable progress logging, change the goal status back to In Progress via the Change Status dropdown inside the goal card.

Editing a Goal

Inside each goal card on the Mentee Hub, click the Edit Goal button (pencil icon). An inline form opens pre-filled with current values.

You can edit the goal description, all five SMART fields, and the time-bound date separately.
There is also a dedicated Update Time Bound button next to the time-bound field for quick deadline changes without touching other fields.
Click Save Changes to apply. The card re-renders with updated content.

Completed goals are entirely read-only. Once a goal status is set to Completed, the edit form is hidden and the progress log is fully locked — no new progress entries, no editing or deleting existing entries. Change the status back to In Progress if corrections are needed.

Changing Goal Status (Pending / In Progress / Completed)

Inside a goal card, find the Change Status dropdown. Three states are available:

PendingGoal created but work hasn't started yet.

In ProgressActive — you are working on this goal and can log progress updates.

CompletedGoal achieved. Unlocks the Goal Achievement Certificate download link. The goal card and its entire progress log become read-only — no further editing, progress entries, or deletion allowed.

Select the desired status and click Update Status. The card badge and progress bar colour update immediately.

Completing a goal generates a certificate and locks the card. A Goal Achievement Certificate download link appears on the goal card as soon as status is set to Completed. All edit controls and the Log Progress button are removed. Change back to In Progress if corrections are needed.

Sessions 4 guides

Scheduling a New Session

Sessions can be scheduled by either the Mentor (from the Mentor Hub) or the Mentee (from the Mentee Hub). The Schedule New Session form is permanently displayed at the top of the Sessions section — above any existing session cards — so you can immediately book the next session without navigating anywhere.

1Expand the relevant match card on your Hub (Mentor Hub or Mentee Hub). The card lazy-loads session and evaluation data.

2Scroll to the Sessions section. The create form is displayed at the top — no button needed to reveal it.

3Enter the Session Date & Time (datetime picker) and an Agenda / Notes describing what the session will cover.

4Click Create Session. The new session card appears instantly below the form — no page reload. Sessions are numbered automatically (# 1, # 2, etc.).

Sessions section — create form at top, existing cards below

Sessions2 sessions

Session Date & Time

Agenda / Notes

Create Session

# 1 Wednesday, 14 May 2025 at 10:00 AM Completed

Agenda / Notes

Root canal technique overview — rotary file sequencing on phantom model. Reviewed crown-down approach and irrigation protocol (NaOCl 2.5%).

Recording Your Session Notes (Mentee)

Mentees can add their own personal notes to any session. On the Mentee Hub, expand a mentor match card and find the session you want to annotate.

1Inside the session card, locate the My Session Notes field (shown when your notes are empty or as an edit form).

2Write what you learned, key takeaways, questions that arose, or action points you'll follow up on.

3Click Save Notes. Your notes are saved and display in the session card immediately.

Session card on the Mentee Hub — adding notes

# 1 Wednesday, 14 May 2025 at 10:00 AM Completed

Agenda / Notes (Mentor)

Root canal technique — rotary file sequencing on phantom model. Crown-down approach, irrigation protocol.

My Session Notes

Save Notes

Adding Mentor Notes, Feedback & Action Items

Mentors fill in three separate fields for each session from the Mentor Hub. These are saved individually so you can update them at different times.

Mentor NotesYour internal notes about the session — observations, mentee strengths, areas needing work.

Mentor FeedbackConstructive feedback written for the mentee — what they did well, what to improve.

Action ItemsSpecific tasks for the mentee to complete before the next session (e.g. "practice 2 phantom canal preps").

Each field has its own Save button. Click the relevant button after editing each field. All three fields are visible to both mentor and mentee.

Session card — mentor fill-in fields

# 2 Wednesday, 28 May 2025 at 10:00 AM Pending

Mentor Notes

Save Mentor Notes

Mentor Feedback (visible to mentee)

Save Feedback

Action Items for Mentee

Save Action Items

Marking a Session as Completed

Only mentors can mark a session as completed. This is done from the Mentor Hub inside the relevant session card.

1Expand the mentee's card on the Mentor Hub.

2Find the session card you want to close. Look for the Session Status dropdown (currently shows Pending).

3Select Completed from the dropdown and click Update Status.

The session badge turns green (Completed). Both mentor and mentee see the updated status. Completed sessions are counted in the dashboard stats strip.

Mark a session Completed only after both parties have added their notes and reviews. There is no lock on editing notes after completion, but it is good practice to finalise everything first.

Session Reviews 3 guides

Creating a Session Review

A session review is a structured reflection written after a session — both the mentor and mentee can write their own review for each session. Reviews are nested inside the session card, behind the Session Reviews toggle (collapsed by default to save space).

1In the session card, click the Session Reviews (N) ▾ button to expand the review zone.

2Scroll to the Add New Review form below any existing reviews.

3Fill in the four fields (see field guide below).

4Click Save Review. The review appears as a numbered entry in the review zone immediately.

My Progress ReportWhat you observed about your own progress since the last session. Be specific — cite the skill or knowledge that improved.

Other Party's ReportWhat the other person (mentor writing for mentee, or vice versa) has observed. This cross-perspective is the core of a good review.

ChallengesBlockers, knowledge gaps, or difficulties encountered. Honest challenge logging helps adjust the programme plan.

AdjustmentsWhat should change going forward — different focus, modified pacing, new resources, etc.

Review zone expanded — one submitted review and the add-new form

# 1 Wednesday, 14 May 2025 at 10:00 AM Completed

Agenda

Root canal technique — rotary file sequencing, irrigation protocol.

Review · 17 May 2025

My Progress Report

Gained confidence in glide path preparation. Consistently achieving apical patency on straight canals. Working on curved anatomy next.

Mentor's Progress Report

Dr. Kamau is progressing well — methodical approach observed. Recommend shadowing 3 more cases before independent endo work.

Challenges

Canal transportation risk in posterior teeth due to restricted access angulation.

Adjustments

Shift focus to case selection: start with single-rooted anterior teeth to build confidence before molars.

+ Add New Review

My Progress Report

Mentor's Progress Report

Challenges

Adjustments

Save Review

Editing a Session Review

You can edit any review you submitted. Open the Session Reviews toggle on the session card and find your review entry.

1Click the Edit button (pencil icon) on your review entry. An inline edit form opens pre-filled with the current content.

2Each of the four fields (My Progress Report, Other's Report, Challenges, Adjustments) has its own Save button — you can update them individually.

3Click the relevant Save button. The review entry updates in place.

Alternatively, the review can be deleted entirely using the Remove Review button. This cannot be undone.

What Each Session Review Field Means

Both mentees and mentors have a review form, but the field labels shift perspective depending on who is writing:

My Progress Report (mentee writing)The mentee's self-assessment: skills gained, confidence level, clinical improvements since the last review. Write in first person.

Mentor's Progress Report (mentee writing)What the mentee observed or learned from the mentor's perspective during this period — what the mentor emphasised, feedback themes.

My Progress Report (mentor writing)The mentor's view of how the mentee is developing — what they observed in terms of skill, attitude, and application.

Mentee's Progress Report (mentor writing)What the mentor believes the mentee should report from their own side — a prompt to ensure the mentee reflects accurately.

ChallengesSpecific barriers encountered: knowledge gaps, time constraints, equipment limitations, difficult cases. Be concrete, not vague.

AdjustmentsActionable changes for the next session cycle: revised goals, new resources, different meeting cadence, adjusted focus area.

Good reviews are specific. "Getting better at root canals" is weak. "Achieved correct working length on 4 of 5 cases using apex locator — one case had ledge formation in the apical third due to early rotary use" is useful.

Evaluations 3 guides

Creating an Evaluation

Evaluations can be created at any point during the programme — use them for mid-programme check-ins, milestone reviews, or the final programme close-out. Multiple evaluations per match are allowed. Either the mentor or mentee can create one; the other fills in their side afterwards. The create form is displayed at the top of the Evaluations section on both the Mentor Hub and Mentee Hub.

1Expand the relevant match card on your Mentee Hub or Mentor Hub and scroll to the Final Evaluations section (amber header).

2The create evaluation form is displayed at the top of the section — no button needed to reveal it. Fill in the fields directly.

3Fill in your side of the evaluation (see the field guides in articles E2 and E3 below for each field).

4Click Save Evaluation. A new eval card appears instantly numbered (# 1, # 2, etc.) with a Pending badge — no page reload. You can create additional evaluations at any time.

Use evaluations for check-ins, not just programme close. Creating a mid-programme evaluation lets both parties reflect on progress early and adjust the plan before the final close-out evaluation.

Filling the Mentee Evaluation Survey

Mentees fill in a Reflection and a 5-question survey inside the eval card on their Mentee Hub. These can be saved at any time and edited until the evaluation is marked Completed.

Mentee ReflectionA free-text narrative (3–5 sentences minimum): what you learned, how the programme shaped your career, and what you're taking forward.

Mentee Survey — 5 questions

Q1 — Overall RatingHow would you rate your overall mentorship experience? (1–5 scale or free text)

Q2 — Skills AcquiredWhat specific skills or knowledge did you gain through this programme?

Q3 — Guidance QualityHow would you describe the quality of guidance and support you received from your mentor?

Q4 — Session FrequencyWas the frequency of sessions sufficient for your learning goals?

Q5 — SuggestionsWhat improvements would you suggest for the KDA Mentorship Programme?

Mentee eval card — reflection + survey filled in

# 1 Final Evaluation · 5 June 2025 Pending

Mentee Reflection

This mentorship programme transformed my clinical confidence. I entered with strong theoretical foundations but no structured practitioner guidance. Dr. Mwangi's systematic, evidence-based teaching approach gave me a reproducible endodontic technique that I now apply daily. The SMART goals framework also taught me how to set meaningful career milestones rather than vague aspirations.

Mentee Survey

Q1 — Overall Rating

5/5 — Excellent. Exceeded my expectations in depth and structure.

Q2 — Skills Acquired

Advanced rotary file technique, working length determination, irrigation protocol, case selection criteria for endo referral.

Q3 — Guidance Quality

Exceptional — feedback was specific, timely, and constructive. Never felt judged for mistakes, only guided.

Q4 — Session Frequency

Bi-weekly sessions were ideal. Enough time between sessions to practice and arrive with questions.

Q5 — Suggestions

Introduce a peer mentee group chat or shared case-discussion forum. Peer learning alongside the 1:1 structure would add significant value.

Save Mentee Evaluation

Filling the Mentor Evaluation Survey & Marking the Programme Complete

Mentors fill in a Feedback section and a 5-question survey from the Mentor Hub. Only mentors can mark the programme as Completed using the Mark as Complete & Close Programme checkbox when saving an evaluation.

Mentor FeedbackWritten assessment of the mentee's growth: what improved, where they stand professionally, your endorsement for independent practice.

Mentor Survey — 5 questions

Q1 — SatisfactionHow satisfied are you with the outcome of this mentorship engagement?

Q2 — Key TakeawaysWhat were the most significant milestones or achievements you observed in your mentee?

Q3 — Programme EffectivenessHow effective was the KDA Mentorship Programme structure in supporting the mentoring relationship?

Q4 — SuggestionsWhat changes would improve the programme for future mentor-mentee pairs?

Q5 — Personal LearningWhat did you personally learn or gain from being a mentor in this cycle?

Mentor eval form — survey filled + Mark Complete checkbox

# 1 Final Evaluation · 5 June 2025 Pending

Mentor Feedback

Dr. Kamau has demonstrated exceptional commitment throughout this 3-month programme. She consistently applied feedback between sessions and showed measurable, documented improvement across 12 sessions. I am fully confident in her clinical competence for independent endodontic practice on straightforward cases and strongly endorse her continued development in our association.

Mentor Survey

Q1 — Overall Satisfaction

Very satisfied. The programme provided a clear structure that made the mentoring relationship productive from the first session.

Q2 — Key Takeaways

Mentee progressed from no independent endo cases to completing 10 posterior root canals with correct technique. Goal achievement rate: 2 of 2 goals completed.

Q3 — Programme Effectiveness

The SMART goal framework and session review system are excellent tools. The digital record is invaluable for tracking objective progress.

Q4 — Suggestions

Add a mid-programme check-in evaluation at the 6-week mark, separate from session reviews, so adjustments can be made earlier.

Q5 — Personal Learning

Teaching forces you to articulate implicit clinical knowledge explicitly. I refined my own mental models of file sequencing in the process of explaining them.

Mark as Complete & Close Programme

Checking this box sets the evaluation to Completed and unlocks the Completion Certificate for both parties.

Save Mentor Evaluation & Mark Complete

After saving with Mark Complete checked, the eval badge turns Completed and a Completion Certificate download link appears for both mentor and mentee inside the match card.

Certificates 3 guides

Join Certificate — Mentor & Mentee

A Join Certificate is automatically generated when your mentor or mentee profile is first activated. It confirms your enrolment in the KDA Mentorship Programme and includes a unique QR code.

Where to find it: Go to the Mentorship Hub landing page. On your profile card (Mentee or Mentor), look for the Download Certificate button below your profile details.

Join Certificate download button on the hub landing card

Download Join Certificate Opens as a PDF — right-click to save.

If the button shows a loading spinner and no certificate appears, the system is generating the PDF — wait a few seconds and refresh the page.

Goal Achievement Certificate

A Goal Achievement Certificate is issued to the mentee for each SMART goal that reaches Completed status. You receive one certificate per completed goal.

Where to find it: On your Mentee Hub, expand the goal card. Once the goal is Completed, a green Download Goal Certificate link appears inside the goal card body.

Completed goal card — certificate link appears

# 1 Master endodontic technique in posterior curved canals Completed

100% complete

Download Goal Achievement Certificate

Set status to Completed to unlock the certificate. Change the goal status via the Change Status dropdown inside the goal card and click Update Status.

Completion Certificate — Programme Completion

A Completion Certificate is issued to both the mentor and the mentee when the Final Evaluation is marked Completed by the mentor. Each party gets their own certificate.

Where to find it (Mentee): On your Mentee Hub, expand the match card and scroll to the Final Evaluations section. Inside the completed eval card, a Download Completion Certificate link appears.

Where to find it (Mentor): Same location on the Mentor Hub — inside the mentee's match card, under Final Evaluations.

Completed eval card — completion certificate link

# 1 Final Evaluation · 5 June 2025 Completed

Programme Status

Programme completed by Dr. James Mwangi on 5 June 2025.

Download Completion Certificate

Only mentors can trigger programme completion. Mentees cannot mark the eval as Completed — ask your mentor to save their survey with the Mark as Complete & Close Programme box checked.