ChallengeEU Mentoring Programme – Rules

REGULATIONS OF THE MENTORING PROGRAMME OF THE ChallengeEU UNIVERSITIES

These Regulations define the principles, conditions, and rules of participation in the ChallengeEU Mentoring Programme, implemented as part of the ChallengeEU Alliance cooperation framework. The Programme is coordinated by the University of Warmia and Mazury in Olsztyn (UWM) within Work Package 5, “Openness, Diversity, Equity and Inclusion”.

Definitions
Unless the content of the Regulations of the Mentoring Programme of the ChallengeEU universities (hereinafter referred to as the ‘Regulations’) states otherwise, the following terms shall have the meaning assigned to them below:

• Mentoring – a developmental process based on a partnership relationship between a Mentor and a Mentee, involving the sharing of knowledge, experience, and skills, with respect for differences and an openness to mutual learning.
• Mentoring Programme (hereinafter referred to as the “Programme”) – a form of activity implementing the assumptions of mentoring, conducted by ChallengeEU universities, with the University of Warmia and Mazury in Olsztyn (hereinafter referred to as UWM) as a lead.
• Organizer – Challenge EU Alliance – universities involved in the Challenge EU (Cultivating Holistic Sustainable Collaborations and Engaging Excellence in European Universities) programme (Hochschule Offenburg, ECAM LaSalle, Universidade Europeia, Latvia University of Life Sciences and Technologies, Mid Sweden University, Universidad Europeia De Valencia, FHNW University of Applied Sciences and Arts Northwestern Switzerland, University of Warmia and Mazury in Olsztyn, South East European University), with UWM as a Programme Coordinator.
• Mentee – a student (of first-cycle studies, second-cycle studies, uniform master’s studies, postgraduate studies, or a PhD student), who has been qualified by the Organizer to participate in the Programme based on a submitted application form.
• Mentor – a professionally active person, possessing professional experience in established areas, such as an entrepreneur, a person working for one of the ChallengeEU universities or associated partners.
• Participant – A Mentor or Mentee taking part in the Mentoring Programme.
• Programme Evaluation – evaluation will be conducted through an online feedback form and/or individual interviews. Data collected will be used exclusively for Programme improvement purposes.

§1

The Programme assumes cooperation and the transfer of possessed knowledge and professional experience by professionally active persons (Mentors) to students of ChallengeEU universities (Mentees). The program aims to provide support to students who may face systemic barriers or belong to groups underrepresented in their field of study. Eligibility and selection will be guided by this equity and inclusion principle.

The Programme fosters gender equality, diversity, and inclusion by ensuring equal access to mentoring for individuals of different genders, abilities, socio-economic backgrounds, ethnicities, and nationalities. It actively promotes mentoring relationships that empower underrepresented groups to pursue academic, professional, and personal growth.

§2

The aim of the Programme is to implement inclusive mentoring at the Alliance ChallengeEU as a tool empowering student, aimed at developing their potential and cross-cultural competencies, supporting their strengths, and increasing self-improvement skills. The above, in accordance with the intended goal, will increase the self-confidence, motivation for development, and awareness of students in making informed educational and career path choices. Furthermore, they will acquire knowledge directly from professionally active individuals with established knowledge and experience, which will be an inspiration for development in specific areas. Through individual mentoring relationships, participants gain access to knowledge, networks, and opportunities that may otherwise remain inaccessible.

Additionally, the goal of the Programme is to create a community of ChallengeEU universities graduates who will be connected to the university through the Programme and other activities undertaken to support students in their professional development.

Mentoring within the Programme may include, but is not limited to, the following areas of development:

• career and employability planning,
• academic and research development,
• entrepreneurship and innovation,
• leadership and communication skills,
• work–life balance and personal growth,
• navigating bias, discrimination, and systemic barriers in academia and the labour market.

§3

The Programme is continuous, with recruitment for subsequent editions announced cyclically by the Work Package 5 (Open Diversity, Equity and Inclusion) coordinated by UWM. Each mentoring process is planned for a maximum of 6 months (min. 5 individual meetings), unless the Participants decide otherwise and it is justified by the effective achievement of the Programme’s goals. The Programme’s primary format is individual mentoring sessions between Mentor and Mentee. The implementation of additional forms is also permitted, e.g., meetings of several mentoring pairs, group workshops and/or training. The number of Participants and the form of implementation of additional activities will be determined by the Coordinator in consultation with the Participants. The Programme will be carried out on the premises of ChallengeEU universities or in other locations agreed upon in advance between the Organizer and the Participants.

The working language of the Programme is English. However, where both the Mentor and the Mentee represent the same national university and agree to conduct meetings in the national language, mentoring sessions may be held in that language. In all cross-national pairs, English shall serve as the communication and reporting language.

§4

Participation in the Programme is voluntary and free of charge for all Participants.

In return, mentors receive a range of exclusive benefits, such as professional development at a European level, opportunities for international networking, a platform to influence higher education standards through role modelling, and membership within the international ChallengeEU university community.

§5

The Organizer shall be responsible for:

1. recruiting Mentors and Mentees to participate in the Programme;
2. coordinating the implementation of the Programme;
3. supporting Participants during the mentoring process;
4. issuing a certificate of participation in the Programme;
5. evaluating and monitoring the Programme;
6. promoting Mentors and their institutions through the ChallengeEU communication channels, including online platforms, newsletters, and participation in networking events and conferences organised by the Alliance.

The responsibilities of the Mentor include:

1. sending the application form to the Organizer and presenting the proposed form and scope of issues planned for implementation during work with the Mentee;
2. sending a biography and photograph to the Organizer for the purpose of presenting the Mentor’s profile via publication in ChallengeEU’s promotional channels;
3. developing an individual work plan and schedule together with the Mentee;
4. coordinating the course of the mentoring process and verifying the implementation of the assumptions specified in the work plan;
5. establishing the rules of work (contract) together with the Mentee and adhering to them;
6. defining goals together with the Mentee and striving to achieve them;
7. monitoring the progress of the Mentee’s work and supporting their development;
8. informing the Organizer of changes related to the implementation of the mentoring process and participation in the Programme;
9. strictly adhering to all safety rules and regulations in force at the meeting places within the Programme;
10. maintaining the confidentiality of information obtained during mentoring, with the exception of situations threatening the life or health of a Participant;
11. participating in the Programme evaluation.

The responsibilities of the Mentee include:

1. sending the application form to the Organizer;
2. active participation in the Programme;
3. establishing the rules of work (contract) together with the Mentor and adhering to them;
4. defining mentoring goals together with the Mentor and striving to achieve them;
5. active participation in all meetings with the Mentor according to the planned schedule;
6. strictly adhering to all safety rules and regulations in force at the meeting places within the Programme;
7. maintaining the confidentiality of information obtained during mentoring, with the exception of situations threatening the life or health of a Participant;
8. informing the Organizer of any changes related to the implementation of the mentoring process and participation in the Programme;
9. participating in the Programme evaluation.

§5a

Code of Ethics for Mentoring Participants

All Participants of the ChallengeEU Mentoring Programme agree to act in accordance with the following ethical principles, which form the foundation of safe, inclusive, and development-oriented cooperation:

• Mutual respect – Participants commit to maintaining respectful and professional relationships, appreciating diversity in terms of gender, age, nationality, religion, disability, sexual orientation, and socio-economic background.
• Confidentiality – information shared during the mentoring process is confidential and may not be disclosed to third parties, except in situations involving a threat to life, health, or well-being.
• Integrity and honesty – both Mentors and Mentees are expected to act transparently, avoid conflicts of interest, and take responsibility for their own learning and development.
• Equality and non-discrimination – the Programme promotes inclusive mentoring relationships, free from any form of prejudice, bias, harassment, or exclusion.
• Boundaries and professionalism – the mentoring relationship should be based on trust and equality, avoiding any form of dependency or personal exploitation.
• Commitment to growth – Participants are encouraged to engage actively, give and receive feedback, and support each other’s learning and empowerment.

Violation of these ethical principles may result in exclusion from the Programme.

§6

1. Persons meeting the following characteristics, criteria, and conditions are preferred for participation in the Programme:
   1. Mentor:
      a. possessing professional experience, which forms the basis for developing the potential for the Mentee, as well as a predisposition to share possessed knowledge and experience;
      b. availability, in particular allowing for:

– dedicating time to one’s own development and that of others;

– participation in an organizational meeting and mandatory virtual training for Mentors on a date set by the Organizer;

– participation in meetings with the Mentee (min. 5 meetings);

– participation in a summary meeting;

Please note: All meetings can be held virtually, and there are no costs associated with participation.
c. willingness to share skills, knowledge, and experience;
d. awareness of one’s own strengths and weaknesses in the area of soft skills and expert knowledge;
e. ability to listen and provide constructive feedback;
f. authenticity, honesty, sincerity, openness to other points of view, empathy;
g. acceptance by the Organizer of the proposed forms and scope of issues for implementation during mentoring;
h. consent to present the Mentor’s profile via publication in ChallengeEU’s promotional channels;

1. Mentee:
   a. having the status of one of the ChallengeEU universities student;
   b. availability, in particular allowing for:

– dedicating time to one’s own development;

– participation in an organizational meeting for Mentees;

– participation in meetings with the Mentor (min. 5 meetings);

– participation in a summary meeting;

Please note: All meetings can be held virtually, and there are no costs associated with participation.
c. desire for development and possessing high personal motivation;
d. readiness to work on one’s career path, including: discovering new opportunities, acquiring skills, and gaining knowledge.

The mentoring program prioritizes students from groups underrepresented in certain fields of studies or universities. This includes, but is not limited to, female students in STEM, students with disabilities, racial/ethnic minority students, and international students.

2. Recruitment of Participants for the Programme takes place through:
   1. the Participant sending a completed online application form published by the Organizer on the website https://challenge-eu.eu/
   2. sending the aforementioned application form is possible provided that the Regulations have been read and accepted, and the Participant commits to the provisions contained therein;
   3. receiving information from the Organizer via email about the qualification or non-qualification of the Participant to the Programme (submitting an application form is not synonymous with qualification for the Programme);
   4. matching of mentoring pairs by the Organizer.

§7

1. The condition for a Mentee to receive a certificate of participation in the Programme is attendance at a minimum of 80% of the planned meetings, completion of tasks prepared by the Mentor, and compliance with the Regulations. The certificate will be issued after the completion of the planned cycle of meetings.
2. A Participant may resign from participation in the Programme at any stage by informing the Organizer via email.
3. In the case of improper performance of duties resulting from the Regulations, the Organizer reserves the right to exclude or change the Mentor/Mentee of an assigned mentoring pair.
4. Changes in mentoring pairs are permitted upon a justified request from a Participant, provided that the goals of the Programme are maintained.
5. In the case of a justified request for a change of mentoring pair, the Organizer will attempt to propose a new match; however, a change will only be possible if another suitable person is available and cannot be guaranteed.
6. In the recruitment process, the Organizer may take into account approximate preferential criteria aimed at best matching Participants and increasing the effectiveness of the Programme. These criteria are not mandatory or exclusive but may constitute additional assets for candidates for Mentee. These include in particular:
7. The mentoring program prioritizes students from groups underrepresented in certain fields of studies or universities. This includes, but is not limited to, female students in STEM, students with disabilities, racial/ethnic minority students, and international students.

7. Being a student from groups underrepresented in certain fields of studies or universities, such as female students in STEM, students with disabilities, racial/ethnic minority students, and international students
8. Social or volunteer activity during studies.

§8

1. Information about the Programme and recruitment for its subsequent editions is and will be posted on the Organizer’s website https://challenge-eu.eu/
2. Questions related to the Programme should be directed electronically to mentor@challenge-eu.eu.

§9
Personal Data Protection

1. The administrator of the Participants’ personal data is the University of Warmia and Mazury in Olsztyn with its seat at ul. Michała Oczapowskiego 2, 10-719 Olsztyn.
2. The Organizer has appointed a Data Protection Officer, whom Participants can contact regarding the protection of their personal data and the exercise of their rights via the contact form on the website: https://challenge-eu.eu/privacy-policy/  and e-mail: bkw@uwm.edu.pl; phone: 89-523-36-78 or in writing to: ul. Prawocheńskiego 9, room 109, 10-720 Olsztyn.
3. Purposes and legal bases for processing: The personal data and image of Participants (including photographs and recordings) will be processed for marketing, promotional, informational purposes, and for conducting interviews and surveys enabling the preparation of the highest quality of ChallengeEU universities’ own services.
4. Providing data by Participants is a condition for participation in the Programme. Categories of processed data:
   • For a Mentor: name and surname, e-mail address, phone number, country, a ChallengeEU university a person is associated with, field of industry/employment, professional/academic title, social media address/es, photograph.
   • For a Mentee: name and surname, e-mail address, phone number, country, university, faculty and field of study, social media address/es, photograph.
5. We do not provide personal data to anyone without the knowledge and consent of the Participants.
6. Data storage period: The personal data of Participants will be stored for the duration of the Programme and the period required to fulfil reporting and accountability obligations of the University of Warmia and Mazury in Olsztyn, and also for the period necessary to pursue any related claims.
7. Rights of the data subjects. Rights available to Participants:
   a) right of access to their data and to receive a copy thereof,
   b) right to rectification of data,
   c) right to erasure of data,
   d) right to restriction of processing,
   e) right to object to processing,
   f) right to data portability,
   g) right to lodge a complaint with a supervisory authority,
   h) right to withdraw consent to the processing of personal data.
   To exercise these rights, Participants are asked to submit the relevant request to the Data Protection Officer of the University of Warmia and Mazury in Olsztyn. On the website: https://challenge-eu.eu/privacy-policy/ Participants will find the procedures foreseen for this.
8. Information on the requirement/voluntariness of providing data: Providing personal data by Participants is necessary to achieve the processing purposes mentioned in part 3 of the information on the purposes and methods of processing. If Participants do not provide the data, their realization will not be possible.

§10

FINAL PROVISIONS

1. Programme Participants undertake to comply with the provisions of the Regulations. Significant violations of the Regulations or general legal provisions may result in exclusion from the Programme.
2. Disputes regarding this Programme will be resolved by the Organizer. The Organizer’s decision is final and not subject to appeal.
3. The Organizer reserves the right to make changes to the Regulations – also during the Programme.
4. The Regulations are available on the Organizer’s website (https://challenge-eu.eu/) and at its ODEI (Openness, Diversity, Equity and Inclusion) offices.
5. The Programme Organizer is not responsible for the cancellation of the Programme or changes in its implementation resulting from reasons beyond its control.