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a) the administration, outreach, education, compliance, information dissemination, reporting and evaluation documentation, and reporting of the Mentor Protégé Program. Resources from other agency divisions may be utilized to carry out the mission of the program, if needed
b) maintaining application documents, program information materials, Mentor and Protégé Application files, and Mentor- Protégé Agreements
c) collaborate with prime and subcontractor companies, financial and bonding institutions, minority and women-owned business support service organizations, and local chambers of commerce
C. Mentor Protégé Program Components
1. Mentor Protégé Relationship
Working together in regularly scheduled meetings, mentors and protégés will focus on implementing the actions necessary to obtain the results reflected in their Mentor Protégé Agreement. HUB/SB staff will also attend regularly scheduled meetings with the team.
Mentors will assist selected protégés in developing implementation plans that identify the needs, actions and results required for the protégé to be a successful businessperson and contractor.
2. Eligibility
To be eligible, both mentors and protégés must complete a Mentor Protégé Application form and be willing to comply with the reporting requirements reflected in the Mentor Protégé Agreement.
3. Matching the University’s Qualified Mentors to Protégés
The following criteria will be used when the HUB/SB staff is "matching" agency-approved mentors to agency-approved protégés.
a) HUB/SB staff will make every effort to assign mentors with protégés who share the same major business responsibility (Owner/Manager, Marketing, Finance etc.).
b) Geographic proximity of mentors and protégés may be considered in making potential matches (to facilitate meetings, etc.).
c) Matching the protégé's needs for development with identified areas (on application) of skill sets the mentors are willing to share or train on.
D. Mentor Protégé Program Orientation
HUB/SB staff will conduct Mentor Protégé Orientation. The orientation session will
be conducted for the purpose of helping selected mentors and protégés understand their respective roles in a Mentor Protégé relationship. The orientation session will be held prior to the finalization of any Mentor Protégé Agreements sponsored by the University. Attendance at an orientation session is a prerequisite for Mentor Protégé Agreement sponsorship by the The University of Texas at Austin.
E. Applications, Selection and Reporting to the Texas Comptroller of Public Accounts
1. Mentor Application, Selection and Reporting
Prospective mentor companies will submit a completed Mentor Protégé Application for consideration as a university sponsored mentor. The Mentor Protégé Application is designed to collect information for staff to ascertain the following:
a) Whether the mentor is a registered bidder on the Texas Comptroller of Public Accounts’ s Centralized Master Bidders List (CMBL)
b) Whether the mentor has extensive work experience and can provide developmental guidance in areas that meet the needs of the protégé.
Some examples are:
- Inventory control
- Production
- Quality assurance
- Marketing
- Insurance
- Equipment
- Financial
- Personnel Management
- Other areas not mentioned
c) Whether the mentor is in "good standing" with the State of Texas and is not in violation of any state statutes, rules or governing policies
d) Whether the mentor has mentoring experience
e) Whether the mentor has a successful work history with government entities
including city, county state or national entities
When the Mentor Application is completed and submitted, The HUB/SB office will review the application for the basic eligibility criteria as listed above. HUB/SB staff will then notify the mentor applicant of their acceptance by the university as a mentor firm. Once accepted, the mentor company will be forwarded copies of applications received by protégés that meet the proposed mentor's criteria for selection of a protégé. It will be the responsibility of selected mentors to interview prospective protégés and draft a mutually Mentor Protégé Agreement to be submitted for finalization.
Mentors will be instructed that frequency of information shared with protégés increases the likelihood of the success of the agreement. Mentors will be instructed to initiate contact with their protégé candidates as soon as possible and when feasible to conduct face-to-face mentoring meetings. Mentors will be instructed that regular structured interaction supports an effective mentoring relationship and as such should be reflected in the Agreement.
2. Protégé Application, Selection and Reporting
Prospective protégé companies will submit a completed Mentor Protégé Application for consideration as a university sponsored protégé. The following criteria will be used to determine the eligibility of HUB Protégés.
a) Whether the protégé is certified as a HUB
b) Whether the protégé business has been operational for at least one year
c) Whether the protégé is willing to participate with a mentoring firm and has identified the type of guidance that is needed for its development
d) Whether the protégé is in "good standing" with the State of Texas and is not in violation of any state statutes, rules or governing
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policies
e) Whether the protégé is involved in a mentoring relationship with another contractor/vendor.
Once the protégé application is completed and submitted to the HUB/SB office, the application will be reviewed for evaluation against the basic eligibility criteria as listed above. Once approved as a potential protégé company, the HUB/SB office will forward copies of applications that match proposed mentor's criteria for selection of a protégé. It will be the responsibility of selected mentors to interview prospective protégés to draft a Mentor Protégé Agreement.
3. The Mentor Protégé Agreement Summary
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