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Program Relationship

The relationship of the mentor and protégé shall be to work together in regularly scheduled meetings. Mentors focus on developing protégé's business plan, and implementing the actions necessary to obtain results reflected in the Mentor/Protégé Agreement. This effort can from time to time include the Health Science Center HUB coordinator.

Health Science Center-sponsored mentors assist selected protégés in developing implementation plans, which identify needs, actions and results required for the protégé to be a successful business person and contractor.

Program Forms.

Who Is Eligible

Businesses who have completed a Health Science Center Mentor or Protégé application and who are willing to participate by compliance with Health Science Center reporting requirements as reflected in the Mentor/Protégé agreement are eligible.

Businesses who volunteer to assist protégés in specific areas of business development, which will enhance their ability to compete successfully, are eligible to become a mentor.

Certified State of Texas Historically Underutilized Businesses (HUB) who meet two or more of the following criteria:

  • New start up business with less than one year in operation;
  • Certified HUBs which are in an eligible certification category which reflects an under-utilization that is greater than other categories in the same industry group;
  • Certified HUBs that offer goods or services in a commodity code (Comptroller's code), which is in the top 30 spending categories as reflected in the State's HUB Annual Report; and,
  • Certified HUBs committed to participate in accordance with program guidelines and processes for incremental growth and business success.

Matching Health Science Center Qualified Mentors to Protégés

The following criteria will be used when matching Health Science Center-approved mentors to Health Science Center-approved protégés.

  • The Health Science Center HUB coordinator will make every effort to assign mentors with protégés who share the same major business responsibility (owner/manager, marketing, finance, etc.);
  • Geographic proximity of mentors and protégés will be considered in making potential matches (to facilitate meetings etc.);
  • Matching protégés needs with identified areas (in application) of skill sets mentors are willing to share or train on.

Mentor/Protégé Orientation

The HUB coordinator will conduct Mentor/Protégé Orientations. These orientation sessions will be conducted for the purposes of helping selected mentors and protégés understand their respective roles in a mentor/protégé relationship. These orientation sessions will be held prior to the finalization of any Mentor/Protégé agreements sponsored by the Health Science Center. Attendance of the orientation is a pre-requisite for Mentor/Protégé agreement sponsorship by the Health Science Center.

Mentor Application, Selection and Reporting 

Prospective mentor businesses will submit a completed Health Science Center Mentor application to be considered for selection as a Health Science Center sponsored Mentor. The Health Science Center Mentor application is designed to collect information for determining whether the mentor:

  • is a registered bidder on the Texas Building and Procurement Commission's Centralized Master Bidders List (CMBL);
  • has extensive work experience and can provide developmental guidance in areas that meet the needs of the protégé. This includes, but is not limited to: business, financial, and personnel management; technical matters such as production, inventory, control, and quality assurance; marketing; insurance; equipment and facilities; and/or other related resources.
  • is in good standing with the State of Texas and is not in violation of any state statutes, rules or governing policies;
  • has mentoring experience; and
  • has a successful work history with government entities including city, county, state or national entities.

When the Health Science Center Mentor application is completed and submitted to the Health Science Center HUB coordinator, the application will be reviewed for the basic eligibility criteria as listed above. The HUB coordinator will contact the mentor's business representative to ascertain any specific selection criteria over and beyond that outlined by the Health Science Center protégé criteria. If this selection criterion does not conflict with the criteria outlined by the Health Science Center, the Health Science Center HUB coordinator will notify the mentor applicant on their acceptance by the Health Science Center as a mentor business. Once accepted the mentor business will be forwarded copies of applications received from protégé's 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 agreed to Mentor/Protégé agreement. The finalized agreement will be submitted to the Health Science Center HUB coordinator for review. Reports to the Health Science Center from the mentor will comply with the schedule as outlined in the agreed to Mentor/Protégé agreement.

Mentors will be instructed that frequency of information shared with protégé's 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.

Protégé Application, Selection and Reporting

Prospective protégé businesses will submit a completed Health Science Center Protégé application for consideration for selection as a Health Science Center sponsored protégé to the Health Science Center HUB coordinator. The Health Science Center Protégé application is designed to collect information to assist in determining the eligibility and selection of HUB protégés, including whether the protégé:

  • is a certified HUB business with the Texas Building and Procurement Commission or is eligible and willing to become certified as a HUB;
  • owns a business which has been operational for at least one year;
  • is willing to participate with a mentoring business and has identified the type of guidance that is needed for its development;
  • is in good standing with the State of Texas and is not in violation of any state statutes, rules or governing policies; and
  • is involved in a mentoring relationship with another contractor/vendor.

Once the protégé application is completed and submitted to the Health Science Center, the application will be reviewed by the Health Science Center HUB coordinator for evaluation against the basic eligibility criteria as listed above. The HUB coordinator will contact the protégé business representative to ascertain any specific needs, which need to be addressed by participation with a potential mentor business. Once approved as a potential protégé business, the Health Science Center HUB coordinator will forward copies of the applications that match proposed mentor's criteria for selection of a protégé. It will be the responsibility of the selected mentors to interview prospective protégés to draft a Mentor/Protégé agreement to submit to the Health Science Center HUB coordinator for reporting purposes.

The Mentor/Protégé Agreement

The Mentor/Protégé agreement is a document drawn between the mentor and protégé and details the nature of the relationship for the purpose of Health Science Center sponsorship. Clearly defined mentoring expectations lead to an effective relationship.

The mentor and the protégé should agree on the nature of their involvement under the Health Science Center's Mentor/Protégé initiative. The mentor and protégé agreement may include, but is not limited to, the following:

  • Identification of the developmental areas in which the protégé needs guidance;
  • The time period, which the developmental guidance will be provided by the mentor;
  • Name, address, phone number, and fax number for the point of contacts that will oversee the agreement of the mentor and protégé for each business;
  • Procedure to be used by a mentor business to notify the protégé, in advance, if it intends to voluntarily withdraw from the program or terminate the mentor/protégé relationship;
  • Procedure to be used by a protégé business to notify the mentor, in advance, if it intends to terminate the mentor/protégé relationship;
  • A mutually agreed upon timeline to report the progress of the mentor/protégé relationship to the Health Science Center. This reporting period should coincide with the Health Science Center timeline for annual HUB reporting procedures.

The agreement must state that the participation by the mentor/protégé is voluntary. The agreement must include written documentation that participation in the Health Science Center Mentor/Protégé program is neither a guarantee by the Health Science Center for a contract opportunity nor a promise of business; but that the program's intent is to foster positive long-term business relationships.

Health Science Center Mentor/Protégé agreement sponsorship is limited to a period not to exceed 24 months commencing from the date the Mentor/Protégé agreement is signed by all parties. Three copies with original signatures of the agreement will be drawn with a copy retained by the mentor, by the protégé and one copy by the Health Science Center.

Reporting Mentor/Protégé Activities

On an annual basis, the Health Science Center HUB coordinator will compile reports and/or surveys submitted by mentors and protégés that document any progress made as a result of the agreements. This report should include a summary of key progress made by protégés relative to their respective agreements. Annual program evaluation information will be collected and prepared for submission with the Health Science Center supplemental letter as a component of its annual HUB reporting materials. Case study format reporting will also be considered for the annual HUB report. The program efforts and results will also be reported in the Health Science Center HUB Strategic Plan.

General

Questions regarding this procedure should be directed to the Health Science Center HUB coordinator.

Last edited by: schnettler 11/02/2017