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Table 3 “Pre-launch checks”

From: The European Society of Head and Neck Radiology Mentoring Programme: development and feedback during the first phase of the initiative

Concern/issue

Decision/solution

Potential conflict with supervision and mentoring at local institution

Letter sent to the head of department/ trainer to explain the complementary role of the mentoring programme

Ensuring that procedures complied with General Data Protection Regulations (GDPR)

Legal advice sought through the ESR. Central collection of limited mentor and mentee personal information for the duration of their involvement in the programme was deemed as necessary for the functioning of this ESHNR activity and compliant with GDPR

Potential errors in transcription from scanned handwritten application forms

Use of interactive pdf with field entries for applications

Variable training duration and structure between countries complicating the definition of eligibility criteria for mentors and mentees

Use of inclusive and generalizable eligibility criteria

Potential for excessive administration in order to repopulate the mentor and mentee database on an annual basis

Decided that mentors would enrol on the programme for a 3-year duration

Requirement for timely matching process by consensus of the core team

Organised real time access to mentor/mentee spreadsheets on a shared drive which was updated and monitored by the office

Maximising the recruitment of mentors and mentees

Mentors were listed on the website to “showcase” the scheme. The mentoring programme was marketed by the ESHNR and announced at ESHNR webinar sessions

Lack of recognition for mentoring efforts

Certificates to be produced on completion