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Capstone Mentors: Protocols and Communication
Guidelines For Internal and External Mentors
HOW TO FIND POSSIBLE MENTORS
The best approach is to cast a very wide net and tap all of your resources at once rather than
exploring one possible lead at a time. Here are some ideas about where to look:
● Ask family members, teachers, classmates, and friends if they know anyone who might
help you.
○ If you can get a referral or introduction to someone through a mutual friend or
acquaintance, it’s often much easier to “get your foot in the door” than if you cold
call or “cold email” them.
○ You sometimes need to follow a “bread crumb trail”, in which one possible
contact leads you to another and then to another.
● Reach out to professionals and experts whose work has inspired you.
● Post what you’re looking for on social media, Reddit, web boards devoted to the topic,
local Meetup groups, etc.
● Visit local businesses and organizations related to your topic.
EMAIL PROTOCOLS AND TEMPLATE
● First a student must share who they want to connect with and the goals and purpose of
the connection with Capstone Teacher and in turn Capstone Coordinator
○ This information will go into a spreadsheet for updating and ensuring that mentor
burnout does not occur
○ The purpose is to determine if the student has done enough research, project
management, and understanding of the area they are working in. This can be a
mentor specific, meaning different mentors could be brought in at different
stages.
● After receiving a go-ahead from the teacher the student crafts an email to the mentor
ccing Capstone teacher and Capstone Coordinator. Student responds within two
business days of return email clarifying next steps (ccing Capstone teacher and
Capstone Coordinator).
○ Intro Email format:
■ Subject: Captures the what and who of the Capstone and student
■ First section: Purpose
● A sentence or two (max) on who the student is and what they are
working on in the context of their senior Capstone, and most
importantly their why behind the Capstone (Heart, Head, Hustle)
■ Second section: Clear Ask
● A sentence that asks the mentor for a meeting or further email
exchange,
○ Set possible times, length, and reinforce the purpose of the
conversation
■ Closing Sentence
● Thanking the mentor for their time and consideration and ending
with a sign off (Mahalo; Warm regards; Cheers; etc.
■ Example:
● [Subject] Insight Around Retail Fashion In Hawai’i For an HPA
High School Senior
● First section:
Aloha e Ane,
My name is Aaron Schorn and for my high school senior Capstone
at HPA I am creating a line of handbags inspired by youth art
[hyperlink to slide deck, website, and/or social media]. As an artist
and budding entrepreneur who is passionate about my home in
Hawai'i, storytelling through fashion and the evolution of Kealopiko
has been a major inspiration for my own Capstone work this year.
● It would be wonderful to connect over the phone in the upcoming
weeks and discuss how you created your brand and design
library. I am free Mondays’ at 8:30 am, Tuesdays’ between 1-3
pm, and Fridays’ between 9-11 am.
● Closing Sentence:
Mahalo for inspiring me and others around the world, and for your
possible time.
Warm regards,
Aaron Schorn
HPA Student
LIABILITY AND PARENT WAIVER FORMS
● Had been working with Erin Morgan, but have now transitioned into working with Mark
Noetzel on a few blanket forms for work with mentors and off campus Capstone work.
Should have documents by February 15.
°Snap chat, facebook, instagram, we chat
Focus on 4 age groups, older people, middle age, millennials, gen x and younger
Explain beginning of capstone, shocking examples, explain how organizations use this info, personal info and demographic, then illegal
Look for quote “If CIA asked for the same information from people that volunteered information to facebook, there would be a mass revolt”
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