Peer Mentor Program Starter Kit

Being in a rigorous academic program can be hard, and we’re not meant to do hard things alone. The Peer Mentor Program Starter Kit is built on the idea that we thrive when we support one another. Whether you’re starting from scratch or trying to breathe new life into an existing program, this kit is here to help you build the kind of peer mentoring community that reminds students they belong, they matter, and they’re not in this alone.

About this guide

This guide is built on insights from successful peer mentoring programs in medium-to-large graduate and professional STEM departments at UNC-Chapel Hill. The lessons learned can be applied almost anywhere.

These programs have grown, shifted, and improved over time—so remember that there’s no need to get everything perfect right away. Every community is different, and what works well in one setting may not be the best fit in another.

This resource is meant to be flexible and you are encouraged to adapt it to meet the needs of your communities.

Mentor Recruitment and Training

Being a mentor usually requires about 5–10 hours of commitment per semester. Mentors typically lead conversations and help facilitate connection.

Many mentors are former mentees who want to give back to the community. Recruitment efforts often begin with a survey to second-years and beyond. If more help is needed, personal outreach or faculty recommendations can be very effective.

Mentor training is an important step for preparing volunteers. Training should cover:

  • Program logistics
  • Common discussion topics
  • Communication channel options
  • Setting boundaries and expectations
  • Connecting mentees to campus resources

Training usually takes place in the summer, before the fall semester begins. The Peer Support Toolkit includes a myriad of training slides and agendas that can inform your mentor training development. You don't have to start from scratch! The Graduate School’s Brian Rybarczyk (brybar@email.unc.edu) has led peer mentor training sessions in the past and is available to support new mentor programs.

Typical Peer Mentor Program Structure

Peer mentoring can be organized through an existing group—like a student organization or entity within an academic department—or launched as a stand-alone effort. Larger departments often benefit from a team of five or more organizers, while smaller departments may find success being led by one person or a smaller core group. Organizing the program typically takes ten hours each semester.

Mentoring Groups: A strong structure for mentoring groups is 1–2 mentors paired with 2–6 mentees.

Scheduling Considerations:

  • Groups usually meet monthly during the academic year, particularly in the fall semester. After initial in-person meetings, consider incorporating virtual options.
  • Tools like When2Meet or Outlook's FindTime can help find a common meeting time.
  • For more ease in scheduling, mentors and mentees can be grouped by shared availability or preferred time commitment.
  • Consider planning meetings and activities after the last required class of the day when students are already on campus.
  • In addition to regular group meetings, a few larger events throughout the year help foster broader connections across the entire program.
  • Providing snacks and suggested conversation topics can make mentor group meetings more welcoming and enjoyable.

Suggested Timeline / Program Cycle

  • Late Spring or Summer Mentor Recruitment - If launching, reach out to the department chair, Director of Graduate Studies (DGS), or Student Support staff to gain support and approval for the program. This is also when you'll recruit mentors using email and/or personal recommendations. 
  • Summer Mentor Training - There are resources and support available to train mentors. You don't have to develop your training alone!
  • Late summer Mentee Recruitment & Matching - Consider whether to automatically include first-year students (opt-in by default) or open sign-ups to all students. Match 1-2 mentors with 2-6 mentees, aligning if easy to do so based on academic interests, personal identity, or other relevant factors. People will usually want to participate based on schedule and attending with people they know over their alignment with mentors.
  • Start of Semester Kickoff Event - Host a welcome gathering for mentors and mentees to meet and connect. Participation is best when this happens at the very beginning of the semester; even a few weeks delay results in lower engagement. Share ground rules of peer mentor conversations.
  • Throughout the year Regular check ins - Regular check-ins allow mentors and mentees to discuss progress, goals, and challenges throughout the year. In addition to meetings focused on discussion and sharing, peer mentors should organize social activities off-campus. At least monthly mentor and mentee interactions and at least semesterly whole-group gatherings are recommended.
  • End of year Survey and Recruitment - Collect feedback and invite participants to serve as mentors in the future.

Departmental Support

Strong departmental backing makes peer mentoring easier to implement and sustain. Departments can help by:

  • Automatically including first-year students and providing their contact information for matching. Participation doesn’t need to be mandatory—just having the option increases engagement.
  • Sharing information for more effective mentor matching, such as academic divisions, lab interests, identity factors, or prior work experience.
  • Providing funding to support events, meals, and program visibility.
  • Promoting the program through email, seminars, orientation, and campus visit weekends.

Sample Email Templates

Mentor Recruitment Email (to current students)

Subject: Help Support Incoming Students — Become a Peer Mentor!

Hi [Department] Students,

We're launching a Peer Mentoring Program to help new students feel more connected, supported, and confident as they start their graduate journey.

We’re looking for mentors—second-years and beyond—who are open to sharing their experiences, offering advice, and creating a welcoming space for newer students.

What’s involved?

  • Meet once a month with a small group of first-year students
  • Share tips, answer questions, or just be a friendly face
  • Optional: Help out at a few community events during the year

The time commitment is flexible (about 5–10 hours per semester), and mentors will receive a short training this summer to help get started.

Interested?
Just fill out this short form by [date]: [Link]

Thanks for considering it—and feel free to reach out with any questions!

Warmly,
[Your Name]
Peer Mentor Program Coordinator

Mentee Recruitment Email (to incoming students)

Subject: Welcome! You’re Invited to Join Our Peer Mentoring Program

Hi [Student First Name],

Welcome to [Department Name]! As you begin your graduate journey, we’d love to connect you with a small peer mentoring group made up of students in your program.

These groups are informal and supportive—great for asking questions, getting advice, and meeting folks who’ve been where you are.

What to expect:

  • A group of 4–8 students, including 1–2 experienced grad student mentors
  • Monthly meetups (in person or virtual—your group can decide!)
  • A warm, low-pressure way to build community and get your bearings

If you'd like to join a group, just fill out this quick form by [date]: [Link]

Looking forward to meeting you soon,
[Your Name]
Peer Mentor Program Coordinator

Mentor Welcome Email (to mentors)

Subject: Thank You for Signing Up to Mentor!

Hi [First Name],

Thanks so much for volunteering to be a mentor! You’re helping create a more connected and welcoming experience for our new students—your time and care really make a difference.

Next steps:

  • Mark your calendar for a short training session: [Date/Time]
  • You’ll receive your mentee group assignments in early August
  • We'll also send along some suggested topics and ideas to help you get started

If you have any questions or ideas in the meantime, feel free to reach out. We’re so glad to have you on board!

With gratitude,
[Your Name]
Peer Mentor Program Coordinator

Kickoff Event Invitation (to all)

Subject: You’re Invited! Peer Mentoring Kickoff Event 🎉

Hi [First Name],

We’re excited to invite you to our Peer Mentoring Kickoff—a relaxed, friendly event where you’ll get to meet your mentoring group and connect with others in the department.

Kickoff Details
📅 Date: [Insert date]
🕕 Time: [Insert time]
📍 Location: [Insert location]
🍕 Food: Yes—there will be snacks/pizza/etc.!

Whether you’re a mentor or mentee, this is a great chance to:

  • Meet your group in person
  • Learn about what to expect this year
  • Ask questions, share ideas, and build community

Please RSVP here by [date]: [Insert RSVP link]

Hope to see you there!

Warmly,
[Your Name]
Peer Mentor Program Coordinator

Monthly Check-in Reminder Email (to mentors)

Subject: Quick Check-In: How’s Mentoring Going?

Hi [First Name],

Just checking in as we head into [Month]! A few quick reminders for your mentoring group:

✅ Schedule a time to meet (if you haven’t already)
✅ Keep it casual—a coffee chat, walk, or group hangout is perfect
✅ Let us know how it’s going (reply to this email with any updates or questions!)

Conversation starters for this month:

  • How’s everyone settling into classes/research?
  • What’s been surprising or challenging so far?
  • Any campus tips or resources you’ve found helpful?

You’re doing great—just showing up and being open makes a big difference for new students. Thanks again for being part of this!

Appreciatively,

[Your Name]

Peer Mentor Program Coordinator

Surveys

When recruiting mentors and mentees, make sure to ask for all the info you will need for matching (identity characteristics, academic interests, work experience before grad school, etc.) A sample survey is included below for your use.

Sample sign-up survey

Name 

Preferred name or nickname 

UNC Email 

How did you hear about the peer mentor program? 

  • Previous member 
  • Department email 
  • Friend or colleague 
  • Class or seminar 

What year are you? 

  • Year 1 
  • Year 2 
  • Year 3 
  • Year 4 
  • Year 5+ 
  • Postdoc 
  • PREP/Post-bac 
  • Masters program 

What lab do you work in? 

How would you best describe your current field of research? (or if you’re a 1st year, what are you most interested in)? 

Are you new to the Peer Mentor program? 

  • Yes 
  • Returning member 
  • If returning, do you want to stay in your current group or switch? 
    • Stay 
    • Switch 
    • If you would like to switch groups, is there something that we could do to make your experience better when thinking about your new group placement (e.g. leadership style, more/less junior or senior members, diversity, etc.) 

Would you be interested in joining a senior students/post-docs only group (if applicable)? 

Separate from your mentor/mentee relationship, would you be interested in joining a slack channel for co-working? The goal of the channel is to connect people who work better when they are working with others. If you are interested, add your UNC email below (for adding you to the slack channel). 

Any additional information that could be valuable to us in assigning your group. 

Sample end-of-year survey

What best describes your status? 

  • Graduate student (pre-quals) 
  • PhD Candidate (post-quals) 
  • Postdoc 
  • PREP/Postbac 

How long have you been a member of the peer mentor program? 

  • >=3 years 
  • 2 years 
  • 1 year 
  • <1 year 

Have you taken on a leadership role with the peer mentor program (group leader or executive committee member)? 

  • Yes 
  • No 
  • No, but I would like to in the future 

What motivated you to join the peer mentor program? 

Has the peer mentor program improved your experience at UNC-Chapel Hill? 

  • Yes 
  • No 
  • Unsure 

How has peer mentoring improved your experience? 

What are some ways peer mentoring could improve your experience? 

Which event/s were most helpful/enjoyable to you this year? 

Would you be interested in attending one or more of the following events in the future? We'd also love any write-in suggestions you have! 

  • Guidance on writing a successful grant proposal 
  • Career panel 
  • Networking/how to get the most out of conferences 
  • Social events that combine peer mentor groups 

Do you have any other comments, questions, or suggestions for the program leadership team? We'd especially love suggestions for what would make the peer program meetings most valuable to you/encourage your attendance.

Would you be interested in being added to a Slack channel to help connect people interested in impromptu, informal co-working meetups? If so, please fill out your information: 

We're recruiting small group leaders for next year! Please indicate interest here: 

Resources

The Heels Care Network resource hub can help you find supportive on-campus and community resources and additional trainings for mental health support.

Ideas for Discussion Topics

Success and failure

Imposter syndrome

Mental Health

Diversity: gender issues

More skilled facilitation is preferable for diversity topics. Consider discussing intersectionality. 

Diversity: racial issues

More skilled facilitation is preferable for diversity topics. Consider discussing intersectionality. 

Diversity: LGBTQIA issues

More skilled facilitation is preferable for diversity topics. Consider discussing intersectionality. 

Intersectionality

Diversity: Ableism

Mentorship

To start a discussion about how mentees will become mentors and what they should expect from their faculty mentor.

Example Discussion Topic Schedule

September: Imposter syndrome 

Time: Yes, Impostor Syndrome Is Real. Here's How to Deal With It 

October: Race and STEM 

November: Success and failure 

December: Gender and STEM 

January: LGBTQIA+ and STEM 

February: Mental health and STEM 

March: Intersectionality 

April: Mentorship styles 

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