Mentors Guidelines
Guidelines for mentors working with OPT Fellows at Humanitarians AI. As a 501(c)(3) nonprofit, we provide valuable practical training opportunities for international students while advancing our mission of using AI for social good.
Introduction
This document outlines the responsibilities of mentors working with Humanitarians AI fellows who are on Optional Practical Training (OPT). As a 501(c)(3) nonprofit, Humanitarians AI provides valuable practical training opportunities for international students while advancing our mission of using AI for social good.
Mentors at Humanitarians AI serve primarily as educators and guides, focusing on the fellow's technical and professional development. Humanitarians AI handles the administrative aspects of the OPT process, including formal documentation and verification.
Understanding OPT Requirements
OPT fellows face specific regulatory requirements that mentors must understand:
Employment Relationship
OPT fellows must maintain employment directly related to their field of study
Minimum Hours
Fellows must work at least 20 hours per week to maintain legal F-1 OPT status
Unemployment Limitations
Fellows cannot accrue more than 90 days of unemployment during their OPT period
Documentation
Proper documentation of the employment relationship is essential
Mentor Responsibilities
1. Project Alignment & Educational Focus
Ensure Field Relevance
Design projects that clearly relate to the fellow's academic field of study
Monitor Documentation
- • Regularly review the fellow's documentation on GitHub as described at: GitHub Fellows Directory
- • Promptly inform Humanitarians AI if a fellow is not properly documenting their work
- • Ensure fellows understand the importance of documentation for OPT compliance
Documentation Support
- • Assist fellows with technical documentation of their work
- • Help fellows articulate how their work relates to their academic field
- • Guide fellows in documenting educational/training components of their experience
Note: Humanitarians AI will handle formal employment documentation and offer letters, especially for mentors who do not have an e-verify US business or organization.
2. Structured Supervision
Regular Check-ins
Conduct weekly or bi-weekly meetings to:
- • Review progress on assigned projects
- • Provide technical guidance and feedback
- • Address challenges and adjust project scope as needed
- • Document attendance and participation
Clear Expectations
Set clear deliverables and deadlines
Work Verification
Track and verify that fellows maintain the minimum 20 hours per week requirement
3. Educational Development
Training Plan
Develop a structured training plan outlining:
- • Skills to be developed
- • Learning objectives
- • Progression of responsibilities
- • Evaluation criteria
Additional Focus Areas
- • Skill Development: Focus on building technical and professional skills relevant to the fellow's field
- • Knowledge Transfer: Share expertise and guide research/implementation methodology
- • Industry Exposure: Connect fellows with relevant professionals and resources
4. Documentation Oversight and Recommendation Letters
Monitor Activity Documentation
Ensure fellows maintain detailed logs of:
- • Hours worked (minimum 20 per week)
- • Tasks completed
- • Skills developed
- • Technologies utilized
GitHub Documentation
- • Regularly verify fellows maintain proper GitHub documentation according to guidelines
- • Ensure bi-weekly updates are being submitted
- • Review code contributions and project documentation
- • Alert Humanitarians AI if documentation requirements are not being met
Recommendation Letters
As the primary technical mentor, you will be the one fellows approach for recommendation letters. These should include:
- • Detailed description of the fellow's technical contributions
- • Assessment of skills developed and demonstrated
- • Evaluation of work quality and impact
- • Confirmation of project relevance to academic field
- • Professional growth observations
Supporting OPT Compliance
Role Clarification
- • Mentor Focus: Primary role is educational and technical guidance
- • Administrative Support: Humanitarians AI handles formal employment verification and documentation
- • Collaboration: Work with Humanitarians AI to ensure fellows meet all requirements
Documentation Oversight
- • GitHub Monitoring: Regularly review fellows' GitHub documentation
- • Documentation Guidance: Help fellows understand technical documentation requirements
- • Hours Verification: Ensure fellows meet 20-hour minimum requirement
Best Practices for OPT Mentorship
Understand Each Fellow's Background
- • Review academic transcripts or CV
- • Discuss coursework relevant to projects
- • Identify knowledge gaps to address
Create Individualized Development Plans
- • Set learning objectives aligned with academic background
- • Establish progression of increasing responsibility
- • Identify specific skills to develop
Balance Guidance and Autonomy
- • Provide clear direction while encouraging independent problem-solving
- • Gradually increase project ownership
- • Foster innovation while ensuring practical training objectives are met
Facilitate Professional Development
- • Encourage conference participation or paper submissions
- • Create opportunities for presentation and communication skills
- • Provide feedback on professional growth
Maintain Clear Communication
- • Set explicit expectations about deliverables and timelines
- • Provide regular, constructive feedback
- • Document all significant communications
Legal Considerations for Unpaid Positions
For unpaid positions, mentors must ensure the following to comply with Department of Labor regulations:
Educational Focus: The experience must be primarily for the benefit of the fellow
Professional Environment: Training must be similar to that given in an educational environment
Business Operations: Regular operations should not be dependent on the fellow's work
Displacement: Fellows should not displace regular employees
Educational Benefit: The mentor provides significant educational benefits through close supervision
Expectations: No guarantee of employment following the training period
Mentor & Humanitarians AI Responsibilities
Mentor Responsibilities
- • Provide technical guidance and educational support
- • Monitor GitHub documentation compliance
- • Write recommendation letters when requested
- • Alert Humanitarians AI about documentation issues
- • Focus on the fellow's educational and professional development
Humanitarians AI Responsibilities
Prepare formal documentation describing:
- • The fellow's role and responsibilities
- • How the work directly relates to their academic field
- • The educational/training components of the experience
- • Weekly hour commitments (minimum 20 hours)
Provide formal offer letters specifying:
- • Start and end dates
- • Project description and educational benefits
- • Weekly hour commitment
- • Volunteer/unpaid status (if applicable)
- • Humanitarians AI's 501(c)(3) status
- • Handle employment verification for immigration purposes
- • Maintain official records for compliance purposes
Conclusion
Effective mentorship of OPT fellows requires a commitment to providing valuable practical training while ensuring compliance with regulatory requirements. By following these guidelines and working in collaboration with Humanitarians AI, mentors help fellows maintain legal status while gaining valuable skills and contributing to the organization's mission.
This document was created to guide mentors at Humanitarians AI. For specific legal advice regarding OPT regulations, please consult with qualified immigration counsel.