By Suzanne Hince

1. Celebrating 25 Years
of Mentoring
Annual Partnership Meeting 2016
New Leadership Training

2. Welcome New Chapters
Bloomfield
Malcom
Pawnee City
Perkins County
High Plains CSD
Riverside Community Schools, IA
Smith Center, KS

4. Civicore – Online Mentor/Mentee Database
Coordinator’s Playbook – Online Forms & Resources
Program Management Manual – Hard copy guide
TeamMates + - Post Secondary Support
Mentee – Student being mentored
RC – Regional Coordinator
Key Words

5. People Hard Copy
Regional Coordinator Program Management Manual
TeamMates Staff Coordinator Go To Guide
Fellow Coordinators Training Manual
Board Members
Online
Social Media & E-Newsletter
Website: teammates.org
- Coordinator’s Playbook (password)
- Mentor Resource Library
Resources

8. Table of Contents
Part 1 Organizational Structure
Part 2 Policy and Procedure
Part 3 Recruitment Strategies
Part 4 Screening and Assessment
Part 5 Orientation and Training
Part 6 Matching
Part 7 Support and Retention
Part 8 Managing Risk and Match Closure
Part 9 Data Collection
Part 10 Governance
Part 11 Fundraising and Special Events
Part 12 Accounting Policy

9. Mission
To positively impact the world by inspiring
youth to reach their full potential through
mentoring.
Part 1: Organizational Structure

10. Core Values
Commitment to Youth
Safety
Integrity & Trust
Inclusion
Part 1: Organizational Structure

11. Vision
To become the gold standard in school based
mentoring and serve 12,000 youth by 2020.
Part 1: Organizational Structure

12. Policy & Procedure
Policies Govern - Procedures Manage Actions
Insurance coverage
• Chapters must following policy
• Adhere to Special Events Guide for activities
• Core Value of Integrity
Reducing risk
• Policies provide safe mentoring environment
• Core Value of Safety Part 2: Policy & Procedure

13. Key Policies
Out of School Meetings
Image Release
Mandatory Reporting
Gift Giving
Board Meetings
Social Media Policy
Events (activities and fundraising)
Part 2: Policy & Procedure

14. Out of School Contact
No Contact
• Elementary School
• First 6 months of any relationship
Individual Out of School Visits
• Middle School + Permission + Third Party
• Public Places + rare opportunity
Individual Out of School Visits + Email, phone, text
• High School + Permission + Third Party
• Public Places + special opportunity
• Email/Text - Permission + establish in-school meetings
Part 2: Policy & Procedure

15. Elements School Based Checklist
MENTOR National Mentoring Partnership

16. What are the Elements?
1. Recruiting
2. Screening
3. Training
4. Matching
5. Monitoring and support
6. Closure

17. Recruiting
Standard:
Recruit appropriate mentors and mentees by
realistically describing the program’s aims and
expected outcomes.
Part 3: Recruitment Strategies

18. Recruiting
Benchmarks: Mentor Recruitment
The program…
• realistically portrays mentoring;
• builds positive attitudes and emotions;
• recruits mentors who best match the goals and
structure.
Part 3: Recruitment Strategies

19. Recruiting
Benchmarks: Mentee & Parent Recruitment
The Program…
• realistically portrays mentoring;
• Recruits mentees whose needs best match the
services.
Part 3: Recruitment Strategies

20. Recruiting
Part 3: Recruitment Strategies
You need mentors.
What are the opportunities in your community to
recruit mentors?

21. Online Resources
Part 3: Recruitment Strategies
TeamMates on Social Media
Nominate a Mentor
Dr. Tom Osborne Weekly Email
TeamMates Website

22. Playbook Resources
Part 3: Recruitment Strategies
• Brochures – Regular, Mini
• Videos
• Billboards
• PSA’s
• Speaking Points
• Media Guide
• Toolkits: Alumni, Faith-Based, Retirees, 1 to 1
• Business Card
• Brand Guidelines
• Chapter Logo

23. Recruiting
Part 3: Recruitment Strategies
It is RARE that someone would sign up on the spot
Follow up and assurance is crucial.
Email, Call, Mail
Collect Business Cards
Sign-up Sheet

24. Screening & Assessment
When screening a mentor or mentee, what are
some red flags to watch for?
Part 4: Screening & Assessment

25. Screening & Assessment
Standard:
Screen mentors to determine whether they have the
time, commitment and personal qualities to be a safe
and effective mentor. Screen mentees and their
parents about whether they have the time
commitment and desire to be effectively mentored.
Part 4: Screening & Assessment

26. Screening & Assessment
Benchmarks: Mentor Screening
Criteria for accepting/denying mentors
Written Application
Reference checks
Criminal background check
Three year minimum commitment
One visit per week – mentor/mentee agreement
Face-to-face interview
Part 4: Screening & Assessment

27. Screening & Assessment
1. Submit Application
Online Application
Paper Copy (fax, scan or mail)
2. View Progress in Civicore
Criminal/HHS Check
Reference Checks
Status differs depending on where they are in process
3 Year Renewals
Part 4: Screening & Assessment

28. Screening & Assessment
3. Train Mentor
Match only after trained
Training and match dates in Civicore
4. Interview Mentor
In person interview to determine suitability
Part 4: Screening & Assessment

29. Screening & Assessment
Gut Feelings & Intuition
Red Flags
Screening as ongoing process – never done
Mentoring is a privilege
SAFE Training
Part 4: Screening & Assessment

30. Screening & Assessment
Benchmarks: Mentee Screening
Criteria for accepting/denying mentee
Nomination form
Parent permission
Three year minimum commitment
One visit per week – mentor/mentee agreement
Student desire to participate
Part 4: Screening & Assessment

31. Screening & Assessment
Criteria for TeamMates Mentees:
3rd to 12th grade
Benefit from a mentoring relationship
Must express a desire to have a mentor
Mentee Training
Local program criteria
Part 4: Screening & Assessment

32. Screening & Assessment
A person you know have known since you were in high
school approaches you about becoming a mentor. You
aren’t sure given their past history that they will pass the
background check. You feel a little uncomfortable when
thinking about matching them with a student. You know
they are trying to turn their lives around and it might just
be that mentoring will help them turn a corner. They have
volunteered for other projects in town recently. What do
you do?

33. Screening & Assessment
You have a parent call you wanting a mentor for their son.
The parent is the owner of a major business in your town
who would be a great advocate for mentoring and could
potentially make a large gift to your program. When
screening the student, you learn he is a junior in high
school and has been in and out of juvenile detention. He is
frequently absent from school and is receiving professional
help for mental health issues. He is on the fence about
having a mentor. He is not sure he wants another adult in
his life telling him what to do. What do you do?

34. Orientation & Training
Part 5: Orientation & Training
Standard:
Train prospective mentors, mentees and parents in the
basic knowledge, attitudes, and skills needed to build an
effective and safe mentoring relationship using
culturally appropriate language and tools.

35. Mentor Training
Part 5: Orientation & Training
Benchmarks:
Program rules
Mentors’ goals and expectations for relationship
Mentors’ obligations and roles
Relationship development
Ethical and safety issues
Effective closure
Sources of assistance
Initiating the relationship
Safe boundaries
Risk Management Policy
Research based

36. Training Guidelines
Part 5: Orientation & Training
2.5-3 Hour, in person, pre-match
Must be certified
Review Surveys
Create interactive environment
RC provides initial training

37. Training Resources & Tips
Part 5: Orientation & Training
Training Manual & PPT
Training checklist
• everyone must sign
• enter date and upload to Civicore
Provide on-going training opportunities

38. Mentee Training
Part 5: Orientation & Training
Benchmarks: Training on the following topics:
Program guidelines
Obligations and roles
Parent involvement/guidelines
Expectations

39. Mentee Training Video
Part 5: Orientation & Training

40. Materials for Mentees
Part 5: Orientation & Training
Nomination Form
Parent Permission
Interest Form
Training – Checklist, Power Point & video
Monthly support questions

41. You have 5 students who have completed paperwork
to be in TeamMates and they are all in the 6th
grade. The 6th grade classroom teacher has informed
you there is no time during the next month for you
to meet with the students, she suggests you give
them the brochure and she’ll make sure they know
what the program is about. What do you do?
Mentee Training Scenario
Part 5: Orientation & Training

42. Elizabeth is a fourth grader. She tells you that she
really doesn’t really know anything about
TeamMates but her mom thought it was a good
idea. Her mom signs her up for all sorts of activities
so she’s willing to give it a try for a few months.
She’s seen the Voice and is hoping Pharrell or Blake
Shelton could be her mentor. She’d really like to be a
famous singer someday.
Mentee Training Scenario
Part 5: Orientation & Training

43. Matching
You are ready to make your first match. How do
you make a great match?
Part 6: Matching

44. Matching
Standard:
Match mentors and mentees, and initiate the
mentoring relationship using strategies likely to
increase the odds that mentoring relationships
will endure and be effective.
Part 6: Matching

45. Matching
Benchmarks:
Program considers its aims, as well as the characteristics of
the mentor and mentee when making matches.
Program arranges and documents the initial meeting.
Program staff member present during the initial meeting of
the mentor and mentee.
Mentor, mentee and program staff member meet in
person to sign a commitment agreement.
Part 6: Matching

46. Matching Policy
Male to male
Female to female
Minimum 8 year gap for all matches.
 Adult female to male student.
 College age mentors (18-23 years)
- Youth grades 3-8 only.
Part 6: Matching

47. Matching Resources
Interview (in person) - Mentor
Preference Form – Mentor/Mentee
Nomination Form – Mentee
Training – Mentor/Mentee
Part 6: Matching

48. Matching Tips
Take time to make the right match.
Match on common interests, hobbies and life experiences.
Diverse representation of student population.
Part 6: Matching

49. Monitoring & Support
Part 7: Support & Retention
Discuss:
Once a match is made, what kind of support will
they need? How often will they need it?

50. Monitoring & Support
Standard:
Monitor mentoring relationship milestones and
child safety; and support matches through
providing ongoing advice, problem-solving,
training and access to resources for the duration
of each relationship.
Part 7: Support & Retention

51. Monitoring & Support
Benchmarks:
Monthly contact – twice per month for first month
Annual evidenced based assessment
Monthly contact with responsible adult for mentee
Regular assessment of matches – open/close?
Documentation of all meetings
Matches have access to two types of resources
One Post-match training opportunity per year
Regular feedback to mentors about progress/impact
Part 6: Matching

52. Chapter Support
Monthly Support Questions - Pages 108-112
Combination of in person, email, phone
Match events and activities
Support Networks - Mentor huddles, businesses, etc.
Recognition
Annual Survey
Train well and make a great match!
Part 6: Matching

53. Chapter Level Support
Part 7: Support & Retention
Sign-In sheets – check weekly
If a mentor misses, call right away
Set goal of 25 or more visits per year

54. 25 Visits for 25 Years!

55. Central Office Support
Events: Creighton Game, Spring Game, Zoo, Chadron
Safety & Ethics Hotline
Surveys: Annual & 3,6,9 month survey
Data Collection: visits, retention, impact, reports
Part 6: Matching

56. Annual Surveys
Mentee Survey
Coordinator facilitates for mentees
RC at site visit – live interviews for 5%
Parent Permission Required
Check School policy
Mentor Survey
Coordinators send out link to mentors
Results distributed at partnership (day 2)
Share good news, address concerns Part 7: Support & Retention

57. Central Office Support
Social Media & Website
Training Academies:
TeamMates+
Strengths
Mindset
Poverty
Difficult issues
Children of Incarcerated Parents
Part 7: Support & Retention

58. Online Resources
TeamMates on Social Media
Facebook:
– Mindset Monday
– Activity Tuesday
– Strengths Wednesday
– TeamMates+ Thursday
– Fun Fact Friday
Mentor Resource Library
Dr. Tom Osborne Weekly Email
TeamMates Website
Part 7: Support & Retention

59. Claudia was so thrilled about becoming a mentor and
making a difference! She was matched with Julie and has
really connected with her. Julie told Claudia that she
wasn’t doing well in school and that her grades were C’s
and below. Claudia has been encouraging Julie to work
harder on her schoolwork and has focused on helping her
improve her grades. Claudia is now requesting that Julie
bring her homework every time they meet. After a year of
being matched, Claudia is very frustrated that Julie’s
grades haven’t improved to A’s and B’s. She feels she’s
not making a difference. She’s not sure she’s the right
mentor for Julie. What should you do?
Monitoring & Support Scenario
Part 7: Support & Retention

60. Managing Risk & Match Closure
What are the inherent risks of mentoring?
Part 8: Managing Risk & Match Closure

61. Closure
Standard:
Facilitate bringing the match to closure in a way
that affirms the contributions of both the
mentor and the mentee and offers them the
opportunity to prepare for closure and assess
the experience
Part 8: Managing Risk & Closure

62. Closure
Benchmarks:
Procedure to manage unanticipated and anticipated
closures when the match is willing to engage in closure.
Procedure to manage closure when one member is
unwilling or unable to engage in closure.
Mentor/Mentee exit interview is conducted
Part 8: Managing Risk & Closure

63. Closure
Benchmarks:
Procedure to manage unanticipated and anticipated
closures when the match is willing to engage in closure.
Procedure to manage closure when one member is
unwilling or unable to engage in closure.
Mentor/Mentee exit interview is conducted
Part 8: Managing Risk & Closure

64. Closure
Benchmarks:
Policy and procedure for re-matching
Documentation of closure procedures.
Discussion with mentors/mentees about closure (p. 120).
Written statement to parents, mentors and mentees
about post-match contact.
Part 8: Managing Risk & Closure

65. Closure
Reasons for Closure
High School Graduation – p. 124
Voluntary Exit
Violation of Policy & Procedure – p.125
Criminal Charges – p. 126
Mentor/Mentee Death – p. 129
Procedures for Closure
Violations & Criminal Charges contact
Central Office for guidance
Part 8: Managing Risk & Closure

66. During your monthly check-in with a 7th grader, you learn
that his mentor has been connecting with the mentee via
Facebook and they text fairly regularly. They have been
meeting for four months and have made plans to go
fishing. The student really likes his mentor because he has
promised to give him $10 for every A he earns this
semester. The mentor is a prominent member of the
community and was instrumental in bringing TeamMates
to your community. He has generously donated to your
chapter and recruited several of his friends to mentor.
What do you do?

67. What if something goes wrong?
Contact Central Office
Contact School Administration
Complete Incident Reporting Form
Quality Control Committee
Transparency is Key – always ask!
Part 8: Managing Risk & Closure

68. Managing Risk
Follow Policy and Procedure
Everyone is Accountable
Attend SAFE training
Transparency – go to RC & QC for support
Ethics Hotline Cards: 1-888-788-7727
Part 8: Managing Risk & Closure

69. Part 9: Data Collection
How can you measure if mentoring is having an
impact? How do you know if it is working?

70. Data Collection
Part 9: Data Collection
Reasons for Data Collection
Program credibility
Recruiting
Funding – grant applications
School Support
Match Support
Setting goals
Quality Control

71. Data Collection
Part 9: Data Collection
Enter Data into Civicore
- January 15 & June 15 (semester)
- Must have parent permission
Data import
Tess provides training and password
Confidentiality

72. Governance
Part 10: Governance
Governing Board - page 147
IRS - 501(c)3 status
Meet a minimum of 4X Per Year
Articles of Incorporation & Bylaws
- Officers and committee structure
- term limits
Minutes - Civicore

73. Governance
Part 10: Governance
Training provided by RC’s
Find great board president
Diverse representation
Shared mission and vision
Puts Team in TeamMates!

74. TeamMates Foundation
Part 11: Fundraising & Special Events
Investment tool
Planned gifts & memorials
Scholarship funds
Engage current/past mentors
Required for excess funds

75. Fundraising & Events
Part 11: Fundraising & Special Events
One Ask
ATF & Gambling
Grant approval/reporting
Complete fundraising spreadsheet report
Auctions involve sales tax
Thank and recognize
In-kind donations

76. Special Events
Part 11: Fundraising & Special Events
Guide – p. 161
Safety Checklist - 167
Annual Event Insurance – due March 15
Insurance limitations
School Property
Physical activity

77. Accounting
Part 12: Accounting
Identify board treasurer
Complete treasurer training - Steph
Set up checking account
Executive Director authorized signer on accounts
Budgets due March 15 annually
Report any inaccuracies

78. Accounting
Part 12: Accounting
Monthly or Quarterly obligations:
Activity report of bank account activity
Donor information including copy of check
CD interest
Foundation statements

79. Record Retention
Keep FOREVER
Mentor/Mentee Records*
Parent Permission*
Outside of School forms*
Image Release*
Exit Forms*
Board Minutes*
Accounting – p.177
Do not scan into Civicore
Incident Reporting Forms
Background Check Info
SS# or confidential info

80. Record Management
Double locked (locked room, locked file)
Electronic – password protected 2x

81. Thank You
Training Checklist
What are the first 3 things you need to do?

82. Please join us!
CHANCES "R" RESTAURANT
124 West 5th Street

83. Thank You!
Annual Partnership Meeting 2016