2. Program Manual
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
6. 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
7. Recruiting
Benchmarks: Mentee & Parent Recruitment
The Program…
realistically portrays mentoring;
recruits mentees whose needs best match
services.
Part 3: Recruitment Strategies
8. Playbook Resources
Part 3: Recruitment Strategies
Brochures – Regular, Mini
Videos, billboards, PSA’s
Speaking Points
Media Guide
Toolkits: Alumni, Faith-Based, Retirees, 1
1
Business Card
Brand Guidelines
Chapter Logo
9. 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
10. 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
11. Screening Process
Application Updates:
- Safety questions added
- May 2016 – New HHS form NE & IA
- Option to donate
SAFE Training
Part 4: Screening & Assessment
12. 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
13. 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.
14. 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
15. 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
16. 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
17. 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.
PMM – Page 53
Part 6: Matching
18. Matching Resources
Interview (in person) - Mentor
Preference Form – Mentor/Mentee
Nomination Form – Mentee
Training – Mentor/Mentee
Part 6: Matching
19. 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
20. 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
21. Chapter Support
Monthly Support Questions - Pages 108-112
Combination of in person, email, phone
Match events and activities
Support Networks - Mentor huddles, businesses, et
Recognition
Annual Survey
Train well and make a great match!
Part 6: Matching
22. 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
23. Central Office Support
Social Media & Website
Training Academies:
TeamMates+
Strengths
Mindset
Poverty
Difficult issues
Children of Incarcerated Parents
Part 7: Support & Retention
24. 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
25. 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
26. 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
27. 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
28. 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
29. Data Collection
Part 9: Data Collection
Enter Data into Civicore
- January 15 & June 15 (semester)
- Must have parent permission
Data import – All chapters eligible
Tess provides training and password
Confidentiality
30. Data Collection
Part 9: Data Collection
Dashboards:
- Average match length = current active
matches.
- % 3 Years + = cumulative percent of matches.
- Clean-up reflects new statistics page in
Civicore.
- Zero visits per semester
- Dashboard 101 – contact Tess!
31. Special Events
Part 11: Fundraising & Special Events
Event Guide – p. 161
Safety Checklist - 167
Annual Event Insurance – due March 15
Insurance limitations
School Property
Physical activity