CREATING EFFECTIVE COMMUNITY-

BASED MENTORING RELATIONSHIPS

Audrey Love Siegfried Admissions and Outreach Manager

Capital Partners for Educationaudrey@cpfe.org

202-682-6020 ext. 228

Regina E. LeslieDirector of Education ProgramsCapital Partners for Education

regina@cpfe.org 202-682-6020 ext. 224

PRESENTERS

Address elements that create eff ective, lasting community-based mentoring relationships including: Creating effective matches Preparing mentors and mentees for mentoring relationship Providing ongoing support

Provide a framework and tools for practitioners and program staff to create and support these relationships effectively

Illustrate framework and tools with real-life examples of dynamic, DC based college preparatory mentoring program with 20 years of success.

OBJECTIVES

Founded in 1993, Capital Partners for Education (CPE) is a dynamic college preparatory program that helps motivated, low-income high school students in the

Washington Metropolitan area overcome the academic and social barriers that may otherwise prevent them from attending and succeeding in the college of their

choice.

CPE identifies students who live in neighborhoods with low-performing public high schools and

empowers them to reach their full potential in high performing private and charter schools to prepare

them for college success.

CPE MISSION AND OVERVIEW

Since inception, 99% of our graduates have gone on to college, and 70% have graduated.

The overall quality of our mentoring program and commitment of our mentors allowed us a year with no student attrition and our seventh year in a row of 100% college enrollment.

Of our graduating seniors in the Class of 2012, 50% were matched with their mentors for all four years of high school.

For the 2011-12 school year, we retained 95% of our mentors and 80% fulfi lled their two-year commitments.

86% of our 2nd year mentors are on track to fulfi ll their two year commitment.

OUR MENTORING SUCCESS

For the past two school years, we have recruited over 120 mentors to be matched with incoming and returning students.

For the Class of 2015, we established a mentor pool of 3.72 mentors to each incoming student. For the class of 2016, we increased our student class size by 52%, but still created a mentor pool of 1.82 mentors to each incoming student.

Mentors may wait three months to two years to be matched, and some will never be matched.

We maintain an active mentoring community of invested volunteers who return year after year as effective supports for our students and the attainment of their goals.

OUR MENTORING SUCCESS

Create Eff ective and Compatible Matches Recruit the “Right Mentor” Create Surplus of Mentors Screen and Train Compatibility Matching

Prepare Mentors and Mentees for Mentoring Relationship Student Orientation and Parent Orientation Mentor-Mentee Kick-Off Event Mentoring Handbook

Ongoing Support Staff Support Resources

HOW TO CREATE EFFECTIVE COMMUNITY-BASED MENTORING

Recruiting the “Right Mentor”Create a surplus of mentors that are a good fi t for

your program and are “ready to be matched” (“mentor pool”)

Training and screeningMentor-mentee inputUtilize identified compatibility “matching points”

CREATING COMPATIBLE MATCHES

Clearly define:Program modelMentor expectations and commitmentMentor roles and guidelinesMentor screening and selection processRecruitment and matching timeline

RECRUITING THE “RIGHT” MENTORS

One-on-one MentoringIndividualized Staff Support

Career and College PreparationSchool Partnerships and

Scholarships

CPE PROGRAM MODEL

A two-year, one-on-one mentoring relationshipMeeting with individual student at least once per

monthEmailing individual student at least once per week,

using iMentor starting in 2013Weekly phone calls and use of other forms of

communication to develop a more robust mentoring relationship

Consistent communication with CPE staff around student and mentor needs, as well as progress of mentor-mentee relationship.

CPE MENTORING EXPECTATIONS AND COMMITMENT

Each mentoring relationship is tailored to the individual student through the matching process and case management, but all CPE mentors play the following key roles:To serve as reliable and consistent role models,

advisors, and resources for CPE students To help students fulfi ll their academic potential To help students develop socially To help students broaden their awareness of their

community and the world at large

CPE MENTOR ROLES

Messaging: Use best practices and research to create messaging that will assist you in recruiting mentors that are a “good fi t” for your program. Clearly identify requirements of mentor candidate, commitment, program expectations, and timeline.

Analyze recruitment data to target recruitment to those sources with the highest yield of eff ective mentors.

Create a formal recruitment plan each year identifying specific recruitment goals, sources of recruitment, and a timeline for this recruitment.

Create year-long training calendar to support annual and periodic recruitment goals

Aim to create a “mentor pool” (recruit, train, and screen) 25-50% more “ready to be matched” mentors than ready to be matched students so that you can be selective in matching process

CREATING A SURPLUS OF MENTORS READY TO BE MATCHED (“MENTOR POOL”)

Submission of a written applicationAttending a 3-hour training/orientationIndividual in-person interview with program staffSocial security based background screeningFingerprint based background screeningProfessional and personal references from 2-4

people

APPLICATION AND SCREENING PROCESS

Respond to all mentor inquiries within 48 hours, track source of all inquiries

Schedule 12-15 person orientation/trainings, 75% attendance

Provide concise reminder, with all pertinent details and follow-up procedures

Follow-up within 48 hours to schedule interviews providing logistics, i.e. hours, location, overview of process, procedures for securing interview

NEW MENTOR ORIENTATION/TRAININGSCHEDULING AND FOLLOW-UP

Program History and Component OverviewStudent Profi le and Understanding AdolescenceQualities of Successful MentorsBenefits of MentoringRoles of CPE MentorStages of Mentoring RelationshipCommunication and Problem Solving Strategies

ORIENTATION/TRAINING INCLUDES…

In-person interview, approximately 45 minutesObservation of nonverbal cues, tone, and manner in

which answers are address are as important as answers themselves

Use interview as way of determining whether mentor is good fi t for organization, will fulfi ll commitment, and will be a good support for your students

Interview Format: Mentor’s motivation, expectations, and understanding of

role Review and delve into commitment and ability to meet

expectations Mentor preferences regarding the mentoring relationship Scenarios

MENTOR INTERVIEW

Seek to create a relationship that will be a beneficial, growth experience for both mentor and mentee

Gather information from written applications from the mentor and mentee, in-person interviews of the mentor and mentee, and a written survey of the student specifically related to mentoring

Matching Points to Consider Gender Personality traits Interests/hobbies Career Academic background (including strengths and weaknesses)

and high school experience Mentor/mentee preferences Needs of student/mentor experience and availability.

MATCHING FOR COMPATIBILITY AND MATCH LONGEVITY

Student OrientationParent OrientationMentor-Mentee Kick-Off Event

Monitored, facilitated group mentoring session Team building Development of the individual mentoring relationship At the conclusion of this event, mentors are provided

with their individual mentee’s “profile” and our CPE Mentoring Handbook.

PREPARE MENTORS AND MENTEES FOR MENTORING RELATIONSHIP

Student and Parent Contact InformationCPE policies, expectations, guidelinesResources to support the development of the

mentoring relationship “Tips and tools” around specific situations

that mentors may encounter

CPE MENTORING HANDBOOK

Staff support and case managementCPE sponsored events

Volunteer run “Mentor Committee” Ongoing mentor trainings

Monthly newsletterMentor only online space

PROVIDE ONGOING SUPPORT

Match pair with staff member.Provide mentors with an individualized experience so

that their mentee specific challenges and questions can be addressed and done so in a timely manner.

Ensure mentors know they are never alone and they feel equipped to eff ectively handle any situation.

Maintain consistent contact as outlined in program expectations. Our staff is in contact with each mentor at least every month, but provides support and updates to mentors as necessitated by each student.

STAFF SUPPORT AND CASE MANAGEMENT

Many issues that may otherwise prevent a relationship from progressing or could lead to a premature termination of the mentoring relationship can be addressed more effi ciently and effectively.

If a mentoring relationship is irreparable or is not conducive to the youth’s growth, conclude match appropriately following established standards of program.

Establish strong relationships with the mentors on caseloads. We engage in our mentors lives through celebration of mentors’ accomplishments and progress in their lives, while also supporting when things are not going as well.

STAFF SUPPORT AND CASE MANAGEMENT

Quarterly workshops: freshman seminar, financial literacy, career readiness and employability skills, college readiness

College ToursCommunity ServiceCommunity Celebrations

CPE SPONSORED EVENTS

Why? Provide mentors with tips, tools, and resources pertinent

to their mentoring relationships Opportunity for mentors to share best practices with

each other Normalizes experience Continues to bolster and strengthen mentoring

community

Examples of topics First Year Mentoring Experience Developing and Supporting Healthy Relationships Self-Advocacy Developing Relationships with Parents and Families College Process

ONGOING TRAININGS

Volunteer run and managed, committee of 10-12Meet monthly to discuss, plan, and execute

annual initiativesProvide an added layer of support and

engagement opportunities for current mentors.Assist with recruitment.

MENTOR LEADERSHIP COUNCIL

Facilitate mentor-mentee and mentor only interactions beyond those sponsored specifically by CPE. Encourage interactions beyond the minimum

requirements Increase the cohesiveness and strength of community

as a whole Increase the opportunity for mentor-mentor interactions

to share best practices, provide support, and develop friendships.

Each year, Mentor Leadership Council plans and executes: Two 120-180 person community-wide events 3-5 Mentor-Mentee outings 3-5 Mentor only events

MENTOR LEADERSHIP COUNCIL

Mentor Program Updates: event announcements, upcoming trainings, event recaps

CPE Program Updates: upcoming student and community wide events, event recaps, programmatic news

Mentor of the Month: highlight mentor who has done an exceptional job for the month by going above and beyond with his/her mentee and/or over volunteerism with CPE, includes quote from mentee

Monthly Events: 8-15 area events that take place during the corresponding month (these events may be one-time events, occur over multiple days, or may have been ongoing events that are ending in the month). Events are free or low cost, appeal to an array of interests, and take place over the course of the month.

Ongoing Events: 5+ events that take place during the corresponding month and extend into the following month and/or beyond. Events are free or low cost and appeal to an array of interests.

Tips, Tools, and Resources: Articles and best practices to support the growth of the mentoring relationships.

MONTHLY NEWSLETTER

Provide space for mentor interaction with each otherCommunication from program staffWeekly Updates:

Upcoming events Discussion topic Mentor-mentee pictures Tips, tools, resources Relevant articles

MENTOR ONLY ONLINE SPACE

CPE MENTORS FACEBOOK PAGE

Questions?

Audrey Love Siegfried Admissions and Outreach Manager

Capital Partners for Educationaudrey@cpfe.org

202-682-6020 ext. 228

Regina E. LeslieDirector of Education ProgramsCapital Partners for Education

regina@cpfe.org 202-682-6020 ext. 224

CONTACT INFORMATION