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PowerPoint Presentation
Celebrating 25 Years of MentoringAnnual Partnership Meeting 2016New Leadership Training
Welcome New ChaptersBloomfieldMalcomPawnee CityPerkins CountyHigh Plains CSDRiverside Community Schools, IASmith Center, KS
Civicore Online Mentor/Mentee DatabaseCoordinators Playbook Online Forms & ResourcesProgram Management Manual Hard copy guideTeamMates + - Post Secondary SupportMentee Student being mentoredRC Regional Coordinator
Key Words
PeopleHard CopyRegional Coordinator Program Management ManualTeamMates StaffCoordinator Go To GuideFellow Coordinators Training ManualBoard MembersOnlineSocial Media & E-NewsletterWebsite: teammates.org - Coordinators Playbook (password) - Mentor Resource Library
Resources
Table of ContentsPart 1 Organizational StructurePart 2 Policy and ProcedurePart 3 Recruitment Strategies Part 4 Screening and AssessmentPart 5 Orientation and Training Part 6 Matching Part 7 Support and RetentionPart 8 Managing Risk and Match ClosurePart 9Data Collection Part 10 GovernancePart 11Fundraising and Special EventsPart 12Accounting Policy
MissionTo positively impact the world by inspiring youth to reach their full potential through mentoring.
Part 1: Organizational Structure
P. 5
Core Values Commitment to YouthSafetyIntegrity & TrustInclusion
Part 1: Organizational Structure
Vision To become the gold standard in school based mentoring and serve 12,000 youth by 2020.
Part 1: Organizational Structure
Policy & Procedure Policies Govern - Procedures Manage Actions
Insurance coverageChapters must following policy Adhere to Special Events Guide for activities Core Value of Integrity
Reducing riskPolicies provide safe mentoring environmentCore Value of Safety
Part 2: Policy & Procedure
Key Policies
Out of School MeetingsImage ReleaseMandatory ReportingGift GivingBoard MeetingsSocial Media PolicyEvents (activities and fundraising)
Part 2: Policy & Procedure
Read Section 2
Out of School ContactNo ContactElementary SchoolFirst 6 months of any relationship
Individual Out of School VisitsMiddle School + Permission + Third PartyPublic Places + rare opportunity
Individual Out of School Visits + Email, phone, textHigh School + Permission + Third PartyPublic Places + special opportunityEmail/Text - Permission + establish in-school meetings
Part 2: Policy & Procedure
Read Section 2
ElementsSchool Based Checklist
MENTOR National Mentoring Partnership
What are the Elements?RecruitingScreeningTrainingMatchingMonitoring and supportClosure
Recruiting
Standard: Recruit appropriate mentors and mentees by realistically describing the programs aims andexpected outcomes.
Part 3: Recruitment Strategies
p.75
RecruitingBenchmarks: Mentor Recruitment
The programrealistically portrays mentoring;builds positive attitudes and emotions;recruits mentors who best match the goals and structure.
Part 3: Recruitment Strategies
RecruitingBenchmarks: Mentee & Parent Recruitment
The Programrealistically portrays mentoring;Recruits mentees whose needs best match the services.
Part 3: Recruitment Strategies
Recruiting
Part 3: Recruitment Strategies
You need mentors.
What are the opportunities in your community to recruit mentors?
Online Resources
Part 3: Recruitment StrategiesTeamMates on Social MediaNominate a Mentor
Dr. Tom Osborne Weekly Email
TeamMates Website
Playbook Resources
Part 3: Recruitment StrategiesBrochures Regular, MiniVideosBillboardsPSAs Speaking PointsMedia GuideToolkits: Alumni, Faith-Based, Retirees, 1 to 1 Business CardBrand GuidelinesChapter Logo
Recruiting
Part 3: Recruitment StrategiesIt is RARE that someone would sign up on the spot
Follow up and assurance is crucial.
Email, Call, MailCollect Business CardsSign-up Sheet
Screening & Assessment
When screening a mentor or mentee, what are some red flags to watch for?
Part 4: Screening & Assessment
Screening & Assessment
Standard: Screen mentors to determine whether they have thetime, commitment and personal qualities to be a safeand effective mentor. Screen mentees and theirparents about whether they have the timecommitment and desire to be effectively mentored.
Part 4: Screening & Assessment
Screening & Assessment
Benchmarks: Mentor ScreeningCriteria for accepting/denying mentorsWritten ApplicationReference checksCriminal background checkThree year minimum commitmentOne visit per week mentor/mentee agreementFace-to-face interview
Part 4: Screening & Assessment
Screening & Assessment
1. Submit Application Online ApplicationPaper Copy (fax, scan or mail)
2. View Progress in CivicoreCriminal/HHS CheckReference ChecksStatus differs depending on where they are in process3 Year Renewals
Part 4: Screening & Assessment
Screening & Assessment
3. Train MentorMatch only after trainedTraining and match dates in Civicore
4. Interview MentorIn person interview to determine suitability
Part 4: Screening & Assessment
Screening & Assessment
Gut Feelings & Intuition Red FlagsScreening as ongoing process never doneMentoring is a privilegeSAFE Training
Part 4: Screening & Assessment
Screening & Assessment
Benchmarks: Mentee ScreeningCriteria for accepting/denying menteeNomination formParent permission Three year minimum commitmentOne visit per week mentor/mentee agreementStudent desire to participate
Part 4: Screening & Assessment
Screening & Assessment
Criteria for TeamMates Mentees:3rd to 12th gradeBenefit from a mentoring relationshipMust express a desire to have a mentorMentee Training Local program criteria
Part 4: Screening & Assessment
Screening & AssessmentA person you know have known since you were in high school approaches you about becoming a mentor. You arent 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?
Screening & AssessmentYou 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?
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.
Mentor Training
Part 5: Orientation & Training
Benchmarks: Program rulesMentors goals and expectations for relationshipMentors obligations and rolesRelationship developmentEthical and safety issuesEffective closureSources of assistanceInitiating the relationship
Safe boundariesRisk Management PolicyResearch based
Training Guidelines
Part 5: Orientation & Training
2.5-3 Hour, in person, pre-match Must be certifiedReview SurveysCreate interactive environmentRC provides initial training
Training Resources & Tips
Part 5: Orientation & Training
Training Manual & PPTTraining checklisteveryone must signenter date and upload to CivicoreProvide on-going training opportunities
Mentee Training
Part 5: Orientation & Training
Benchmarks: Training on the following topics:Program guidelinesObligations and rolesParent involvement/guidelinesExpectations
Mentee Training VideoPart 5: Orientation & Training
Materials for Mentees
Part 5: Orientation & Training
Nomination FormParent PermissionInterest FormTraining Checklist, Power Point & videoMonthly support questions
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 shell make sure they know what the program is about. What do you do?
Mentee Training Scenario
Part 5: Orientation & Training
Elizabeth is a fourth grader. She tells you that she really doesnt 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 shes willing to give it a try for a few months. Shes seen the Voice and is hoping Pharrell or Blake Shelton could be her mentor. Shed really like to be a famous singer someday.
Mentee Training Scenario
Part 5: Orientation & Training
Matching
You are ready to make your first match. How do you make a great match?
Part 6: Matching
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
MatchingBenchmarks: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
Matching Policy
Male to maleFemale 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
Matching Resources
Interview (in person) - MentorPreference Form Mentor/MenteeNomination Form MenteeTraining Mentor/Mentee
Part 6: Matching
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
Monitoring & Support
Part 7: Support & RetentionDiscuss: Once a match is made, what kind of support will they need? How often will they need it?
Monitoring & SupportStandard: 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
Monitoring & Support
Benchmarks:Monthly contact twice per month for first monthAnnual evidenced based assessment Monthly contact with responsible adult for menteeRegular assessment of matches open/close?Documentation of all meetingsMatches have access to two types of resourcesOne Post-match training opportunity per yearRegular feedback to mentors about progress/impact
Part 6: Matching
Chapter Support
Monthly Support Questions - Pages 108-112Combination of in person, email, phoneMatch events and activitiesSupport Networks - Mentor huddles, businesses, etc.RecognitionAnnual SurveyTrain well and make a great match!
Part 6: Matching
Chapter Level Support
Part 7: Support & Retention
Sign-In sheets check weeklyIf a mentor misses, call right away Set goal of 25 or more visits per year
25 Visits for 25 Years!
Central Office Support
Events: Creighton Game, Spring Game, Zoo, Chadron Safety & Ethics HotlineSurveys: Annual & 3,6,9 month survey Data Collection: visits, retention, impact, reports
Part 6: Matching
Encourage new matches to participate in 3,6.,9
Annual SurveysMentee SurveyCoordinator facilitates for menteesRC at site visit live interviews for 5%Parent Permission Required Check School policy
Mentor SurveyCoordinators send out link to mentorsResults distributed at partnership (day 2)
Share good news, address concerns
Part 7: Support & Retention
Central Office SupportSocial Media & WebsiteTraining Academies:TeamMates+StrengthsMindsetPovertyDifficult issuesChildren of Incarcerated Parents
Part 7: Support & Retention
Training academies available live on Zoom and will be recorded.
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 WebsitePart 7: Support & Retention
Like on FB discuss structure of daysSubscribe to newsletter pushed out on Sunday, includes questions/activities to do based on themeMRL show on website
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 wasnt doing well in school and that her grades were Cs 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 Julies grades havent improved to As and Bs. She feels shes not making a difference. Shes not sure shes the right mentor for Julie. What should you do?
Monitoring & Support Scenario
Part 7: Support & Retention
Managing Risk & Match Closure
What are the inherent risks of mentoring?
Part 8: Managing Risk & Match Closure
ClosureStandard: 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
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
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
Closure
Benchmarks:Policy and procedure for re-matchingDocumentation 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
ClosureReasons for Closure High School Graduation p. 124Voluntary ExitViolation of Policy & Procedure p.125Criminal Charges p. 126Mentor/Mentee Death p. 129
Procedures for ClosureViolations & Criminal Charges contactCentral Office for guidance
Part 8: Managing Risk & Closure
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?
What if something goes wrong?
Contact Central OfficeContact School AdministrationComplete Incident Reporting FormQuality Control CommitteeTransparency is Key always ask!
Part 8: Managing Risk & Closure
Read Section 2
Managing Risk
Follow Policy and ProcedureEveryone is AccountableAttend SAFE trainingTransparency go to RC & QC for supportEthics Hotline Cards: 1-888-788-7727Part 8: Managing Risk & Closure
Read Section 2
Part 9: Data CollectionHow can you measure if mentoring is having an impact? How do you know if it is working?
Data Collection
Part 9: Data CollectionReasons for Data CollectionProgram credibilityRecruitingFunding grant applicationsSchool SupportMatch SupportSetting goalsQuality Control
Data Collection
Part 9: Data CollectionEnter Data into Civicore January 15 & June 15 (semester)Must have parent permission
Data import Tess provides training and passwordConfidentiality
Governance
Part 10: GovernanceGoverning Board - page 147IRS - 501(c)3 statusMeet a minimum of 4X Per YearArticles of Incorporation & Bylaws- Officers and committee structure- term limitsMinutes - Civicore
Governance
Part 10: GovernanceTraining provided by RCsFind great board president Diverse representation Shared mission and visionPuts Team in TeamMates!
TeamMates Foundation
Part 11: Fundraising & Special Events
Investment tool Planned gifts & memorialsScholarship fundsEngage current/past mentorsRequired for excess funds
Read Section 2
Fundraising & Events
Part 11: Fundraising & Special Events
One AskATF & GamblingGrant approval/reportingComplete fundraising spreadsheet reportAuctions involve sales taxThank and recognizeIn-kind donations
Read Section 2
Special Events
Part 11: Fundraising & Special Events
Guide p. 161Safety Checklist - 167Annual Event Insurance due March 15Insurance limitationsSchool PropertyPhysical activity
Read Section 2
Accounting
Part 12: Accounting
Identify board treasurer Complete treasurer training - StephSet up checking accountExecutive Director authorized signer on accountsBudgets due March 15 annuallyReport any inaccuracies
Read Section 2
Accounting
Part 12: Accounting
Monthly or Quarterly obligations:Activity report of bank account activityDonor information including copy of checkCD interestFoundation statements
Read Section 2
Record Retention
Keep FOREVERMentor/Mentee Records*Parent Permission*Outside of School forms*Image Release*Exit Forms*Board Minutes*Accounting p.177
Do not scan into CivicoreIncident Reporting FormsBackground Check InfoSS# or confidential info
Read Section 2
Record Management
Double locked (locked room, locked file)Electronic password protected 2x
Read Section 2
Thank You
Training Checklist
What are the first 3 things you need to do?
Read Section 2
Please join us!
Chances "R" RESTAURANT124 West 5th Street
Read Section 2
Thank You!Annual Partnership Meeting 2016