A Nuts and Bolts Checklist for Quality Mentoring Programs
1. A statement of purpose and long-range plan that includes:
- Who, what, where, when, why, and how activities will be performed
- Input from originators, staff, funders, potential volunteers, and participants
- Assessment of community need
- Realistic, attainable, and easy-to-understand operational plan
- Goals, objectives, and timelines for all aspects of the plan
- Funding and resource development plan
2. A recruitment plan for both mentors and participants that includes:
- Strategies that portray accurate expectations and benefits
- Year-round marketing and public relations
- Targeted outreach based on participants' needs
- Volunteer opportunities beyond mentoring
- A basis in your program's statement of purpose and long-range plan
3. An orientation for mentors and participants that includes:
- Program overview
- Description of eligibility, screening process, and suitability requirements
- Level of commitment expected (time, energy, flexibility)
- Expectations and restrictions (accountability)
- Benefits and rewards they can expect
- A separate focus for potential mentors and participants
- A summary of program policies, including written reports, interviews, evaluation, and reimbursement
4. Eligibility screening for mentors and participants that includes:
- An application process and review
- A face-to-face interview and home visit
- Reference checks for mentors, which may include character references, child abuse registry checks, driving records checks, and criminal records checks where legally permissible
- Suitability criteria that relate to the program statement of purpose and needs of the target population. Could include some or all of the following: personality profile, skills identification, gender, age, language and racial requirements, level of education, career interests, motivation for volunteering, and academic standing
- Successful completion of pre-match training and orientation
5. A readiness and training curriculum for all mentors and participants that includes:
- Trained staff trainers
- Orientation to the program and resource network, including information and referral, other supportive services, and schools
- Skills development as appropriate
- Cultural/heritage sensitivity and appreciation training
- Guidelines for participants on how to get the most out of the mentoring relationship
- Do's and Don'ts of relationship management
- Job and role descriptions
- Confidentiality and liability information
- Crisis management/problem solving resources
- Communication skills development
- Ongoing sessions as necessary
6. A matching strategy that includes:
- A link with the program's statement of purpose
- A commitment to consistency
- A grounding in the program's eligibility criteria
- A rationale for the selection of this particular matching strategy from the wide range of available models
- Appropriate criteria for matches, including some or all of the following: Gender, Age, Language Requirements, Availability, Needs, Interests, Preferences of Volunteer and Participant, Life Experience, Temperament
- A signed statement of understanding that both parties agree to the conditions of the match and the mentoring relationship
- Pre-match social activities between mentor and participant pools
- Team building activities to reduce the anxiety of the first meeting
7. A monitoring process that includes:
- Consistent, scheduled meetings with staff, mentors, and participants
- A tracking system for ongoing assessment
- Written records
- Input from community partners, family, and significant others
- A process for managing grievances, praise, re-matching, interpersonal problem solving, and premature relationship closure
8. A support, recognition, and retention component that includes:
- A formal kick-off event
- Ongoing peer support groups for volunteers, participants, and others
- Ongoing training and development
- Relevant issue discussion and information dissemination
- Networking with appropriate organizations
- Social gatherings of different groups as needed
- Annual recognition and appreciation event
- Newsletters or other mailings to participants, mentors, supporters, and funders
9. Closure steps that include: Private and confidential exit interviews to de-brief the mentoring relationship between:
- Participant and staff
- Mentor and staff
- Mentor and participant without staff
- Clearly stated policy for future contacts
- Assistance for participants in defining next steps for achieving personal goals
10. An evaluation process based on:
- Outcome analysis of program and relationship
- Program criteria and statement of purpose
- Information needs of board, funders, community partners, and other supporters of the program.
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