Partnership Presentation Day 1

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


Vision To become the gold standard in school based mentoring and serve 12,000 youth by 2020.


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)


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


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.


RecruitingBenchmarks: Mentee & Parent Recruitment

The Programrealistically portrays mentoring;Recruits mentees whose needs best match the services.


Recruiting


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


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.



Benchmarks: Mentor ScreeningCriteria for accepting/denying mentorsWritten ApplicationReference checksCriminal background checkThree year minimum commitmentOne visit per week mentor/mentee agreementFace-to-face interview



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



3. Train MentorMatch only after trainedTraining and match dates in Civicore

4. Interview MentorIn person interview to determine suitability



Gut Feelings & Intuition Red FlagsScreening as ongoing process never doneMentoring is a privilegeSAFE Training



Benchmarks: Mentee ScreeningCriteria for accepting/denying menteeNomination formParent permission Three year minimum commitmentOne visit per week mentor/mentee agreementStudent desire to participate



Criteria for TeamMates Mentees:3rd to 12th gradeBenefit from a mentoring relationshipMust express a desire to have a mentorMentee Training Local program criteria


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


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


2.5-3 Hour, in person, pre-match Must be certifiedReview SurveysCreate interactive environmentRC provides initial training

Training Resources & Tips


Training Manual & PPTTraining checklisteveryone must signenter date and upload to CivicoreProvide on-going training opportunities

Mentee Training


Benchmarks: Training on the following topics:Program guidelinesObligations and rolesParent involvement/guidelinesExpectations

Mentee Training VideoPart 5: Orientation & Training

Materials for Mentees


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


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


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


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


Central Office SupportSocial Media & WebsiteTraining Academies:TeamMates+StrengthsMindsetPovertyDifficult issuesChildren of Incarcerated Parents


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


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


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


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.


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


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!


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


One AskATF & GamblingGrant approval/reportingComplete fundraising spreadsheet reportAuctions involve sales taxThank and recognizeIn-kind donations

Read Section 2

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

Government & Nonprofit

Partnership Presentation Day 1