10 Best Practices for Sustaining a Successful Mentor Program
1. A STATEMENT OF PURPOSE AND A 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 resourced development plan.
2. A RECRUITMENT PLAN FOR BOTH MENTORS AND MENTEES 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 bass in your programs' statement of purpose and long-range plan.
3. AN ORIENTATION FOR MENTORS AND MENTEES THAT INCLUDES:
• Program overview.
• Description of eligibility, screening process, and suitability requirements.
• Level of commitment expected (time, energy, and 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 and evaluation, and reimbursement.
4. ELIGIBILITY SCREENING FOR MENTORS AND MENTEES THAT INCLUDES:
• An application process and review.
• Face-to-face interview.
• Reference checks from mentors which must include finger printing, and criminal record checks where legally permissible , and may include character references, child abuse registry check, and driving record checks.
• 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 interest; motivation for volunteering; and academic standing.
• Successful completion of pre-match training and orientation.
5. A READINESS AND TRAINING CURRICULUM FOR ALL MENTORS AND MENTEES THAT INCLUDES:
• Trained staff trainers.
• Orientation to program and resource network, including information and referral, other supportive services, and schools.
• Skill 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.
• 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 retionale 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.
• Signed statements of understanding that both parties agree to the conditions of the match and the mentoring relationship.
• The program may have pre-match social activities between mentor and mentees.
• Team building activities to reduce the anxiety of the first meeting.
7. A MONITORING PROCESS THAT INCLUDES:
• Consistent scheduled meetings with staff, mentors, and mentees.
• A tracking system for ongoing assessment.
• Written records.
• Input from family, community partners, and significant others.
• A process for managing grievances, praise, rematching, interpersonal problem solving, and premature relationship closure.
8. A SUPPORT, RECOGNITION AND RETENTION COMPONENT THAT MAY INCLUDE:
• 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 mentors, mentees, supporters and funders.
9. CLOSURE STEPS THAT INCLUDE:
• Private and confidential exit interviews to de-brief the mentoring relationship between:
• Participants and staff.
• Mentor and staff.
• Mentor and mentee without staff.
• Clearly stated policy for future contacts.
• Assistance for participating in defining next steps for achieving personal goals.
10. A 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.