Policy and Procedure Manual s1

POLICY AND PROCEDURE MANUAL

December 2009

National Center for Mentoring Excellence

Policy and Procedure Manual

Table of Contents

History

MISSION STATEMENT

Purpose

SECTION 1: PROGRAM PLANNING

1.1  General Responsibilities for State Coordinators

1.2 Financial Sustainability

1.3 Advisory Committee

1.4 Types of Mentoring Relationships

1.5 Location of Mentoring Activities

SECTION 2: Policies

2.1 Eligibility

2.2 Recruitment

2.3 Inquiry

2.4 Screening

2.5 Transportation

2.6 Overnight Visits and Out-of-town Travel

2.7  Training

2.7.1 Training and Activity Evaluations

2.8 Matching

2.9 Support and Supervision

2.10 Confidentiality

2.11 Record-keeping

2.12 Mandatory Reporting

2.13 Use of Alcohol, Drugs, and Firearms

2.14 Unacceptable Behavior

2.15 Recognition

2.16 Closure

2.17 Evaluation

Section 3.0: PROGRAM OPERATIONS AND PROCEDURES

3.1 Recruitment Procedure

Annual Mentor/Mentee Recruitment Plan

Semi-monthly Recruitment Activity Plan

3.2  Inquiry Procedure

Mentor Job Description

Mentor Application

Information Release

Mentor Interest Survey

Photographic Release

Mentee Referral

Mentee Application for Minors

Mentee Application

Mentee Interest Survey

3.3 Mentor Screening Procedure

Mentor Contact Sheet

Mentor Assessment Summary

Mentor Interview Form

Personal Reference Interview

Mentor Acceptance Letter

Mentor Rejection Letter

3.4 Mentee Screening Procedure

Mentee Contact Sheet

Mentee Assessment Summary

Mentee Interview Form

Mentee or Mentee/Parent Acceptance Letter

Mentee Rejection Letter

3.5 Matching Procedure

Mentor Contract

Mentee Contract

Parent/Guardian Contract (if mentee is under the age of 18)

3.6 Training Procedure

3.6.1 General Training Procedures

3.6.2 Initial Training Session

3.6.3  Mentoring Training/Activities

Training and Activity Evaluation Form

3.6.4 Five Essential Elements for Success

3.7 Match Support and Supervision Procedure

3.7.1 Supervision

3.7.2 Problem Resolution

3.8 Recognition Procedure

3.9 Mandatory Reporting of Abuse and Neglect Procedure

Abuse and Neglect Report

3.10 Closure Procedure

Match Closure Summary

Mentor Exit Survey

Mentee Exit Survey

Parent/Guardian Exit Survey

Closure Letter

Section 4.0: Evaluation Procedure

History

The National Federation of the Blind (NFB) Jernigan Institute created the National Center for Mentoring Excellence (NCME) for blind and low-vision youth and young adults as the result of a Demonstration Grant from the U.S. Department of Education, Rehabilitation Services Administration received in October 2004. This five-year research project has demonstrated what we in the National Federation of the Blind have known for decades—by connecting blind youth and young adults with successful adult blind mentors and role models, success for future generations is guaranteed.

The first year of the project was spent developing materials, hiring staff, and planning for the rollout of the mentoring programs in two demonstration states, Louisiana and Nebraska. A state coordinator was identified in each state with the primary responsibility of recruiting, screening, matching, and supporting the mentoring pairs. A target of twenty blind andlow-visionyouth and young adults, ages sixteen to twenty-six, from each state were recruited and screened to participate in the project.

At the beginning of the second year of the project, these young adults were matched with blind mentors who completed a screening process to make certain each possessed the right attitudes and skills necessary to serve as an appropriate mentor. Each mentoring pair committed to a two-year mentoring relationship that included participating in monthly face-to-face contact and weekly telephone calls and e-mails. Each state scheduled quarterly mentoring activities to help facilitate the mentoring relationship while serving as an opportunity for the youth to connect with other blind young adults.

Beginning in year three of the project, the initial demonstration states matched a second group of mentoring pairs for a two-year commitment. During the fourth and fifth years of the project, this model mentoring program was rolled out into additional replication states: Georgia, Ohio, Texas, and Utah. Relationships were established so that the members of the National Federation of the Blind in the identified states worked closely with their state agencies for the blind and the Jernigan Institute to formalize mentoring and develop model mentoring programs. Under this grant project, the replication states worked with their mentoring pairs through September 2009.

Although the demonstration grant from the U.S. Department of Education, Rehabilitation Services Administration ended, this model established by the NCME will be continued in the replication states. The NCME will work with additional states to implement mentoring programs that will connect blind youth with blind adult role models to bring a new generation of Federationists.

Mission Statement

The mission of the NCME is to link transition age blind and low-vision youth with successful blind mentors for the purpose of increasing knowledge of, and participation in, the vocational rehabilitation process, post-secondary academic success, high-quality employment, and community integration.

Purpose

The purpose of this manual is to outline policies and procedures that should be part of formal mentoring programs. This manual may be used as a guideline for youth coordinators of NFB affiliates to set policies and procedures for youth programs. This manual demonstrates best practices in mentoring as a result of what we have learned about the mentoring program from the past five years. NFB affiliates wishing to use this for their mentoring programs may use this manual and tailor it to the needs of their youth program. The NCME will be available to consult with states about their mentoring programs for blind youth and continue to be a resource for best practices in mentoring. For more information, go to www.nfb.org/mentoring or call (410) 659-9314 Ext 2295.

National Center for Mentoring Excellence

Policy and Procedure Manual

SECTION 1: PROGRAM PLANNING

1.1  General Responsibilities for State Coordinators

1.2 Financial Sustainability

1.3 Advisory Committee

1.4 Types of Mentoring Relationships

1.5  Location of Mentoring Activities

1.1 General Responsibilities for State Coordinators

The State Coordinator is responsible for the day-to-day operations of the mentoring program and carrying out the goals consistent with the guidelines and mission of the Mentoring Program.

Responsibilities include maintaining a high standard of excellence in mentoring based on best practices as outlined in the National Center for Mentoring Excellence Policy and Procedures Manual.

Responsibilities include but are not limited to:

·  Attend scheduled training for NFB Youth Coordinators;

·  Identify and participate in mentoring trainings with organizations such as those identified on www.mentoring.org;

·  Use materials and consultation provided by the NCME as needed;

·  Work cooperatively with an advisory board and the affiliate president to develop specific plans for implementation of the mentoring program in the respective state;

·  Develop and maintain a positive working relationship with agencies, schools, universities, and consumer organizations of the blind, both at the local and state level;

·  Promote and publicize the Mentoring Program within the state;

·  Recruit transition age mentees who are blind or have low-vision and blind mentors;

·  Identify and screen potential mentors and mentees based on best practices as outlined in the National Center for Mentoring Excellence Policy and Procedure Manual;

·  Provide proof of background check for all mentors accepted into the program;

·  Match mentors and mentees;

·  Develop and facilitate mentor/mentee training and quarterly regional/statewide activities and events, and generate ideas for mentoring pair activities;

·  Monitor the progress towards meeting program goals;

·  Monitor the mentoring relationships through monthly contact with mentors and mentees;

·  Track and report to affiliate all expenditures related to grant allocation;

·  Hold routine teleconferences for mentors and mentees to keep them apprised of activities. It is recommended that mentor and mentee teleconferences are held separately in most cases;

·  Work on fundraising for the program, whether it is through grants or activities;

·  Develop working relationship with employers in local communities within state for the purpose of job shadowing experiences for youth; and

·  Submit all necessary reports to affiliate and state agency.

1.2 Financial Sustainability

Agencies/organizations who administer mentoring programs are responsible for developing a financial plan that may include the following budget items:

·  Staff salaries and benefits;

·  Operating expenses such as marketing, training, supplies, screening fees, and travel; and

·  Program activity support such as confidence-building activities, recognition events, food, housing, transportation, and activity allowance for mentors and mentees, etc.

Agencies/organizations are responsible for developing a financial plan with budget projections to sustain the program. It is also the responsibility of the agencies/organizations to identify and secure a diversified stream of funding that does not heavily rely on one source.

1.3 Advisory Committee

The National Center for Mentoring Excellence recommends that the mentoring program is guided by an advisory council. The advisory council could be the board of the affiliate. This committee supplies the expertise, tools, and oversight to advance the mentoring program, and to insure that it continues to effectively meet the needs of blind youth and young adults.

The Advisory Committee should maintain a balanced representation of knowledgeable people from the following areas:

·  Mentoring;

·  Blindness community;

·  Education professionals;

·  Rehabilitation professionals;

·  Business leaders/employers;

·  Blind youth; and

·  Parents/youth representatives.

1.4 Types of Mentoring Relationships

For the purpose of the initial demonstration grant program, the primary type of mentoring relationship was traditional (one adult to one young adult). The mentoring pairs committed to spending eight (8) hours face-to-face time. The traditional mentoring relationship is ideal for gaining the trust of a blind young adult, but it may be supported by the following with active participation of the assigned mentor:

·  Group mentoring (one adult to up to four young people);

·  Team mentoring (several adults working with small groups of young adults, if the adult to youth ratio is no greater than 1:4); and

·  E-mentoring, i.e., mentoring via e-mail and the Internet, only in conjunction with any of the above mentoring relationships.

1.5 Location of Mentoring Activities

Mentoring can take place in a wide array of settings. The mentoring relationships will need to occur in settings that will promote the acquisition of experiences that will build confidence, increase knowledge, and encourage personal and career development. It is important when choosing the location of a mentoring activity to remember that the key to mentoring is spending quality time together and building the mentoring relationship, while promoting the Five Essential Elements for Success for blind people as outlined in Section 3.6.4 of this manual.

This manual has been developed as the result of a five-year grant from the U.S. Department of Education, Office of Special Education and Rehabilitative Services, Rehabilitation Services Administration and has been adapted from the sample National Mentoring Center Policy and Procedure Manual.

SECTION 2: Policies

The following policies will guide the coordination and execution of all program activities.

2.1 Eligibility

2.2 Recruitment

2.3 Inquiry

2.4 Screening

2.5 Transportation

2.6 Overnight Visits and Out-of-town Travel

2.7 Training

2.7.1 Training and Activity Evaluations

2.8 Matching

2.9 Support and Supervision

2.10 Confidentiality

2.11 Record-keeping

2.12 Mandatory Reporting

2.13 Use of Alcohol, Drugs, and Firearms

2.14 Unacceptable Behavior

2.15 Recognition

2.16 Closure

2.17 Evaluation

2.1 Eligibility Policy

All participants must meet the defined eligibility criteria. Mentoring staff should be knowledgeable of and understand all eligibility criteria required for mentor and mentee participation in the program.

Mentor Eligibility Requirements

A mentor must:

·  Be legally blind or low vision;

·  Demonstrate attitude/perspective that is consistent with the NCME mission;

·  Demonstrate competence in daily living skills;

·  Demonstrate success in a career/steps towards attaining a successful career;

·  Reside in the state of the mentoring program in which he or she is applying—unless otherwise approved by the mentoring program staff;

·  Have access to reliable transportation;

·  Have a clean criminal history; and

·  Have never been accused, arrested, charged, or convicted of abuse or molestation.

A mentor must agree to:

·  Make a two-year commitment to the program;

·  Meet with mentee face-to-face for a minimum eight hours per month;

·  Communicate weekly with mentee either by telephone, email, or instant messaging (IM);

·  Attend required mentor orientation and trainings;

·  Participate in required mentor teleconference;

·  Participate in planned individual and group activities;

·  Communicate regularly with the State Coordinator; and

·  Submit reports as required by the program.

A mentor must not:

·  Have been convicted of a felony;

·  Have been convicted of the use of illicit drugs;

·  Use alcohol or controlled substances in an excessive or inappropriate manner;

·  Currently be in treatment for substance abuse. If a substance abuse problem has occurred in the past, the applicant must have completed a non-addictive period of at least five years;

·  Currently be under treatment for a mental disorder or have been hospitalized for a mental disorder in the past three years; and

·  Have falsified information during the course of the screening process.

Mentee Eligibility Requirements

A mentee must:

·  Be legally blind or low vision;

·  Be at transition age at the time of application;

·  Reside in the state of the mentoring program in which he or she is applying--unless otherwise approved by the mentoring program staff;

·  Enter and be willing to participate in the program voluntarily;

·  Agree to abide by all policies and procedures; and

·  Obtain parental approval for participation in the program (if under the age of 18).

Expectations for Participation

A mentee must agree to:

·  A two-year commitment to the program;

·  Complete screening procedure;

·  Commit to a meet face-to-face with your mentor monthly for a minimum of eight hours;

·  Communicate weekly with his/her mentor either by telephone, e-mail, or instant message (IM);

·  Attend required mentee orientation and trainings;

·  Participate in planned individual and group activities;

·  Communicate regularly with the State Coordinator;

·  Submit required reports;

·  Apply for state Vocational Rehabilitation services; and

·  Participate in mentee teleconferences.