A Nuts and Bolts Checklist for Mentoring Programs

Does your mentoring program have the following?

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 desciptions
• 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 programs'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.