Helping to cut out Violence , Homelessness, and Unemployment

From Our Ashes

 &

 Women Of Worship Sorority

Guidelines,Rules, and Code of Conduct Program Policy and Procedures

Your Role as a Mentor: At the initial stages of the match, your men-tee may appear to be hesitant, unresponsive, and unappreciative of the mentor relationship.  The men-tee's attitude will gradually take a positive turn as he/she realizes your sincerity about being a friend.  Be patient!


Remember that the mentor-men-tee relationship has an initial phase.  During this phase the men-tee is more interested in getting to know how real you are and how much he/she can trust you.  Establish how you can reach your men-tee: by phone.  Establish a time and phone number where you can usually answer calls or make contact.  Men-tees need encouragement to leave a messages on your voicemail to confirm meetings as well as to cancel them.


Experience demonstrates it is counterproductive to assume roles other than a dependable, consistent friend.  Present information carefully without distortion and give all points of view a fair hearing.  Listen carefully and offer possible solutions without passing judgement.  Don't criticize or preach.  Think of ways to problem solve together rather than lecturing or telling the men-tee what to do.  Never should of your men-tee.


Respect the uniqueness and honor the integrity of your men-tee and influence him/her through constructive feedback.  The mentor empowers the men-tee to make right decisions without actually deciding for the men-tee.  Identify the men-tee's interests and take them seriously.  Be alert for opportunities and teaching moments.  Explore positive and negative consequences.


Set realistic expectations and goals for your men-tee and make achievement for them fun.  Remember there is a big difference between encouraging and demanding.  Encourage your men-tee to complete his/her secondary education and pursue higher learning or vocational goals; provide access to varying points of view.  Assist in making the connection between his/her actions of today and the dreams and goals of tomorrow.  Don't get discouraged if the men-tee isn't turning his/her life around or making great improvements.  Mentors have a great deal of impact; it's not always immediately evident.  Look for signs such as increased school attendance, improved grades, showing up for meetings and expressing appreciation.


As a friend you can share and advise, but know your limitations.  Problems that your men-tee may share with you regarding substance abuse, molestation and physical abuse are best handled by professionals.  If you have any concerns, contact the mentor coordinator immediately.


Be supportive of the parent, even when you may disagree.  Don't take sides or make judgments concerning any family conflict or situation.  Leave the parenting to the parent.


Discipline - There may be instances when your men-tee's behavior is unacceptable.  Again, remember the parent is responsible for the child's discipline.  The following guidelines are to be used if the parent is not around to assume the responsibility for the child's' behavior.  Don't forget to inform the parent about the steps you took and why you took them.  Never physically discipline.  Never use abusive language. Don't use ultimatums.  Most children will listen and respond to reason.  Explain to your men-tee why you find his/her behavior unacceptable.  Don't give your men-tee the silent treatment to solve the  problem.  Discuss your concerns.  On very rare occasions, your child may need to be taken back home because of unacceptable behavior.  Before taking this action, tell him/her what you are doing and why you made the decision,  Taking your men-tee back home because of his/her behavior doesn't necessarily mean the match(relationship) has ended.  Before you leave make sure the child understands he/she will see you again and that you are not using his/her behavior as a pretext to abandon the relationship.


Health and Safety - Protect the health and safety of your men-tee and seek advice from school faculty or program staff whenever in doubt about the appropriateness of an event or activity and inform school or program staff of any persons, situations or activities that could affect the health and safety of the men-tee.

Do not use alcohol, tobacco or drugs when with your men-tee.

Do not have firearms or weapons present while with your men-tee.

Have adequate personal liability and automobile insurance coverage.

Ensure your men-tee has all the necessary protective items and is well supervised on outings.

Do not leave men-tee alone or with strangers.

If you have become aware that your men-tee's safety or the safety of another is in jeopardy through disclosure (child abuse, sexual abuse) report your concern to the mentor coordinator or teacher immediately.  Let your men-tee know that you are required to do so.

This requirement should always be discussed at the beginning of the relationship to inform the men-tee of your obligation to report safety concerns.


Activities and Money; - Taking the first step in planning activities is primarily your responsibility; however, ask your men-tee to help make decisions or have him/her plan an activity.  

The mentor-men-tee match is a one-on-one relationship  that takes time to build.  Try to avoid bringing someone else when you are with your men-tee.  However you may include others spouse, friends, other men-tees/mentors and relatives from time to time.

Where this program is design to help with career and personal choices their main be activities that you want to attend that cost money.  Consult with your men-tee about cost and find out how he/she will pay. 

You can assist him/her in paying his/her share, but always discuss cost and activities with the parents.

Entertainment is not the focal point of your relationship.  Do not spend and exorbitant amount of money for activities, birthday presents, and so on.

Always call your men-tee before your scheduled meeting or appointment to remind him/her.  Be sure you have parental approval for activities that take place away from program premises.


Return your men-tee home at the agreed-upon time.  If you are unable to or there is a change in plans, always call the parent to let him/her know.

Program Rules;

No overnight stays - unless it is a look-in where there will be program staff members in attendance.

Discussions between you and your men-tee are considered confidential.  Be careful about sensitive personal issues.  The men-tee's personal or family life may be difficult to discuss, particularly early in the relationship.  Your men-tee may be ashamed of poor school performance, family culture and religion, financial problems and so on.  It is important not to measure the success of the relationship by the extent of the men-tee's disclosure. 

If you have a concern you feel is beyond your ability to handle, call the mentor coordinator even if it seems trivial.  There is no reason to feel helpless or hopeless.


Measure of Success - Your men-tee may realize for the first time that he/she has potential and start setting goals, developing new skills, become aware of time management, is confident and self-assured, increased cooperation with parents, teachers and peers, behavior changes, values education and the learning process, increase in school attendance, improved grades, respect for teachers, has a willingness to help others, ability to see the future, ability to plan for college or trade school.


Your men-tee - will reward you through notes, emails or simply conversation.  He/she may tell you how great you are, how you might have helped him/her with a specific problem and so much more.  It may be big or small.  Whatever the compliment, know that what you are doing has a significant impact on the future of this men-tee.

You will work with your men-tee to establish mutual respect, friendship. motivation and measurable goals.  Please don't hesitate to ask questions if you find any part of the guidelines unclear or confusing.  The mentor coordinator is available to assist you in any way possible.

Your commitment and dedication to your men-tee may be the most profound opportunity that you experience.  The quality of the relationship you build directly influences the life and future of the men-tee.  Please exert every effort to maintain professional standards, (meaning)-reflect our values, priorities, assumptions and what we believe to be important, improve your mentor skills, and exercise good judgement when engaged in any activity involving your men-tee be careful of how you approach them, how you position them, and your assumptions of them, your underlying dispositions: and what this might mean for being a mentor.

Mentoring is not a panacea for all the problems/decisions facing your men-tee and his/her family.  The essence of mentoring is the sustained human relationship: a one-on-one relationship that shows a men-tee that he/she is valued as a person and is important to society.

As a mentor you are a: POSITIVE ROLE MODEL- FRIEND- COACH- AD-VISOR- SELF-ESTEEM BUILDER-CAREER COUNSELOR-ADVOCATE 


 Eligibility Policy

 It is the policy of the Saving Our Sons and Daughters Mentoring and a Meal Program that each participant must meet the defined eligibility criteria.  Mentoring staff should be 

 knowledgeable of and understand all eligibility criteria required for mentor and men-tee participation in the program.

 Extenuating circumstances may be reviewed at the discretion of the program director and representatives of the board of directors when all eligibility requirements are not clearly met.

 These instances are expected to be rare.


Mentor  Description

The Saving Our Sons And Daughters Mentoring and A Meal Program will help to empower youth to make positive life choices that enable them to maximize their potential

The mentoring program uses Adult Volunteers to commit to supporting, guiding, and being a friend to a young person for a period of at least one year.  By becoming part of the social network of adults and community members who care about the youth, the mentor can help youth develop and reach positive academic, career and personal goals.

 Mentor Role

  •       Take the Lead in supporting a young person through an ongoing, one-to-one relationship
  •       Serve as a positive role model and friend
  •        Build the relationship by planning and participating in activities together
  •       Strive for mutual respect
  •       Build self-esteem and motivation
  •       Help set goals and work toward accomplishing them


 Participation Requirements

  •      Be at least 18 years old
  •      Live in the State of Illinois
  •      Be interested in working with young people
  •      Agree to a one year commitment to the program      Be              willing to commit to spending a minimum of eight hours a month
  •       Be willing to communicate with men-tee weekly
  •       Be willing to adhere to all program policies, procedures, rules, and regulations
  •       Be willing to complete the application and screening process
  •       Be dependable and consistent in meeting the time commitments
  •       Attend mentor training sessions as prescribed
  •       Be willing to communicate regularly with program staff, submit activity information,and take constructive feedback regarding mentoring activities
  •       Have access to an automobile, auto insurance, and a good driving record and current driver license for those who will transport men-tee's
  •       Have a clean criminal history that has anything to do with crimes against women and children, murdering some one or any form of domestic, sexual or any other violence and          never accused, arrested, charged, or convicted
  •       No use of illicit drugs
  •       No use of alcohol or controlled substances in an inappropriate manner
  •        Not currently in treatment for substance abuse and have a non-addictive period of at least five years
  •        Not currently in treatment for a mental disorder or hospitalized for such in the past five years
  •        Not have falsified information during the course of the screening process

 Desirable Qualities 

  •        Willing listener
  •        Encouraging and supportive
  •        Patient and flexible
  •        Tolerant and respectful of individual differences

 Benefits

  •        Personal fulfillment through contribution to the community and individuals
  •        Satisfaction in helping someone mature, progress, and achieve goals
  •        Training sessions and group activities
  •        Participation in a mentor support group
  •        Mileage and expenses are tax deductible
  •        Personal ongoing support, supervision to help the match succeed
  •        Men-tee/mentor group activities, complimentary tickets to events
  •        Participation recognition events

 Application and Screening Process

  •        Written application
  •        Driving record
  •        Criminal history check: state, child abuse and neglect registry, sexual offender registry 
  •        Personal interview
  •        Provide three personal references
  •        Attend two-hour mentoring training at the minimum before being matched
  •        Fill out Mentor Interest Survey

                                                                                                                                            Men-tee Description 

  •        Be 13 and up
  •        Reside in Illinois
  •        Demonstrate a desire to participate in the program and be willing to abide by all The Saving Our Sons and Daughter Mentoring and a Meal Program rules, regulations,
  •        policy and procedures
  •        Be able to obtain parental/guardian permission and ongoing support for participation in the program
  •        Agree to a one year commitment to the program
  •        Commit to spending a minimum of eight hours a month with mentor
  •        Be will to communicate weekly with mentor 
  •        Complete a screening procedure
  •        Agree to attend men-tee training as required
  •        Be willing to communicate regularly with the program director and discuss monthly meeting and activity information 

       Bring copy of immunizations and vaccinations to be put in file


 Recruitment Policy

 Board Approval Date December 14, 2019

 Revision Date   ________

      It is the policy of The Saving Our Sons and Daughters Mentoring and a Meal Program that there be ongoing recruitment activities for new mentors.  As such, an Annual Recruitment

 Plan will be developed and will include recruitment goals, strategies to achieve those goals, an annual timeline, and budgetary implications.  This plan will be kept current with any on-

 going adjustments.  Additionally a detailed Quarterly Recruitment Activity Plan will outline specific tasks and activities.


 Recruitment Procedure

 Board Approval Date December 14, 2019

 Revision Date  __________

 1.  All new staff members receive training on the principles of volunteer recruitment and are required to understand the mentoring program's recruitment plan

 2.  The program director will take the lead in developing the Annual Recruitment Plan with input from mentoring staff, the executive director, and advisory board.

       Planning should be finalized, including agency and board approval, one month prior to the beginning of the new fiscal year.

 3.  The program director will complete a detailed Quarterly Recruitment Activity Plan of specific tasks, roles and responsibilities, and a week-by-week timeline,

      incorporating other staff, the executive director, and advisory board members to implement specific recruitment activities.  This activity plan must be reviewed and approved 

      by the executive director and/or advisory board prior to implementation.

 4.  The program director is responsible for ensuring implementation of the Annual Recruitment and Quarterly Activity Plans.

 5.  Efforts will be made to hold a recruitment plan and review and planning meeting quarterly prior to development of the next quarter's plan to include the program director, full 

      advisory board, the executive director, as well as other program staff or others of concern

 6.  The program director will finalize and distribute the quarterly recruitment activity plan to the agency, staff and board.

 7.  The program director will summarize the Volunteer inquiry Track log and provide the results to the executive director on a quarterly basis along with the number of successful 

      matches.

 8.  The executive director will provide the yearly budget for recruitment and marketing activities.  The program director is responsible for tracking and monitoring expenditures.

      Based on tracking data and overall effectiveness of the recruiting efforts, staff will revise the strategy as needed.


 Inquiry Policy

 Board Approval Date December 14, 2019

 Revision Date __________

       It is the policy of The Saving Our Sons and Daughters Mentoring and a Meal Program that all inquires regarding participation in the mentoring program are responded to within two 

 business days.  Superb public relations and customer service must be provided to all potential program participants at all times, from first contact throughout the screening process

 and beyond, regardless of the final screening outcome.  All program staff handling calls from prospective mentors must be patient, courteous, and respectful in all interactions.

 A system, including backup support and staffing training, must be in place to ensure this policy is enforced.

 Confidentiality for all potential participants will be upheld from the initial point of contact forward.

 Inquiry Procedures

     All persons inquiring to be program participants or making referrals regarding potential men-tees must speak directly to mentoring program staff.  If program staff members

     are unavailable, other agency staff should courteously take a message and inform inquirers they will be contacted within two days. Program staff must follow the inquiry 

     procedure as outlined below:

 1  . All prospective mentor inquires will be recorded on the Volunteer Inquiry Tracking form, including how the person heard about the program.

 2  . All mentor and men-tee inquires regarding participation in the program must be answered within two business days.

 3  . Program staff provides a verbal overview of the program to all phone and in-person inquires, adjusting the message to whether they are potential mentors or men-tee

  •                                                       Overview of program and program purpose
  •                                                       Time and duration of commitments
  •                                                       Overview screening and requirements 
  •                                                       Training requirements
  •                                                       Next step is to attend orientation

 4.   All prospective participants requesting to learn more and/or wanting to attend an orientation session will receive the following materials in person or by mail: 

  •                                                       Program brochure
  •                                                       Mentor description (mentors only)
  •                                                       Application Packet (mentor - or - men-tee specific)
  •                                                       The times and dates of upcoming orientation sessions (mentor - or - men-tee specific)

 5.   The Mentoring Program Director must then hold separate one - hour - mentor and men-tee orientation sessions at least once a month to provide more detailed information about

       the program.  Orientation sessions are held primarily to create interest among prospective participants and allay any concerns they may have about the  program.


       After prospective participants attend the orientation session and submit an application, the program director may then complete the screening procedure for those who

       are interested and willing to make the required commitment. 

 Screening Policy

 Board approval December 14, 2019

 Revision Date _________

   It is the policy of The Saving Our Sons and Daughters Mentoring and Meal Program that each mentor and men-tee applicant complete a screening procedure  All staff members

   must be trained and required to carefully follow the screening procedures.

   At minimum, the following screening procedures are required for mentor and men-tee applicants.  Program staff must ensure that each applicant completes these established 

   minimum screening procedures.

   Mentor Screening Procedures

  •             Attend the two - hour mentor training
  •             Complete written application
  •             Check driving record and gain copy of current insurance coverage 
  •             Check criminal history: state  criminal history, child abuse registry, sexual offender registry, same checks must be performed in all states resided in as an adult.
  •             Provide three personal references
  •             Complete personal interview

    Men-tee Screening Procedures

  •              Attend the two - hour men-tee training
  •              Complete written application
  •              Obtain parent/guardian consent
  •              Complete personal (men-tee ) interview

   The decision to accept an applicant into the program will be based upon a final assessment done by the program staff at the completion of the mentor or men-tee screening

   procedure.  The program director has final approval for an applicant's acceptance into the program.  No reason will be provided to mentor applicants rejected from participation

   in the program.

   All mentors are expected to meet the eligibility criteria.  However, extenuating circumstances may be reviewed at the discretion of the program director and acceptance may  then 

   be allowed with written approval of the executive director and representative of the board of directors when all eligibility requirements are not clearly met.  These instances are 

   expected to be rare.

   Documentation of the screening process must be maintained for each applicant and placed in confidential files.

    Mentor Screening Procedure

 Board approval December 14, 2019

 Revision Date _________

     In accordance with the Saving Our Sons and Daughters Mentor and a Meal Program eligibility  and screening policies, mentoring program staff  should complete  the steps below to 

     determine if a candidate qualifies to become a mentor.

 1. The applicant must return all completed materials in the application packet given to them during the inquiry process including the written application , Information release, personal 

      references, and mentor interest survey.  Proof of a valid driver's license and auto insurance must all be provided at this time.

 2.  A mentor file should be created for all prospective mentors who return a completed application.  A mentor contract sheet should be kept on top of one side of each file.  The file 

      should also contain the mentor assessment summary followed by all other application materials and interview notes.  As each component of the screening process is completed,

      update the checklist on the  mentor assessment summary.

 3.  Mentoring program staff members should:

  •               Make an appointment and conduct an in-person interview with the prospective mentor
  •               Conduct phone interviews with three personal references
  •               Process the driving record, criminal history, child abuse registry, and sexual offender registry checks

 4.   Based on all information gathered above, complete the volunteer assessment and make a determination as to the appropriateness of the participant's involvement in the program.

 5.   Send out n an acceptance or rejection letter to the applicant based on the overall assessment of appropriateness.

 6.   If applicant is rejected, the applicant's file should be placed into the file area of ineligible applicants.

 7 .  If the applicant is accepted, the mentor must complete the initial two- hour training session prior to being matched with a men-tee.

     Men-tee Screening Procedure

 Board approval December 14, 2019

 Revision Date _________

      In accordance with the Saving Our Sons and Daughters Mentoring and a Meal Program eligibility and screening policies, program staff should complete the steps below to determine

      if a candidate qualifies to become a men-tee.

 1   Upon receiving a referral for any youth, program staff must begin the process by mailing a Parent/Guardian referral letter, dates and times of upcoming men-tee orientation sessions,

      and an application packet.  It is advised that the staff do a follow-up call to the parent/guardian within 72 hours of mailing the letter.

 2.  The applicant must return all completed materials in the application packet given to them during the inquiry process, including the written application, contact and information 

       release, and men-tee interest survey.

 3.   A men-tee file should be created for all prospective men-tees who return a completed application.  A men-tee contact sheet should be kept on top of one side of each file.  The

       file should also contain the men-tee assessment summary followed by all other application materials and interview notes.  As each component of the screening process is 

       completed, update the checklist on the men-tee assessment summary.

 4.   Mentoring program staff must then make an appointment and conduct an in-person interview with the prospective men-tee.

 5.   Based on all information gathered  above, complete the men-tee assessment summary and make a final determination as to the appropriateness of the participant's involvement

       in the program

 6.   Send out an acceptance or rejection letter to the men-tee or parent/guardian based on the overall assessment of appropriateness.

 7.   If the applicant is rejected, the applicant's file should be placed into the file area of ineligible applicants.

 8.   If the applicant is accepted, the men-tee must complete the initial two-hour training prior to being matched with a mentor.

 Matching Policy

 Board approval December 14, 2019

 Revision Date _________

   It is policy of the Saving Our Sons and Daughters Mentoring and a Meal Program that the program director will follow the guidelines outlined in the match procedure prior to creating

   a mentor/men-tee match.  The program director should use the factors outlined in the matching procedure  to determine the suitability of a mentor/men-tee match.

 The program director will determine the suitability based on the following criteria:

  •          Preferences of the mentor, men-tee and/or parent/guardian
  •          Similar gender/ethnicity
  •          Common interests
  •          Geographic proximity
  •          Similar personalities

   Matches must be either male adult to male youth or female adult to female youth.  In special circumstances and with board or director approval, it is acceptable for female mentors 

   to be matched with male youth.  It is never acceptable for male mentors to be matched with female youth.

Matching Procedure

Board approval December 14, 2019

Revision Date_________

 1. To begin the match process, the program director reviews the application, interview notes, and interest survey information of both mentor and men-tee to determine match                       suitability between mentor and men-tee.  The greatest weight will be placed on the men-tee preference and needs.  A match selection will be made using the match suitability 

     criteria as a guide.

  •             Preference of the mentor, men-tee, and parent/guardian 
  •             Similar gender/ethnicity 
  •             Common interests 
  •             Compatibility of meeting times
  •             Geographic proximity 
  •             Similar personalities 

2.  Once a potential match is identified, and prior to contacting any prospective participants, the program director must review the files of the potential mentor and men-tee to ensure         all screening procedures have been completed and both have met all eligibility criteria.  As determined, the program director fills out the match worksheet.  A copy of the match               worksheet will be placed in both the mentor and men-tee files once a match is made.

3.  The program director then first contacts the prospective mentor and without using last names, describes and provides information about the men-tee to determine if there is                   interest by the mentor.

4.  Given initial interest by the mentor, the program director then provides the men-tee’s parent/guardian with a description and information about the prospective mentor.

5.  If both the mentor and the parent/guardian agree, the program director will then contact the men-tee and describe the prospective mentor to them.  The men-tee is informed last so       to minimize disappointment if either the mentor and or parent/guardian does not approve of the suggested match in some way.

6.  Once parties tentatively agree to a match, a time is scheduled for an introductory meeting.  The program director facilitates this introductory meeting of the mentor, men-tee, and           parent/guardian.  The program director should conduct the meeting.

Match Support and Supervision Policy

Board approval December 14, 2019

Revision Date _________

    It is the policy of the Saving Our Sons and Daughters Mentoring and a Meal Program that mentoring staff will make monthly phone or personal contact with all parties to each match

    including the mentor, men-tee and parent/guardian.  Staff must gather information for that month including the dates and times spent participating in mentoring activities and a 

    description of those activities, and assess the success of the match from all party's perspectives.  In case of match difficulties, discord, or concerns, appropriate discussion and 

    intervention must be undertaken to improve or rectify problem areas.

    Mentoring staff must follow steps outlined in the match support and supervision procedure.  Beyond monitoring the match relationship and activities, staff must undertake other

    efforts that support participants, such as regular group activities for matches, ongoing training events, a formal support structure for mentors, and the attainment of admission

    to community events/activities for match participants.

Match Support and Supervision Procedure

Board approval December 14, 2019

Revision Date ________

    Supervision

   Once matched, the program director or another program staff person will be assigned to support and monitor all parties to a given match including the mentor, men-tee, and parent/

    guardian.

   The assigned staff person will add report logs to the right side of the respective case files: The mentor report - men-tee report and parent/guardian files.

    Within one week of the first activity date of a new match, the assigned staff person will make phone/personal contact with all parties to determine how the first meeting went.

    At that time, they will make their first entries in the report logs in each file.

    After this initial contact, the assigned staff member will then follow up monthly by phone with each party to gather information regarding meeting dates, times, activities, and how

    the match is proceeding.  Three attempts to contact each party will be made in a given month before a written letter or note will be mailed requesting they call the program director.

    With each contact, information will be recorded on two forms in the case files: Mentor or Men-tee contact sheets: An entry will be made the respective Mentor/Men-tee contact 

    sheet that supervision contact was made, noting if a report log was filled out, a message was left, or there was no answer . The respective Mentor/Men-tee contact sheet should be 

    completed each time a mentor/men-tee or parent/guardian makes contact even if outside monthly supervision times.  Report log: Detailed information regarding the dates, times, 

    activities, and progress of the match will be recorded on the respective report logs.

    In order to assess how the match is proceeding, staff may inquire about the following and/or probe beyond to uncover core issues:

  •       Are they enjoying participating in the match?
  •       How do they feel it is going ?
  •       Are they having any difficulties?
  •       Is the relationship developing as they would like?
  •       If not, why do they think it isn't?
  •       Are there any concerns or issues that should be addressed by program staff?
  •       Do they need more support or any intervention?
  •        Facilitation introductions
  •       Have the mentor take the lead in talking about his/her interests, hobbies, and why he/she wants to be a mentor, followed by the men-tee doing the same.  Asking each party          if they are interested in moving forward with the match.
  •       If anyone is uncertain, the parties may be given time to consider the match further.
  •       If all agree to move forward with the match, match contracts must be completed and signed by all parties.  Copies of all are given to each party.
  •      The first mentor and men-tee match meeting date and time should be confirmed.  Telephone numbers and addresses can be exchanged at this time.
  •      The parent/guardian must provide a copy of the youth's health insurance card or health insurance provider information to the mentor at this time.
  •      Once the match is made, staff will add the men-tee/mentor files and schedule the first follow-up call to each person within the first week following their first meeting date.


 Training Policy

 Board approval December 14, 2019

 Revision Date _________

    It is the policy of the Saving Our Sons and Daughters Mentoring and a Meal Program that all mentors and men-tees attend a minimum of two-hour initial training sessions prior to            being matched.  The agendas must cover basic program guidelines, safety issues (including mandatory reporting), and communication/relationship building skills.  Each mentor

    and men-tee will attend a minimum of an additional two-hour in service training session at least twice a year.  These in service sessions will be offered a minimum of each quarter.

    It will be the responsibility of the program director to plan, develop, and deliver all training sessions with assistance from other staff, board members, and volunteers.

    Evaluation forms will be collected from each training session for the purpose of evaluating/improving the content of the training and trainer performance.

 

 Training Procedure 

 Board approval December 14, 2019

 Revision Date _____________

  General training procedure

1.  Each mentor and men-tee must attend a two-hour training session prior to being matched as well as at least two in service training sessions per year of involvement in the Saving         Our Sons and Daughters Mentoring and a Meal Program, the letter being offered to each quarterly at the minimum.

2.  The program director has the lead role in managing training sessions logistics, and processing the training evaluation forms.  Sessions should be conducted by program staff or               along with outside experts, and mentors and men-tees currently in the program.

3.  Training evaluations forms will be distributed and collected following all training sessions.

4.  A training manual and supporting materials will be developed and maintained separately from the policy and procedures by the program director.  Training materials will be reviewed         and updated based updates n program and training evaluation feedback at least semi-annually.

Initial Training Session 

1.  After potential mentors and men-tees have competed the screening process and been accepted to participate in the program, the director will notify them of the next training times       and schedule them to attend a training session.  Two days prior to the training, the director will call to remind participants about the training.

2.  Basic mentor and men-tee training sessions will be held once a month.

3.   Participants must complete the mentoring training completion forms, which will be added to the right side of their case files.

4.  Content for the initial training sessions must include basic program guidelines, safety issues, and communication/relationships building skills.  Sexual abuse prevention training, in         particular, is mandatory for both mentors and men-tees.

5.  A training completion certificate will be given to each participant at the end of their initial training session.

 Closure Policy

 Board approval December 14, 2019

 Revision Date __________

   It is the policy of the Saving Our Sons and Daughters Mentoring and a Meal Program that all mentors and men-tees must participate in closure procedures when their match ends.

   Closure is defined as the ending of a formal match relationship regardless of the circumstances of the match ending or whether they intend to have a future contact informally

   beyond the match duration.  While no party is expected to continue the relationship beyond the the formal end of a match, matches may continue in the program beyond the contract

   period (one year) for Saving Our Sons and Daughter matches and receive ongoing support and supervision.

   Closure can occur for any number of reasons including: the contract match duration has ended, one or both participants do not want to continue the match, there are changes in life

   circumstances of either the mentor or men-tee, or an individual no longer meets the requirements for program participation.  Hence, the match may end at the discretion of the                 mentor,

   men-tee, parent/guardian, and/or program director.  It is left to the discretion of the program director whether an individual will be reassigned to another match in the future based 

   upon past participation performance and current goals and needs of the program.

   Future contact will be at the mutual and informal agreement of the mentor, the men-tee, and parent/guardian.  If future contact is agreed upon, the Saving Our Sons and Daughters

   Mentoring and a Meal Program will not be responsible for monitoring and supporting the match after the match has ended.  The director will verbally and in writing inform all parties-

   mentor, men-tee, and parent/guardian- that the formal match has ended and that the Saving Our Sons and Daughters Mentoring and a Meal Program will not be liable for any incidents

   that occur after the match has closed.

 Closure Procedure

 Board approval December 14, 2019

 Revision Date __________

The Saving Our Sons and Daughters Mentoring and a Meal Program staff will follow the closure procedures as closely as possible and will vary based on the reasons for the match ending: 

1.  At the point it is decided that a match is closing, the mentoring program staff will fill out a match closure summary form and supervise and instruct all participants through the closure process.  A copy of the match closure summary will be placed in both the mentor and men-tee files.

2.  All closures must be classified as to the reason for the match ending.  The major classifications are as follows and the circumstances will dictate the procedure to be followed:

Planned 

A planned closure is one that has been known about for a period of time such as three months or more.  Common reasons for planning a match closure may include the match reaching the end of the one-year commitment, the youth ages out of the program, and/or the goals of the match have been achieved.

Extenuating

Extenuating circumstances for match closure are usually more sudden in nature, and beyond the control of the program and/or its participants, i.e. relocation or moving away, or an unexpected personal crisis.

Difficult

A difficult match closure is due to relationship or behavioral difficulties, i.e., lack of cooperation or contact, parental disapproval, irreconcilable issues, lack of compatibility, and/or violation of program polices.

3.  In all cases, attempts will be made to have a closure meeting to include program staff, the mentor, and men-tee.  The parent/guardian may attend if he/she desires.  The meeting agenda should cover the following, depending on the circumstances of closure:

  •       Open discussion about the relationship ending
  •       Complete the closure exit survey
  •       Discuss Saving Our Sons and Daughters Mentoring and a Meal Program polices around future contact (see closure policy)
  •       Distribute participant closure letters

4.  In the absence of a meeting, program staff will attempt to contact all parties by phone to inform them the match is closing and how best to proceed in closing the match. Closure letters and exit surveys will be mailed out to the mentor, men-tee, and parent/guardian and will include self-addressed, stamped envelope.

5.  In all circumstances, the mentor, men-tee, and parent/guardian should all receive a closure letter stipulating the match has formally ended and any future contact is beyond the scope and responsibility of Saving Our Sons and Daughters Mentoring and a Meal Program.

6.  Program staff must coordinate closure proceedings with evaluation requirements and assist in any way necessary to gather evaluation data during this process.

7.  Copies of the closure letters and all completed exit surveys should be placed in the respective mentor or men-tee files.

8. Depending on planned future participation in the program, the files of mentors and/or men-tee exiting the program should be kept active or placed in the program archives.

 Confidentiality Policy

 Board approval December 14, 2019

 Revision Date ___________

It is the policy of the Saving Our Sons and Daughters Mentoring and a Meal Program to protect the confidentiality of its participants and their families.  With the exception of the limitations listed below, program staff will only share information about mentors, men-tees, and their families with other Saving Our Sons and Daughters Mentoring and a Meal Program Professional staff and the board of directors.  Further, all prospective mentors, men-tees, and parents/guardians should be informed of the scope and limitations of confidentiality by program staff.  Additionally, mentors, are required to keep information about their men-tee and his/her family confidential.

In order for Saving Our Sons and Daughters Mentoring and a Meal Program to provide a responsible and professional service to participants. It is necessary to ask mentors, men-tees, parents/guardians, and other outside sources to divulge extensive personal information about the prospective participants and their families, including

      .  Information gained from mentors and men-tees, written or otherwise, about themselves and/or their families, in application to and during program participation

      .  Participants names and images gained from participants themselves, program meetings, training sessions, and other events.

      .  Information gained about participants from outside sources including confidential references, school staff, employers.

Records are, therefore, considered the property of the agency, not the agency workers, and are not available for review by mentors, men-tees or parents/guardians.

 Limits of Confidentiality 

Information from mentor and men-tee records may be shared with individuals or organizations as specified below under the following conditions:

      .  Information may be gathered about program participants and shared with other participants, individuals, or organizations only upon receipt of signed release forms from mentors, men-tees, or parents/guardians.

      .  Identifying information (including names, photographs, videos, etc.) of program participants maybe used in agency  publications or promotional materials only upon written consent of the mentor, men-tee, and/or parent/guardian. 

Members of the board of directors have access to participants files only upon authorization by a formal motion of the board.  The motion shall identify the person(s) to be authorized to review such records, the specific purpose for such review, and the period of time during which access shall be granted.

A men-tee's or volunteer's right to privacy shall be respected by the agency.  Requests for confidential information from other organizations or persons shall be accompanied by a sign release from the mentor, men-tee, and/or parent/guardian.

 Violation of Confidentiality

A known violation of the agency policy on  confidentiality by a program participant may result in a written warning or disciplinary action such as suspension or termination from the program.

 Mandatory Reporting Policy

 Board approval December 14, 2019

 Revision Date ___________

It is the policy of the Saving Our Sons and Daughters Mentoring and a Meal Program that all staff, mentors, and other representatives of the program must report any suspected child abuse and/or neglect of agency clients or program participants immediately.  All such suspected reports must be made to appropriate stated and/or local authorities.  Program staff must follow the mandatory reporting of child abuse and neglect procedure.

All employees, volunteers, and mentors of the Saving Our Sons and Daughters Mentoring and a Meal Program are required to undergo training as to what constitutes child abuse and neglect, what the stated statutes are and how to properly report such cases.  Any staff, volunteers, or mentors accused of child abuse or neglect will be investigated by the agency.  Contact with program youth will be restricted or constrained and/or the person in question suspended from employment or program participation per the decision of the executive director and board of directors until such investigation is concluded.

 Mandatory Reporting of Child Abuse and Neglect Procedure

 Board approval December 14, 2019

 Revision Date _____________

All staff, agency representatives, and volunteers must adhere to the following mandatory reporting procedures: 

Suspected Child Abuse or Neglect

1.  All suspected incidents of child abuse or neglect, recent or otherwise, must be reported to the program director immediately, the same day if possible.

2. The program director must fill out the child abuse and neglect report form detailing critical information about the alleged incident of abuse or neglect.  Once completed and reported, this form will be kept in the men-tees file folder.

3.  Then program director must then file a report with the state Department of Children and Family Services within 24 hours per state statue.

4.  If knowledge of the suspected abuse or neglect occurs during non-business hours the mentor must 1 contact the agency crisis staff  or 2 make the report to the local community abuse hotline or directly to D.C.F.S.  The mentor must first attempt to contact agency/program staff.  If unable to do so at the time, he/she must file a report with the program director by noon the nest business day.  The program director must follow steps 1 and 2 above and follow up with the DCFS to ensure the report was adequately made by the mentor.

5.  In some cases, the D.C.F.S may require the mentor to be interviewed or make contact with them directly.  In such cases, the program director will accompany the mentor as allowed by D.C.F.S.

Suspected Child Abuse or Neglect by Program Staff or Volunteers

1.  The same procedure outlined above will be followed for any suspected child abuse and neglect by any staff person, program representative, or volunteer.

2.  In addition, the alleged abuser will be investigated by the Saving Our Sons and Daughters Mentoring and a Meal Program executive staff and Board members.

3.  During such an investigation, the alleged abuser will be immediately restricted from contact with youth, placed on employment probation, terminated, or suspended from participation in the program.

4.  In case of suspicion of a mentor, the parent/guardian will be immediately informed of the suspicion.

 Training

1.  All program staff, agency representatives, and volunteers must be trained on stated statutes of child abuse and neglect laws, and the agency's mandatory reporting policy and procedures prior to working with youth or participating in the Saving Our Sons and Daughters Mentoring and a Meal Program.

2.  Reporting of child abuse and neglect is mandated by the training policy and procedures and is included as a required topic in the training curriculum outline for both mentors and men-tees. 

 Unacceptable Behavior Policy

 Board approval December 14, 2019

 Revision Date ___________

It is the policy of the Saving Our Sons and Daughters Mentoring and a Meal Program that unacceptable behaviors will not be tolerated on the part of mentors or men-tees while participating in the program.  This policy is in addition to behavioral requirements stipulated in other policies or procedures within this manual.  This policy in no way is intended to replace or take precedence over other policy or procedures including, but not limited to, the following:

  •         Confidentiality policy
  •         Transportation policy 
  •         Overnight visits and out-of-town travel policy
  •         Mandatory Reporting of Child Abuse and Neglect Policy
  •         Use of Alcohol, Drugs, Tobacco, and Firearms Policy

A number of behaviors are regarded as incompatible with the Saving Our Sons and Daughters Mentoring and a Meal Program goals. values, and program standards and therefore are considered unacceptable and prohibited while participants are engaged in mentoring activities:

  •          Unwelcome physical contact, such as inappropriate touching, patting, pinching, punching, and physical assault
  •          Unwelcome physical, verbal visual, or behavioral mannerisms or conduct that denigrates, shows hostility, or aversion toward any individual
  •          Demeaning or exploitative  behavior of either a sexual or nonsexual nature, including threats of such behavior
  •          Displaying of demeaning, suggestive, or pornographic material 
  •          Known sexual abuse or neglect of a child
  •          Denigration, public or private, of any men-tee parent/guardian or family member
  •          Denigration, public or private, of political or religious institutions or their leaders
  •          Intentional violation of any local, state, or federal law
  •          Drinking while driving under the influence of alcohol
  •          Possession of illegal substances

Any unacceptable behavior, as specified but not limited to the above, will result in a warning and/or disciplinary action including suspension or termination from participation in the mentoring program.

 Use of Alcohol, Drugs, Tobacco, and Firearms Policy

 Board approval December 14, 2019

 Revision Date __________

It is the policy of the Saving Our Sons and Daughters Mentoring and a Meal Program to prohibit and discourage the use of drugs, alcohol, and firearms.  Men-tees and mentors are prohibited from using drugs or alcohol or possessing firearms while engaged in the mentoring relationship.  Any suspected violations should be reported to the program director.

Alcohol Beverages:

No participant of the Saving Our Sons and Daughters Mentoring and a Meal Program will possess or consume beer, wine, or other  alcoholic beverages while actively engaged or prior to actively engaging in mentoring, nor shall any participant endorse the use of alcohol.  Mentors and men-tees may go to aa location where minors are allowed and alcohol is served provided that the mentor and youth do not consume any alcohol.

 Drugs:

No participant of the Saving Our Sons and Daughters Mentoring and a Meal Program will manufacture, possess, distributed, or use any illegal substance while engaged in mentoring or otherwise.

 Tobacco:

The intent of the Saving Our Sons and Daughters Mentoring and a Meal Program is to create a smoke- and tobacco -free environment.  To that end, smoking and the use of all tobacco product is prohibited on the premises, or any other place while participating with a men-tee, and those involved with the program must refrain from the use of such product while engaged in mentoring.  The use of tobacco products includes but is not limited to cigarettes, cigars, pipes, chewing tobacco, snuff, or other matters or substances that contain tobacco.

 Weapons, Firearms, and other Dangerous Materials:

firearms, firecrackers, explosives, toxic or dangerous chemicals, or other lethal weapons, equipment, or material while participating in mentoring activities is strictly prohibited.

Any violation of this policy will result in the immediate suspension and/or termination of the mentoring relationship.  In addition, violation of this policy may result in notification being given legal authorities that may result  in arrest or legal action, and may be punishable by fine and/or imprisonment.

 Overnight Visits and Out -of-Town Travel Policy

 Board approval December 14, 2019

 Revision Date ____________

It is the policy of the Saving Our Sons and Daughters Mentoring and a Meal Program to encourage mentor/men-tee visits to be within the mentoring program for the first three months

and within the men-tees community.   After this time with parent/guardian written permission the men-tee be allowed to stay overnight with men-tor, and the overnight visits be at a minimum.   After six months the men-tee can only be permitted under the following conditions be able to attend a out-of-town travel.

  Overnight visits and out-of town travel are only permitted after six months participation with a match.   Between six months and one year, overnight visits and out-of -town            travel may occur only with approval from both program director and parent/guardian.  Out-of-town travel may occur only with the accompaniment of the parent/guardian                  or other    person designated by the parent/guardian twenty one years or older.  After one year, both overnight visits and out-of-town travel may occur with permission of the           parent/guardian only, and men-tee and mentor may travel alone out of town with parental permission.  All parties must report all such occurrences during their monthly contact with      mentoring staff, the nature of the activity, and the purpose.  For any all admissible out-of-town travel, the parent/guardian must write and sign a permission slip stipulating:  Their            child is permitted to travel with the mentor to the predetermined destination, specifying names and locations being traveled to.  Permission for medical treatment in the case of a 

medical emergency.  For any and all admissible out-of-town travel, the mentor must write out or type a detailed itinerary of the trip, and provide this to the parent/guardian prior to leaving, and include the following:  

  • The destinations 
  • Phone numbers of their cell phone places being visited, and lodging
  • Times and dates of departure and arrival at each location being visited
  • Expected time of return immediate notification of any changes or delays    

   For out-of-town trips of more than one day's duration, the mentor must check in with the parent/guardian daily by phone.  During permissible out-of-town travel the mentor will review

  •    and abide by all terms outlined in the transportation policy.

 Transportation Policy

 Board approval December 14, 2019

 Revision Date _____________

It is the policy of the Saving Our Sons and Daughters Mentoring and a Meal Program to allow mentors to transport men-tees in their own private vehicles.  The program director must ensure that all mentors meet the following criteria prior to transporting the men-tee.

  • All mentors must own a car or have access to reliable insured transportation; all safety equipment including blinkers, lights, brake and back-up lights, seat belts, tires, and brakes must be in good operating condition.
  • all mentors must possess a valid driver's licenses and present proof of auto insurance; a record of insurance will be maintained in the mentor's file and will be updated on an annual basis.
  • All mentors must undergo a driving record check and have a clean driving record for the last three years.
  • Saving Our Sons and Daughters Mentoring and a Meal Program requires that mentors obey all traffic laws, and use seat belts and headlights at all times.
  • Mentors must also avoid taking medication or using any other substances that might impair their ability to drive.
  • If an accident occurs while the mentor is engaged in mentoring, it should be reported to the program director promptly.  
  •   The mentor must carry a copy  of the men-tee's health insurance information in the transporting automobile at all times in case of emergency.                     

      If any of the above policy is not followed, the mentor will not be allowed to transport the men-tee in a private automobile or may face other consequences.

 Record-Keeping Policy

 Board approval December 14, 2019

 Revision Date _________

It is the policy of the Saving Our Sons and Daughters Mentoring and a Meal Program that each step of the mentoring application and match process be documented by creating a case file for each potential mentor and men-tee.  All forms for managing mentor and men-tee case files are included within the procedures section of this manual.

All records are to be kept confidential and are to be covered by the conditions outlined in the confidentiality policy.  Archival records or those records of past applicants and participants will be maintained and kept confidential for a period of seven years after the close of their participation in the program.  After seven years, the records will be shredded and discarded with approval from the executive director and destroyed only by approved individuals.  The program director must keep stringent records of all program activities, utilizing approval 

form.  All files should be regularly  maintained and updated within an electronic database and/or hard copy filing system.

The creation of new forms or the revision of existing forms must be documented and kept within the policy and procedure manual.

 Evaluation Policy

 Board approval December 14, 2019

 Revision Date ____________

It is the policy of the Saving Our Sons and Daughters Mentoring and a Meal Program that evaluation will be a key component in measuring the success of its mentoring program and for making continuous improvements in the effectiveness and delivery of mentoring services.  Evaluation data will be collected every six months for men-tees in the program, including the following general measures;  youth self-esteem, academic performance, peer and parent relationships, moods, alcohol and substance use, and sexual activity.  The program staff and program director will be responsible for implementing evaluation activities.

Evaluation Procedure

Board approval December 14, 2019

Revision Date ____________

Men-tee and Mentor evaluation data will be collected at the end of each six months of participation in the program.  Confidential surveys will be taken from mentors and men-tee's and evaluated by a non staff or board of directors committee.

Data will be tabulated, evaluated, and compiled into reports at the end of each quarter for those participants reporting that quarter.  Staff will meet quarterly to review the data and make program modification accordingly.

Recognition Policy

Board approval December 14, 2019

Revision Date _____________

It is the policy of the Saving Our Sons and Daughters Mentoring and a Meal Program that all participants-including mentors, men-tees and parents/guardians be recognized as important to the success of the mentoring program.  Particular emphasis will be placed upon recognizing the program's volunteer mentor's.  It is the responsibility of the program director to, at the minimum, plan and implement the following recognition activities:

  •         Host an annual recognition event including selection of a mentor, men-tee, and parent/guardian of the year along with other outstanding service or performance                                acknowledgments.
  •         Feature a mentor, men-tee, parent/guardian, or general match success story in each quarterly newsletter.
  •         Establish a mentor recognition award system for length of service
  •         Utilize outstanding mentors to help deliver orientation and training sessions for the recruitment and matching of new mentors.


 Recognition Procedure 

 Board approval December 14, 2019

 Revision Date ____________

The following outlines required recognition activities for mentors in the Saving Our Sons and Daughters Mentoring and a Meal Program.  This procedure, however, does not limit recognition as a daily part of business or other activities that may be undertaken throughout the year.

1. Each mentor in the program will receive personalized participant cards sent by mail that recognize their commitment and participation to the Saving Our Sons and Daughters Mentoring and a meal Program.  These cards will be provided following their initial match, and updated and redistributed each year to coincide with their annual anniversary date; the cards will prominently state the number of years of service.

2.  Cards will also be sent to mentors during December/New Year holiday season and for their birthday, with personal signatures from program and agency staff.

3.  Every year The Saving Our Sons and Daughters Mentoring and a Meal Program will host a participant recognition event such as a picnic, dinner, or other activity.  A mentor, men-tee, and parent/guardian of the year award will be presented.  A committee including the program director, executive director, and board members will determine award criteria and make final determinations based on recommendations from program director .  Other acknowledgments will be made for length of service (mentors), recruitment of other mentors, best academic improvement (men-tee), or other outstanding achievements.  Recognition will include a certificate and a nominal gift determined by the committee and budget allowance.  The program director will lead the planning and implementation efforts with input, assistance, and attendance of other staff, the executive director, and board members.

4.  Recognition for length of service:

  • At six months, a letter of appreciation will be sent to the mentor’s place of employment, recognizing the mentor’s commitment to the program.
  • After one year of service, all mentors will be sent a certificate of appreciation and a hand written thank-you note or card.
At five years of service, engraved plaques will be presented for continuous service.

5.  All awards and recognition will be featured in the Saving Our Sons and Daughters Mentoring and a Meal Program newsletter including participants of the year awards, length of service recognition, and any other outstanding service/performance acknowledgements. Participant of the year awardees will be written up in a press release that will be distributed to the local media.

6.  Outstanding mentors may be asked to assist in presenting at new mentor orientation and training sessions by invitation of the program director.

 Mentor contract

Name _________________.              Date _________________

By choosing to participate in the Saving Our Sons and Daughters Mentoring and a Meal Program, I agree to:

  • Follow the rules and guidelines as outlined by the program director,  mentor training, program policies, and this contract 
  • Be flexible and provide the necessary support and advice to help my men-tee succeed
  • Make a one year commitment to being matched with my men-tee
  • Meet at least eight hours a month with my men-tee
  • Make at least weekly contact with my men-tee
  • Obtain parent/guardian permission for all meeting times at least three days in advance, if possible for all offsite meetings 
  • Be on time for scheduled meetings or call your men-tee at least 24 hours beforehand if you are unable to make a meeting 
  • Submit monthly meeting times and activities to the program director, and regularly and openly communicate with the program coordinator as requested 
  • Inform the program coordinator of any difficulties or areas of concern that may arise in the relationship 
  • Keep any information that your men-tee tells you confidential except as may cause him or others harm
  • Always obey traffic laws when in the presence of your men-tee and keep a copy of his/her health insurance coverage in the automobile at all times when traveling together 
  • Never be in the presence of your men-tee when I have or am consuming alcohol, tobacco, or controlled substances 
  • Participate in a closure process when that time comes
  • Notify the program coordinator if I have any changes in address, phone number, or employment status
Attend in service mentor training sessions a minimum of  twice per year

      ___ (please initial) I understand that upon match closure, future contact with your men-tee is beyond the scope of. The Saving Our Sons and Daughters Mentoring and a Meal Program and May happen only by the mutual consensus of the mentor, the men-tee, and parent/guardian.

I agree to follow all the above stipulations of this program as well as any other conditions as instructed by the program coordinator at this or in the future.

 ______________________________.           Date _________________

Signature 


 Men-tee contract

Name_____________________________. Date ____________________

By choosing to participate in the Saving Our Sons and Daughters Mentoring and a Meal Program I agree to:

  • Follow the rules and guidelines as outlined by the coordinator, men-tee training, program policies, and contract
  • Have a positive attitude and be respectful of my mentor and the program staff
  • Make a one year commitment to being matched with your mentor
  • Meet at least eight hours a month with your mentor
  • Make at least weekly contact with your mentor
  • Obtain parent/guardian permission for all meetings times at least three days in advance if possible for all offsite meetings
  • Be on time for schedule meetings or call your mentor at least 24 hours beforehand if you are unable to make a meeting
  • Discuss monthly meeting times and activities with the program coordinator, and regularly and open communicate with the program coordinator as requested 
  • Inform the program coordinator of any difficulties or areas for concern that may arise in the relationship 
  • Participate in a closure process when that time comes
  • Notify the program coordinator if you have any changes in address or phone number 
  • Attend men-tee training sessions a minimum of twice a year—————(please initial) I understand that upon match closure, future contact with your mentor is beyond the scope of the Saving Our Sons and Daughters Mentoring and a Meal Program and can only happen with mutual consent of the mentor, the men-tee, and your parent/guardian.

         I agree to follow all the above stipulations of this program as well as any other conditions as instructed by the program coordinator and other program staff at this time or in the             future 

 _____________________________  Date  ______________________  

 Signature


 Parent/guardian contract

Name __________________________     Date ____________________

By allowing your son/ daughter to participate in the Saving Our Sons and Daughters Mentoring and a Meal Program I agree to:

  • Allow my child/ youth to participate in the Saving Our Sons and Daughters Mentoring and a Meal Program and to be matched with a mentor from our program 
  • Follow and encourage your child/youth to follow the rules and guidelines as outlined by the program director, mentoring training, program policies, and this contract
  • Support your child/youth in this match by allowing him/ her to meet with mentor at least eight hours per month and have weekly contact with him/her for one year
  • Support your child/youth being on time for scheduled meetings or have him/her call the mentor at least 24 hours beforehand if unable to make a meeting 
  • Regularly and openly communicate with the program coordinator as requested 
  • Inform the program coordinator if you observe any difficulties or have areas of concern that may arise in the match relationship
  • Participate in a closure process when that time comes 
  • Notify the program coordinator if you have any changes in your address or phone number 
  • Provide the program coordinator and the mentor with any updated health insurance information for your child

          ____(please initial) I understand that upon match closure, future contact between your child and his/her mentor is beyond the scope of the Saving Our Sons and Daughters Mentoring and a Meal Program, and can happen with the mutual consensus of the mentor, the men-tee, and yourself.

I agree to follow all the above stipulations of this program as well as any other conditions as instructed by program director and staff at this time or in the future

 ____________________________. Date _________________

Signature 

Closure letter

The Saving Our Sons and Daughters Mentoring and a Meal Program 

Address

City, state zip code

Name of (Mentor, Men-tee, or Parent/guardian)

Address

Dear

This letter is to inform you that the mentoring relationship managed by the Saving Our Sons and Daughters Mentoring and a Meal Program has officially ended as of (match end date).

(Optimal if applicable) We have made attempts to contact you via phone and e-mail to no avail and regret that we are unable to meet with you and go through a formal closure process.

As the match has formally ended, the Saving Our Sons and Daughters Mentoring and a Meal Program no longer assumes responsibility for monitoring and supervising the match and your file will be placed on our inactive status, Thus, any future contact between mentor/men-tee is at the sole discretion of all parties involved (mentor, men-tee, and parent/guardian ).  Any incidents occurring due to future contact among match participants is beyond the scope and responsibility of the Saving Our Sons and Daughters Mentoring and a Meal Program.

Thank you for your involvement in our program.  We appreciate your participation.

Please feel free to contact me if you have any questions 

Sincerely,

Name

The Saving Our Sons and Daughters Mentoring and a Meal Program Coordinator 

Staff

Executive Director - The Executive Director develops and maintains the mentoring program oversee's the program in its entirety with the collaboration of their staff. Is a effective collaborative leader, skilled fundraiser, strong communicator, that inspires their leadership team, that guides, and leads the agency, they are highly visible.  The executive director is enthusiastic, very confident, a relationship builder, and strategic thinker, and has a broad base of project, and case management experience.

Program Director - The program director is responsible for managing day to day activities associated with the mentoring program, including supervising staff and seasonal interns, and achieving goals for recruitment, matching, program quality, data management, reporting, evaluation, and building and leveraging relationships to advance the mission.  The program director is responsible for program partnerships for volunteers/mentors, volunteer intake and training, and managing a caseloads.  The director is extremely customer-service oriented, sales/outreach focused, adept at problem-solving, and program development, they are comfortable working both independently and collaboratively in a fast paced environment, and able to juggle multiple responsibilities.  The director has supervision, case-management, and database record keeping experience, and is effective in building external relationships for the advancement of our mentoring program. Reports to Executive Director.

Program Coordinator - Ensures program quality and performance related to recruiting, screening, matching, monitoring, and closing the relationship with the mentor and child, along with the program director and parent,guardian, and communicates with the mentor, parent/guardian  men-tee with or instead for program director throughout matched relationship. Reporting to Executive Director and Program Director, the program Coordinator is responsible for helping oversee all aspects of the mentoring program, and carries out the responsibilities of the 

following: Helps the Program Director oversee implementation of an ongoing mentor recruitment plan, including development of an annual recruitment and quarterly activity plans, developing and distribution of program materials, presentations to targeted organizations, and ensuring a presence at key community events, etc.  Perform and oversee participant screening, training, matching, support and supervision, recognition, and closure activities.  Develop and manage relationships with schools, training centers, and community-based organizations.  Build a strong working relationship with our mentoring program advisory board oversee inquiry and orientation process to ensure excellent public relations and customer service.  Manage the planning and implementation of mentor/men-tee group events ( trips, pizza parties, end-of- year events.  Plan and implement recognition activities for program participants.  Oversee program evaluation activities.  Supervise mentoring program staff.  Attend regional/national conferences to increase knowledge of mentoring program and best practices.  Only when Executive Director or Program Director can't attend.  Completes other duties and activities as needed. Has expert knowledge of mentoring program polices and procedures, extremely strong organizational, writing, verbal, and interpersonal skills, creativity and flexibility , is essential in assuming significant responsibility.  Experience working in racially, ethnically, and social economically diverse urban communities

Administrative Assistant - keeps the organization organized and on schedule, greets visitors, order supplies, answer phones, oversees office volunteers, provides personal support to management by receiving and handling information ( typing, filing, updating files, etc) they are patient and accurate as well as organized, acts in the role of office manager when asked to by Executive Director- Program Director - Program Coordinator.

Payroll Clerk/Book keeper - Mange employees time, make checks for employees, set up and payment for direct deposits, keep books of mentoring program. 


Programs:

  •         Mentoring one- on- one  and group
  •         Parenting - for Parent/guardian
  •         Entrepreneur Training
  •         Employment Training - Job readiness - life and soft skills, career development, O.J.T. - retail, customer service, property preservation , trash out, cleaning service, lawn care,          snow removal, furniture and appliance repair ,and amazon delivery
  •         Pre Apprenticeship classes - Carpentry, Welding, Heating and Air Condition , Electrical, Roofing, Masonry and bricklaying
  •         Community Service Projects
  •         Collaborations with organizations for mental health, health services, dental care, literacy and tutoring, housing.