Creating Policy and Procedure Manual (Mentoring Program)

1. Creating Policy and Procedure Manual(Mentoring Program)

2. This guide will offer everything your program will need to create a sustainable set of program rules, guidelines, and procedures that acts as a guiding document for your program and mitigates many of the problems associated with staff turnover and uncoordinated services.

3. Section 1. Organizational Background • This section will help you organize essential information about your program and agency. This information is important because it helps to define and outline the core structure of your organization. If you consolidate these documents into your Policy and Procedure Manual, they will be easy to access and available for quick reference.

4. Section 2. Program Policies • This section identifies core critical policies that your program should have to govern your mentoring program. These are always amendable.

5. Section 3. Program Procedures • This section of the manual addresses the mentoring program procedures that support and operationalize your program policies. The procedures you develop will need to be customized to meet the specific requirements of your program design.

6. Section 1.Organizational Documents • Organizational Documents Included In This Section: • Program History • Mission Statement • Vision Statement. • Organizational Chart • Program Coordinator – Mentoring Job Description • Memorandum of Understanding • Other Organizational Documents to Include: • Agency Bylaws • 501(c)3 Letter • Memorandums of Understanding (MOU’s) • Relevant Grant and Contract Documents or Other Agency Agreements

7. SECTION 2. PROGRAM POLICIES Program Policies Included in this Section: • Recruitment Policy • Inquiry Policy • Eligibility Policy • Screening Policy • Training Policy • Matching Policy • Match Support and Supervision Policy • Recognition Policy • Record-Keeping Policy • 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 • Unacceptable Behavior Policy • Closure Policy • Evaluation Policy

8. SECTION 3. PROGRAM PROCEDURES Forms Included in this Section: Recruitment Procedure • Mentor Job Description • Annual Recruitment Plan • Annual Recruitment Plan Timeline • Quarterly Recruitment Activity Plan • Inquiry Procedure • Mentor Orientation Session Outline • Mentee Orientation Session Outline • Volunteer Inquiry Tracking Mentor Screening Procedure • Application Packet • Mentor Application • Information Release • Personal References • Mentor Interest Survey • Mentor Interview • Personal Reference Interview

9. Mentor Assessment Summary • Mentor Acceptance Letter • Mentor Rejection Letter • Mentor Contact Sheet • Mentee Screening Procedure • Mentee Referral • Parent/Guardian Referral Letter • Application Packet • Mentee Application • Contact and Information Release • Mentee Interest Survey • Mentee Interview • Mentee Assessment Summary • Mentee Acceptance Letter • Mentee Rejection Letter • Mentee Contact Sheet • Training Procedure • Mentor Training Outline • Mentee Training Outline • Training Evaluation • Mentor Training Completion Worksheet • Mentee Training Completion Worksheet

10. Matching Procedure • Match Worksheet • Mentor Contract • Mentee Contract • Parent/Guardian Contract Match Support and Supervision Procedure • Mentor Report Log • Mentee Report Log • Parent/Guardian Report Log Recognition Procedure. Mandatory Reporting of Child Abuse and Neglect Procedure • Child Abuse and Neglect Report Closure Procedure • Match Closure Summary • Mentor Exit Survey • Mentee Exit Survey • Parent/Guardian Exit Survey • Closure Letter Evaluation Procedure