Confidentiality Mentor Documentation Performance Measures

1. ConfidentialityMentor DocumentationPerformance Measures

2. Opening Activity • Telephone Option 1 or 2 • Option 1 works best with small groups of 5 or 6 • While option 2 works best with large groups • Discuss the activity

3. Confidentiality

4. Importance of Confidentiality • Regarding Student Documents & Information - As an AMC mentor, you may have access to information regarding youth’s academic or personal history. Your site supervisor may share this information with you so that you may mentor the student more effectively. - All information should be kept confidential and never discussed openly, including with other staff. If necessary, you may discuss things privately with the youth’s teacher, principal, or counselor. - If you talk about a youth during team meetings, avoid using his or her name or other details that may indicate the identity of the student.

5. Importance of Confidentiality • Regarding Student Documents & Information - The AMC BHC/Y Program requests that Members administer a youth survey and track mentor activities - Information is kept in your youths’ files. - Once the program year ends, the files are stored for three years, after which they are destroyed.

6. Importance of Confidentiality • Regarding Student Confidences -While mentoring, you may have youth who share information about their personal lives, families, and friends. Such information should be kept confidential. - The only time confidentiality may be breached is if a youth indicates through words or actions that he or she plans to injure him or herself or someone else, that he/she is being abused by someone else, or that another student is threatening to injure him or herself or someone else or is being abused. - Examples include suspicion of child abuse, talk of suicide, information about weapons or drugs or threats to hurt themselves or others.

7. Importance of Confidentiality • It is important that all mentees understand that there may be circumstances when a mentor is obliged to share information about a young person to others without their consent. • At some time during the first meeting, you should make a statement about confidentiality to your mentee. It could go something like this: • “Anything you tell me will be held in confidence (or “will be between you and me”), except if I hear that you or anyone else has been hurt, or is in danger. Then I need to tell someone in the program.”

8. Scenarios • Q: You receive a frantic phone call from an individual who says that he is a youth's father and must get in touch with her immediately. Can you tell him when and where her next class is? • A: No. You may offer to find the student and ask her to call home. If you’re not in class with the student at the time, contact the school office to locate the student.

9. Scenarios • Q: You’re working with a group of youth at the Boys & Girls Club and a local politician requests a list of names and addresses of students who will turn18-years-old. The politician wants to send the youth a letter urging them to register to vote. The politician's office promises that the information sent to the youth will be non-partisan in nature. Do you provide the list? • A: No. Although name and address may be directory items, release is at the discretion of the institution.

10. Scenarios • Q: While working with an after school group, you receive a phone call from a police detective. She is trying to determine whether a particular student was scheduled for an after school activity on a specific day and time. Are you permitted to share a copy of the student's schedule with the police? • A: No, not without a subpoena or court order. Send any subpoenas/court orders to the School’s Registrar's Office. Please consult program staff in these situations.

11. Performance Measures & Program Evaluation

12. Target Population AND a minimum of one of the following: Must meet both criteria:

13. Outputs • Full-time Members enroll minimum of 25 mentees into their caseload in September • Half-time Members enroll minimum of 15 mentees into their caseload in September • Each mentee should receive a minimum of one hour per week of mentoring on a 1:1-3 basis • Program encourages as much one-on-one time as possible • Mentee Retention – 80% (at end of year) • 20 for full-time Member • 12 for half-time Member

14. Outcomes • Of mentees who are retained and meet the minimum dosage (one hour per week for 36 weeks): • 64% will show no or decreased disciplinary actions • 55% will show increased resiliency demonstrated by an increased average score in the caring relationship protective factor

15. Instruments • School Record Data (Members will not responsible for collecting this data in most cases) • Youth Survey • Monthly Contact Log

16. Data Collection Process • Enrolling Mentees • Referral Forms Collected (August and early September) • Parent Permission Slips Collected (by September 23) • 2010-11 School data collected (by September 23)

17. Data Collection Process • 2010-11 School data collected (by September 23) • Beginning of School Year– December 31, 2011 school data collected (by January 15, 2012) • January 1 – End of School Year 2012 school data collected (by June 15, 2012)

18. Data Collection Process – Survey • Surveys • Pre-Survey Administered by Member (by September 30) • Pre-Survey submitted to Local Facilitator (next training day) • Mid-Survey Administered by Member (by February 10) • Mid-Survey submitted to Local Facilitator (by next training day) • Post-Survey Administered by Member (by May 18) • Post-Survey submitted to Local Facilitator (by June 1)

19. Data Collection Process - Survey • Review Survey Directions and Questions as a group • Why is this survey important? • What questions do you feel are most/least relevant?

20. Data Collection Process - Survey • Partner with an AmeriCorps Member • Administer the survey to each other using the given directions • Pretend one Member needs the statements read to him/her • Note: How much time did this take? When you work with your mentee, they will need a sufficient amount of time to complete survey.

21. Data Collection Process – Monthly Logs • Monthly logs are to be completed monthly for each youth. • When meeting with more than one youth (up to three youth) at the same time, circle the appropriate number. • Select a category that best fits the structured activity: service-learning, community service, health, physical activity, in-school academic support, afterschool academic support, relationship/social, general arts, Peacebuilders Curriculum, Character Counts Curriculum, college/career, cultural arts, behavioral support, other. • Mentor must meet with mentee a minimum of one hour per week. Weeks begin Sun. and end Sat. Sundays determine the reporting month. Example: Week of Sunday, Aug. 31 is logged in August.

22. Monthly Log Submission Process

23. What Qualifies As Mentor Time? • Must be no more than 3 youth in a group • Must be a target youth • Example 1) You work with two youth in the back of a classroom during math class • Example 2) You eat lunch with three of your mentees and discuss the upcoming dance

24. What does not qualify as mentor time? • Working with a group of four or more EVEN IF THEY ARE YOUR MENTEES • If there are agency staff leading projects, games, etc. and you participate directly with your youth, you can qualify these hours; however, you can not be responsible for the other youth • Example 1) You are the referee for a basketball game with 10 youth • Example 2) You lead a group of five in a community cleanup

25. What Qualifies As Mentor Time? • In all cases, you should work as much as possible with target youth only. • If you are working regularly with non-target youth or not doing mentor planning, implementing or reporting throughout the day, please notify your Local Facilitator IMMEDIATELY! • This deviates from the outcomes of the program and is RESTRICTED IN OUR GRANT.

26. Scheduling • Work with your Site Supervisor to maximize one-on-one time with your target youth • Each youth should receive a minimum of one hour per week on a 1:1-3 basis!

27. Data Collection Process – Monthly Logs

28. Categories • service-learning, • community service, • health, • general arts • physical activity, • in-school academic support, • afterschool academic support, • relationship/social, • Peacebuilders Curriculum, • Character Counts Curriculum, • college/career, • cultural arts, • behavioral support, • other

29. Category Activity • Please review category handout • With a partner, identify three activities for each category that are not already listed • Why is it important to categorize the activities? • Who utilizes this data?

30. Category Activity • Select the most appropriate category for the following mentor activities • 1) Assist mentee with CD selections as she DJ’s the school dance • 2) Watch a Disney movie with mentee afterschool • 3) Help two mentees draw a map and write directions for the upcoming community cleanup • 4) Discuss alternatives for aggressive behaviors using standardized worksheet • 5) Help mentee research colleges online • 6) Pick up trash with mentee around Boys and Girls Club site

31. Documenting Activity– Monthly Logs Monthly Log Activity • The following examples are not acceptable for monthly logs. • Ex. 1) Math Work • Ex. 2) Graffiti Clean Up • Ex. 3) Parent-Teacher Conference • Members should write a specific description. • Activity: Each Member individually write a more detailed description for the examples listed above – MAKE IT UP!

32. Data Collection Process – Monthly Logs Things to consider: • Make sure all fields are completed correctly • Be specific in your activity • Remember: You are working directly with the youth and recording their activities, events, and programming, which is critical to evaluation. This is a huge responsibility.

33. Activity Examples– Monthly Logs Examples may look something like this: • Ex. 1) Helped with double digit multiplication problems during math class (Category: Academic Support) • Ex. 2) Accompanied mentee in graffiti clean up for Kids Care Clean Up Event (Category: Community Service) • Ex. 3) Participated in Parent-Teacher Conference by providing support to mentee exhibiting violent behavior (Category: Behavioral Support)

34. A Final Note – On Documentation • Be careful with wording • Use non judgmental language • Separate what you think from you know • Describe what you think rather than making judgmental decisions • Focus on the facts • Use respectful terminology unless a direct quote • Watch for misguiding, non-specific wording • Show instead of tell • Proofread • Watch your dates • Watch your grammar • Watch your spelling • What you should avoid: • Avoid “Diagnoses” • Avoid “Clichés” • Avoid “Street Talk” • Avoid Jargon • Avoid Acronyms • Avoid Stereotypes and Prejudices

35. Systems to Collect Data • Who completes referral forms? For the most part this will be done by the site. Site may request your help. In some cases, sites may give you a spreadsheet with all your students as a referral form. You are responsible for collecting all referrals and ensuring you have them on file. • Surveys should be sent to Local Facilitator by specified due dates. • Monthly logs must be done each month and submitted to Local Facilitator at next month’s first training. • Members should have a file for each mentee. • All mentees must have a permission slip on file before Member can work with them. • Please refer to handout for due dates

36. Service Project Data Collection • Members participate in a minimum of four service days • Make a Difference Day • MLK Day • AmeriCorps Week • Project of Group’s Choice

37. Service Project Data Collection • Record of Service Project • As a group, come up with an imaginary service project. Complete the Record of Service Project Form. Each group shares with other groups. • Groups give each other feedback