Supervision
1. Once matched, the program coordinator or another program staff person will be assigned to support and monitor all parties to a given match including the mentor, mentee, and parent/guardian.
2. The assigned staff person will add report logs to the right side of the respective case files:
• Mentor Report Log (mentor’s file)
• Mentee Report Log (mentee’s file)
• Parent/Guardian Report Log (mentee file)
3. 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.
4. 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 each month before a written letter or note is mailed requesting, they call the program coordinator.
5. With each contact, information will be recorded on two forms in the case files:
• Mentor or Mentee Contact Sheets: An entry will be made on the respective Mentor/Mentee Contact Sheet that supervision contract was made, noting if a Report Log was filled out, a message was left, or there was no answer. The respective Mentor/Mentee Contact Sheet should be completed each time a mentor, mentee, or parent/guardian makes contact even if outside monthly supervision times. (See mentor and mentee screening procedures for respective Contact Sheet forms.)
• Report Log: Detailed information regarding the dates, times, activities, and progress of the match will be recorded on the respective Report Logs.
6. To assess how the match is proceeding, program 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?
7. In accordance with the training policy and procedures, the assigned program staff member should reschedule the in-service training requirement (for mentors and mentees) every few months and attempt to schedule these.