It is the policy of the C. J. Smith Mentoring Program that each step of the mentoring application and match process be documented by creating a case file for each potential mentor and mentee. All forms for managing the mentor and mentee 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 coordinator must keep stringent records of all program activities, utilizing approved forms. 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.