Building a Successful Mentoring Program: Mentor Support, Recognition, & Retention and Match Closure

Building a Successful Mentoring Program

Using the Mentor Michigan Quality Program Standards for

Youth Mentoring

Mentor Support, Recognition and Retention

& Match Closure

Quality Program Standards

1: Definition of Youth Mentoring2: Recruitment Plan3: Eligibility Screening4: Orientation and Training5: Matching Strategy6: Match Monitoring Process7: Mentor Support, Recognition, and Retention8: Match Closure9: Program Evaluation10: Organizational Management11: Governance

Mentor Michigan’s Quality Program Standards

• Developed by the Providers Council

• Not meant to certify or accredit mentoring programs

• Planning and assessment framework to raise the bar for mentoring programs

• Standards based on research, evidence-based practices, and the national Elements of Effective Practice

Self-Assessment Checklist

• Tool for self-assessment• Benchmarks for progress• Determine areas of potential

improvement and strengths of the organization

Quality Program Standards and Checklist are available for download on the Mentor Michigan website– www.mentormichigan.org

Mentor Support, Recognition, and Retention & Match Closure

• Mentor Support, Recognition, & Retention– Ongoing training– Mentor recognition

• Match Closure– Closure rituals– Supporting planned and unplanned match

closure

• Resources and Next Steps

Standard 7: Mentor Support, Recognition, & Retention

• The program supports mentoring relationships, recognizes volunteers, and has strategies for volunteer retention. This could include:– A kick-off event– Ongoing recognition, support, training,

and communication– Structured activities or social activities for

matches

Relationship Failure

• Only approximately half of formal mentoring relationships last beyond a few months

• When relationships end within the first three months they have potential to do harm

• Programs must be able to not only match mentors and mentees, but must also be able to sustain those matches

Ongoing Training

• Introduce new skills and materials

• Reinforce important concepts

• Engage experts to provide in depth information

• An opportunity for mentors to share their experiences and support one another

Possible Ongoing Training Topics

• Communication and conflict resolution• Helping youth build self esteem• Problem solving skills• Goal-setting• Boundary setting• Handling conflicts with parents/guardians• Diversity and cultural sensitivity• Low to no cost activities to do with your mentee• Specific needs for youth

Issues that surface while monitoring your matches can drive the content of ongoing training sessions.

Ways to Deliver Topics

• One on one (in-person or by phone)• Classroom• Scenarios • Binders, handouts• Emailed handouts• Online modules• Webinars• Podcasts

Attendance Boosters for Meetings and Training

• Offer refreshments, a simple dinner, or make it a potluck

• Offer mentors the opportunity to receive a gift or prize

• Give mentors a sense of ownership over the meetings

• Ask mentors for input when selecting dates

Mentor Recognition

• Keep morale high, make mentors feel like they are a vital part of your work, generate awareness, recruit new mentors

• Can range from a simple thank-you note, gifts, recognizing matches in your newsletter, or hosting a recognition event– Involve mentees in the planning and execution of

the recognition activity or event!

Unique Opportunities to Thank Mentors:January: Michigan/National Mentoring MonthApril 15 – 21, 2012: National Volunteer Week

Ongoing Training

Mentor Retention

Positive Youth

Outcomes

Sustaining Matches

Longer, Stronger Matches

Staff Support Recognition

Standard 8: Match Closure

• The program has a process for effective match closure, which documents:– Exit interviews– Parent/Guardian notification– Written policy regarding future contact– Process for achieving mentee’s personal

goals– Process for re-engaging the volunteer

Discuss Closure

• Discuss options for ending a relationship during initial orientation and training– Do not simply abandon the

relationship

• Appropriate termination or match closure procedure to reduce the negative effects for both parties

Why Do Matches End Prematurely?

• Issues related to the program or process

• Issues related to life circumstances

• Program initiated closure

• Mentor initiated closure

• Youth initiated closure

• Mentee’s parent/guardian initiated closure

Preventing Match Closure

Prior to the match:• Pre-match training• Ensuring mentors, mentees, and parents/guardians

have realistic expectations• Systematic and detailed matching criteria

Throughout the duration of the match:• Consistent match monitoring • Periodic in-person meetings with the match• Quickly deal with issues or challenges that arise• Provide on-going training for mentors• Facilitate conflict management and resolution• Recognition

Mentee/Mentor Closure Rituals

Key points every closure process should include:– Identify natural emotions– Provide options for saying goodbye in a

healthy, respectful, and affirming way– Address appropriate methods for staying

in contact

Supporting Positive Match Closure

• Celebrate• Closure toolkits• Prepare participants• Reflection• Recognition• Evaluation• Provide opportunities for continued

involvement in the program• Discuss post-match communication

Supporting Unplanned or Negative Closure Situations

• Be available and return calls and emails promptly

• Get all the information • Facilitate a closure meeting• Explain the situation to the youth• Be open and answer questions• Thank them for being part of the program• Ask mentor and mentee if they would like to

try again and be re-matched• Offer an opportunity to get involved with the

program in some other capacity

Conclusion

• Staff support, ongoing training, and recognition are the key components of mentor retention

• Implementing a process for effective match closure– All formal mentoring matches end– Unplanned or negative terminations are a

process to

Resources: National Mentoring Center

• Mentor/Mentee Training Relationship Support Resources– Ongoing Training for Mentors: Twelve Interactive

Sessions

– Enriching the Mentoring Experience Through Ongoing Mentee Training

– Building Lasting Matches Through Quality Training and Support (Case Study)

– More Than Saying “Thank You”: Comprehensive Approaches to Mentor Retention

http://educationnorthwest.org/resource/364

Resources: MENTOR

• Elements of Effective Practice Toolkit– www.mentoring.org/eep– Feedback forms, recognition ideas, match

closure interview forms, etc

• Research in Action Series– Access Research Research in Action– Issue 4: Fostering Close and Effective

Relationships in Youth Mentoring Programs– Issue 5: Why Youth Mentoring Relationships

End

Now What?• Quality Program Standards and Program

Self-Assessment Checklist

• Bring this information back to YOUR mentoring program– What are your program’s strategies for mentor

retention? Do you have a process for ongoing support and training?

– In the event that a match must close, do you have a closure process?

• Mentor Michigan Website – www.mentormichigan.org– Handouts, resources, related websites– Webinars on a variety of topics

Questions or Comments?