CREATING EFFECTIVE COMMUNITY- BASED MENTORING RELATIONSHIPS
Dec 31, 2015
Audrey Love Siegfried Admissions and Outreach Manager
Capital Partners for [email protected]
202-682-6020 ext. 228
Regina E. LeslieDirector of Education ProgramsCapital Partners for Education
[email protected] 202-682-6020 ext. 224
PRESENTERS
Address elements that create eff ective, lasting community-based mentoring relationships including: Creating effective matches Preparing mentors and mentees for mentoring relationship Providing ongoing support
Provide a framework and tools for practitioners and program staff to create and support these relationships effectively
Illustrate framework and tools with real-life examples of dynamic, DC based college preparatory mentoring program with 20 years of success.
OBJECTIVES
Founded in 1993, Capital Partners for Education (CPE) is a dynamic college preparatory program that helps motivated, low-income high school students in the
Washington Metropolitan area overcome the academic and social barriers that may otherwise prevent them from attending and succeeding in the college of their
choice.
CPE identifies students who live in neighborhoods with low-performing public high schools and
empowers them to reach their full potential in high performing private and charter schools to prepare
them for college success.
CPE MISSION AND OVERVIEW
Since inception, 99% of our graduates have gone on to college, and 70% have graduated.
The overall quality of our mentoring program and commitment of our mentors allowed us a year with no student attrition and our seventh year in a row of 100% college enrollment.
Of our graduating seniors in the Class of 2012, 50% were matched with their mentors for all four years of high school.
For the 2011-12 school year, we retained 95% of our mentors and 80% fulfi lled their two-year commitments.
86% of our 2nd year mentors are on track to fulfi ll their two year commitment.
OUR MENTORING SUCCESS
For the past two school years, we have recruited over 120 mentors to be matched with incoming and returning students.
For the Class of 2015, we established a mentor pool of 3.72 mentors to each incoming student. For the class of 2016, we increased our student class size by 52%, but still created a mentor pool of 1.82 mentors to each incoming student.
Mentors may wait three months to two years to be matched, and some will never be matched.
We maintain an active mentoring community of invested volunteers who return year after year as effective supports for our students and the attainment of their goals.
OUR MENTORING SUCCESS
Create Eff ective and Compatible Matches Recruit the “Right Mentor” Create Surplus of Mentors Screen and Train Compatibility Matching
Prepare Mentors and Mentees for Mentoring Relationship Student Orientation and Parent Orientation Mentor-Mentee Kick-Off Event Mentoring Handbook
Ongoing Support Staff Support Resources
HOW TO CREATE EFFECTIVE COMMUNITY-BASED MENTORING
Recruiting the “Right Mentor”Create a surplus of mentors that are a good fi t for
your program and are “ready to be matched” (“mentor pool”)
Training and screeningMentor-mentee inputUtilize identified compatibility “matching points”
CREATING COMPATIBLE MATCHES
Clearly define:Program modelMentor expectations and commitmentMentor roles and guidelinesMentor screening and selection processRecruitment and matching timeline
RECRUITING THE “RIGHT” MENTORS
One-on-one MentoringIndividualized Staff Support
Career and College PreparationSchool Partnerships and
Scholarships
CPE PROGRAM MODEL
A two-year, one-on-one mentoring relationshipMeeting with individual student at least once per
monthEmailing individual student at least once per week,
using iMentor starting in 2013Weekly phone calls and use of other forms of
communication to develop a more robust mentoring relationship
Consistent communication with CPE staff around student and mentor needs, as well as progress of mentor-mentee relationship.
CPE MENTORING EXPECTATIONS AND COMMITMENT
Each mentoring relationship is tailored to the individual student through the matching process and case management, but all CPE mentors play the following key roles:To serve as reliable and consistent role models,
advisors, and resources for CPE students To help students fulfi ll their academic potential To help students develop socially To help students broaden their awareness of their
community and the world at large
CPE MENTOR ROLES
Messaging: Use best practices and research to create messaging that will assist you in recruiting mentors that are a “good fi t” for your program. Clearly identify requirements of mentor candidate, commitment, program expectations, and timeline.
Analyze recruitment data to target recruitment to those sources with the highest yield of eff ective mentors.
Create a formal recruitment plan each year identifying specific recruitment goals, sources of recruitment, and a timeline for this recruitment.
Create year-long training calendar to support annual and periodic recruitment goals
Aim to create a “mentor pool” (recruit, train, and screen) 25-50% more “ready to be matched” mentors than ready to be matched students so that you can be selective in matching process
CREATING A SURPLUS OF MENTORS READY TO BE MATCHED (“MENTOR POOL”)
Submission of a written applicationAttending a 3-hour training/orientationIndividual in-person interview with program staffSocial security based background screeningFingerprint based background screeningProfessional and personal references from 2-4
people
APPLICATION AND SCREENING PROCESS
Respond to all mentor inquiries within 48 hours, track source of all inquiries
Schedule 12-15 person orientation/trainings, 75% attendance
Provide concise reminder, with all pertinent details and follow-up procedures
Follow-up within 48 hours to schedule interviews providing logistics, i.e. hours, location, overview of process, procedures for securing interview
NEW MENTOR ORIENTATION/TRAININGSCHEDULING AND FOLLOW-UP
Program History and Component OverviewStudent Profi le and Understanding AdolescenceQualities of Successful MentorsBenefits of MentoringRoles of CPE MentorStages of Mentoring RelationshipCommunication and Problem Solving Strategies
ORIENTATION/TRAINING INCLUDES…
In-person interview, approximately 45 minutesObservation of nonverbal cues, tone, and manner in
which answers are address are as important as answers themselves
Use interview as way of determining whether mentor is good fi t for organization, will fulfi ll commitment, and will be a good support for your students
Interview Format: Mentor’s motivation, expectations, and understanding of
role Review and delve into commitment and ability to meet
expectations Mentor preferences regarding the mentoring relationship Scenarios
MENTOR INTERVIEW
Seek to create a relationship that will be a beneficial, growth experience for both mentor and mentee
Gather information from written applications from the mentor and mentee, in-person interviews of the mentor and mentee, and a written survey of the student specifically related to mentoring
Matching Points to Consider Gender Personality traits Interests/hobbies Career Academic background (including strengths and weaknesses)
and high school experience Mentor/mentee preferences Needs of student/mentor experience and availability.
MATCHING FOR COMPATIBILITY AND MATCH LONGEVITY
Student OrientationParent OrientationMentor-Mentee Kick-Off Event
Monitored, facilitated group mentoring session Team building Development of the individual mentoring relationship At the conclusion of this event, mentors are provided
with their individual mentee’s “profile” and our CPE Mentoring Handbook.
PREPARE MENTORS AND MENTEES FOR MENTORING RELATIONSHIP
Student and Parent Contact InformationCPE policies, expectations, guidelinesResources to support the development of the
mentoring relationship “Tips and tools” around specific situations
that mentors may encounter
CPE MENTORING HANDBOOK
Staff support and case managementCPE sponsored events
Volunteer run “Mentor Committee” Ongoing mentor trainings
Monthly newsletterMentor only online space
PROVIDE ONGOING SUPPORT
Match pair with staff member.Provide mentors with an individualized experience so
that their mentee specific challenges and questions can be addressed and done so in a timely manner.
Ensure mentors know they are never alone and they feel equipped to eff ectively handle any situation.
Maintain consistent contact as outlined in program expectations. Our staff is in contact with each mentor at least every month, but provides support and updates to mentors as necessitated by each student.
STAFF SUPPORT AND CASE MANAGEMENT
Many issues that may otherwise prevent a relationship from progressing or could lead to a premature termination of the mentoring relationship can be addressed more effi ciently and effectively.
If a mentoring relationship is irreparable or is not conducive to the youth’s growth, conclude match appropriately following established standards of program.
Establish strong relationships with the mentors on caseloads. We engage in our mentors lives through celebration of mentors’ accomplishments and progress in their lives, while also supporting when things are not going as well.
STAFF SUPPORT AND CASE MANAGEMENT
Quarterly workshops: freshman seminar, financial literacy, career readiness and employability skills, college readiness
College ToursCommunity ServiceCommunity Celebrations
CPE SPONSORED EVENTS
Why? Provide mentors with tips, tools, and resources pertinent
to their mentoring relationships Opportunity for mentors to share best practices with
each other Normalizes experience Continues to bolster and strengthen mentoring
community
Examples of topics First Year Mentoring Experience Developing and Supporting Healthy Relationships Self-Advocacy Developing Relationships with Parents and Families College Process
ONGOING TRAININGS
Volunteer run and managed, committee of 10-12Meet monthly to discuss, plan, and execute
annual initiativesProvide an added layer of support and
engagement opportunities for current mentors.Assist with recruitment.
MENTOR LEADERSHIP COUNCIL
Facilitate mentor-mentee and mentor only interactions beyond those sponsored specifically by CPE. Encourage interactions beyond the minimum
requirements Increase the cohesiveness and strength of community
as a whole Increase the opportunity for mentor-mentor interactions
to share best practices, provide support, and develop friendships.
Each year, Mentor Leadership Council plans and executes: Two 120-180 person community-wide events 3-5 Mentor-Mentee outings 3-5 Mentor only events
MENTOR LEADERSHIP COUNCIL
Mentor Program Updates: event announcements, upcoming trainings, event recaps
CPE Program Updates: upcoming student and community wide events, event recaps, programmatic news
Mentor of the Month: highlight mentor who has done an exceptional job for the month by going above and beyond with his/her mentee and/or over volunteerism with CPE, includes quote from mentee
Monthly Events: 8-15 area events that take place during the corresponding month (these events may be one-time events, occur over multiple days, or may have been ongoing events that are ending in the month). Events are free or low cost, appeal to an array of interests, and take place over the course of the month.
Ongoing Events: 5+ events that take place during the corresponding month and extend into the following month and/or beyond. Events are free or low cost and appeal to an array of interests.
Tips, Tools, and Resources: Articles and best practices to support the growth of the mentoring relationships.
MONTHLY NEWSLETTER
Provide space for mentor interaction with each otherCommunication from program staffWeekly Updates:
Upcoming events Discussion topic Mentor-mentee pictures Tips, tools, resources Relevant articles
MENTOR ONLY ONLINE SPACE
Audrey Love Siegfried Admissions and Outreach Manager
Capital Partners for [email protected]
202-682-6020 ext. 228
Regina E. LeslieDirector of Education ProgramsCapital Partners for Education
[email protected] 202-682-6020 ext. 224
CONTACT INFORMATION