telephone option 1 or 2 option 1 works best with small groups of 5 or 6 while option 2 works best...

ConfidentialityMentor DocumentationPerformance Measures

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

Confidentiality

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.


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.


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.


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.”

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.

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.

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.

Performance Measures & Program Evaluation

Target PopulationMust meet both criteria:

AND a minimum of one of the following:

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

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

Instruments

School Record Data (Members will not responsible for collecting this data in most cases)

Youth Survey Monthly Contact Log

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)

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)

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)

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?

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.

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.

Monthly Log Submission Process

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

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

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.

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!

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

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?

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

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!


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.

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)

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

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

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

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