E-Mentoring Materials

Group Administration Manual - for administrators of E-Mentoring programs

Group Monitor Manual - for monitors of E-Mentoring programs

Iowa Mentoring Partnership E-Mentoring Guide - quick overview of E-Mentoring services

Iowa Mentoring Partnership E-Mentoring Manual - detailed descriptions of the benefits and uses of E-Mentoring

E-Mentoring Elements of Effective Practice^TM

As developed by MENTOR, the National Mentoring Partnership, the Elements of Effective Practice^TM for E-Mentoring program policies and practices have served as an effective model for a number of successful E-Mentoring programs. The guidelines are applicable for new or established mentoring programs that are interested in developing, operating, participating in or funding an E-Mentoring program.   

Quality E-Mentoring programs will meet the following twelve Elements of Effective Practice^TM :

1.  A statement of purpose and long range plan that includes:

• Who, what where, when, why and how activities will be performed
• Input from originators, staff, funders, potential volunteers and young people
• Assessment of the organization’s capacity to create and sustain a high-quality program
• Assessment of young people’s needs
• Realistic, adaptable and easy to understand operational plan
• Goals, objectives and accountability for all aspects of the plan
• Funding and resource development plan
• Staffing and accountability plan
• Annual assessment of operations plan

2.  A technology implementation strategy that includes:

• Communication system appropriate to the goals of the program and its participants
• Communication system that is safe and reliable for the participants
• Determination of technology requirements, roles and responsibilities of partner organizations and program participants
• Policies regarding privacy and security of program participants’ data and communication.
• Method for archiving e-mails to meet the safety and/or evaluation needs of the program.

3.  Safety measures for young people and mentors that include:

• Established code of online conduct guided by common sense, basic etiquette and mutual respect
• Adherence to rules and laws that apply in fact-to-face mentoring, as well as those unique to online mentoring, such as the Children’s Online Privacy Protection Act of 1998 * (information regarding this act can be found on the National E-Mentoring Clearinghouse, www.mentoring.org/emc)
• Creation of guidelines, including necessary parental permissions, to govern young people’s appropriate and safe access to the Internet
• Comprehensive background checks, screening and training of mentors
• Confidentiality of program participants’ personal information
• Regular oversight and support of program participants and their relationships
• Established process for raising and addressing concerns with program staff and participants

4.  A recruitment plan for both mentors and young people that includes:

• Strategies that reflect accurate expectations and benefits
• Year-around marketing and public relations plans
• Targeted mentor outreach based on young people’s needs and interests
• Volunteer opportunities beyond mentoring

5.  A separate orientation for mentors and young people that includes:

• Program overview, including mission and goals
• Expectations and restrictions (accountability)
• Description of eligibility, screening process, logistics and suitability requirements
• Description of technology and required equipment
• Level of commitment expected (time, energy, flexibility, frequency)
• Benefits and rewards of participation
• Summary of program policies, including those governing privacy, reporting, communications and evaluation
• Safety and security, especially around use of Internet

6. Eligibility screening for mentors and young people that includes:

• Application process and review
• Reference checks for mentors, which may include character references, child abuse registry check, sexual abuse registry check and criminal background check where legally permissible
• Suitability criteria that satisfy the program statement of purpose and needs of the target population. Could include some or all of the following: personality profile; skill identification; gender; age; geography; language and racial requirements; level of education; career interests; motivation for volunteering; previous volunteer experience; access to and experience with technology; and academic standing
• Successful completion of training and orientation

7. A readiness and training curriculum for all mentors and young people that includes:

• Qualified program trainers
• Activities that promote program commitment
• Orientation to the program and available resources
• Skills and competency development as appropriate, especially for communication
• Code of conduct
• Cultural/heritage sensitivity and appreciation training
• Guidelines for program participants on how to get the most out of the mentoring relationship
• Do’s and Don’ts of managing the relationships
• "Job" and/or role descriptions
• Crisis management/problem-solving resources
• Support materials and ongoing sessions as necessary
• Suggestions for how to get started

8. Strategy for matching mentors and young people that includes:

• Appropriate criteria for matches, including some or all of the following: gender; age; language requirements; availability; needs; interests; geography; preferences for mentors and young people; life experience; temperament
• Commitment by all participants to the conditions of the match and the mentoring relationship

9. A monitoring process that includes:

• Consistent and regular communications with staff, mentors; and young people
• Tracking system for ongoing assessment 
• Written records
• Input from stakeholders such as – community partners and/or family members
• Rationale for utilizing selected monitoring strategy(ies)

10. A support, recognition and retention component that includes:

• Formal kick-off
• Process for managing grievances, re-matching, interpersonal problem solving, handling crises and bringing closure to relationships that end prematurely
• Ongoing peer support for volunteers, young people and others
• Ongoing training and development
• Social gatherings, if appropriate 
• Ongoing recognition and appreciation events 
• Newsletters or others communications to young people, mentors, supporters and funders

11. Closure steps that include:

• Private and confidential exit interviews to debrief the mentoring relationship between:
  • Young people and staff
  • Mentors and staff
  • Mentors and young people
• Clearly stated policies for future communication between mentors and young people
• Assistance for young people in defining next steps for achieving personal goals

12. An evaluation and information dissemination process that includes:

• Strategy for ongoing evaluation of the program and application of lessons learned
• Consideration of the information needed by program board members, funders, communication partners and other supporters
• Sharing program information and lessons learned with program stakeholders and broader mentoring community