Abstract

A mentoring relationship can take many forms, and increasingly in this technological age, e-mentoring is gaining prominence. Like traditional face-to-face mentoring, e-mentoring poses its own challenges and rewards. This effective practice shares techniques that are essential for successful e-mentoring, using Elements of Effective Practice for E-Mentoring developed by the National Mentoring Partnership.

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Issue

Incorporating elements of successful mentoring practice into e-mentoring situations.

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Action

A mentor is an adult who provides young people with support, counsel, friendship, reinforcement and constructive example. According to the National Mentoring Partnership, the elements of effective e-mentoring include the following:

A statement of purpose and long-range plan that includes:

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

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 the technology requirements, roles and responsibilities of partner organizations and program participants.
• Policies regarding privacy and security of program participant's data and communication.
• Method for archiving e-mails to meet the safety and/or evaluation needs of the program.

Safety measures for young people and mentors that include:

• Establishment of a code of online conduct guided by common sense, basic etiquette and mutual respect.
• Adherence to rules and laws that apply in face-to-face mentoring, as well as those unique to online mentoring, such as Children's Online Privacy Protection Act of 1998.
• Establishment of guidelines, including necessary 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, especially that of young people.
• Regular oversight and support of program participants' and their relationships/
• Process for raising and addressing concerns with program staff and participants.

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

• Strategies that reflect accurate expectations and benefits.
• Year-round marketing and public relations.
• Targeted outreach based on young people's needs and interests.
• Volunteer opportunities beyond mentoring.
• Basis in your program's statement of purpose and long-range plan.

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 how the technology works and what equipment is needed.
• 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 the use of the Internet.

Eligibility screening for mentors and young people that include:

• Application process and review.
• Reference checks for mentors, which may include character references, child abuse registry check and criminal record checks 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, skills 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.

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

• Qualified program trainers.
• Activities that build commitment to the program.
• Orientation to the program and available resources.
• Skills and competency development as appropriate, especially for communications.
• Code of conduct.
• Cultural/heritage sensitivity and appreciation training.
• Guidelines for program participants on how to get the most out of the mentoring relationship.
• Dos 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 on how to get started.

Strategy for matching mentors and young people that include:

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

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 the selecting of this particular monitoring strategy from investigating the wide range of available models.

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 the relationships that end prematurely.
• Ongoing peer support for volunteers, young people and others.
• Ongoing training and development, including support materials.
• Social gatherings of different groups as appropriate.
• Ongoing recognition and appreciation.
• Newsletters or other communications to young people, mentors, supporters and funders.

Closure steps that include:

• Private and confidential exit interviews to de-brief the mentoring relationship between: -- young people and staff,-- mentors and staff,-- mentors and young people.
• Clearly stated policy for future contacts between mentors and young people.
• Assistance for young people in defining next steps for achieving personal goals.

An evaluation and information dissemination process that includes:

• Strategy for ongoing evaluation of the program and application of lessons learned.
• Consideration of the information needs of the program's board, funders, communication partners and other supporters.
• Sharing of program information and lessons learned with program stakeholders and the broader mentoring community.

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Context

The National Mentoring Partnership provides needed structure and careful stewarding of resources by:

• Offering online training, recruitment, e-mentoring standards, tool kits, and counsel from experts,
• Promoting safety and quality by encouraging mentoring organizations to follow rigorous standards.
• Promoting pro-mentoring legislation and policies.
• Replicating best practices in mentoring.
• Giving credit to outstanding effort by presenting annual Excellence in Mentoring Awards in three areas: Public, Corporate and Program Leadership.

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Posted On

November 21, 2003

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For More Information

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Source Documents

Related Practices

• Providing online mentoring to students interested in public health professions
• Creating a successful online mentoring program
• Understanding mentoring opportunities

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Related sites

Topic Areas

• Mentoring
• Technology
• Program Director
• Staff
• Youth
• Program management

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