MONITORING AND SUPPORTING THE MATCH

It is just as important for program coordinators to check in with mentees as it is to check in with mentors. You may want to prioritize making check in calls with individual mentees based on input gathered during your check in calls with mentors.

Individual check-ins with mentees	Reserve one-on-one mentee check-ins for high-priority cases (for example, if the mentee has not connected with their mentor, if the match relationship has experienced a conflict, or if there has been a breach of boundaries).
Group check-ins with mentees	Organizing group check-ins with mentees is another way to gather insight into their experiences. Consider asking someone who is close to the mentees’ age to lead the group check-in discussion. This provides a leadership opportunity for a young person, and mentees might be more willing to open up about the program. Group check-ins will vary by the type of program. For example, for school-based programs, consider gathering mentees before homeroom or during lunch. You can also offer prizes or a special meal to incentivize participation.
Mentee survey	Depending on the age of mentees, surveys can help you gain feedback on program satisfaction, gather testimony that can be used for marketing and recruitment, and get input on future program activities. If your program budget allows, consider offering gift cards to incentivize mentees to complete surveys.

Although mentors and mentees should be the primary focus of most program progress, it is also important to check in with parents/guardians. Parents or guardians may need support from the mentoring program to ensure they have accurate expectations for the mentor and the program, understand the mentor’s role and how they can best support this role

Why Check-In with Guardians?

Guardian check-ins are important, because parent involvement in and support of the mentoring relationship is associated with positive youth outcomes. Keeping guardians in the loop about the match relationship helps with the following:

• When guardians are informed about the match, they are more empowered to check in with the mentee about upcoming mentor/mentee activities and encourage their participation.
• Keeping guardians informed of match activities can also help reduce the chance of over-scheduling the mentee.
• When guardians are informed about the match, it can reduce feelings of jealousy and exclusion.

 
This support can include expert advice from the program staff or other parents, printed materials, and web-based resources. In addition, mentees and their parents or guardians may have needs or be facing challenges that cannot be addressed through the mentoring relationship. Referrals to social service providers should be provided to mentees and their families as needs arise.

The degree to which program coordinators contact guardians could be through email surveys, newsletters and quarterly virtual  group check ins with other guardians.

Sample check-in questions for parents/guardians (Pages 4–7)

Documenting check-ins is an important part of building consistency in your approach to match-support. Using a match-support check-in template or tracking spreadsheet can help you keep detailed notes on each match including any concerns that arise during check-ins. This is especially important if more than one staff member conducts match-support meetings or when there is staff turnover.

Suggested practice: Create a match-support check-in template or tracking spreadsheet.

Engaging match activities help deepen the connection between mentors and mentees. Sometimes, match activities organized by program staff members can reduce the pressure of planning an activity for the mentor so they can focus more on the mentee.

If your program plans match activities, consider:

• Age and developmental appropriateness
• Accessibility for participants of all abilities
• Food allergies or dietary restrictions
• Costs to the program or participants

 
When scheduling match activities, it can be helpful to:

• Give at least 30 days’ notice and continue to follow up
• Set RSVP deadlines
• Ask current mentors and mentees to help promote the activity
• Ask local restaurants, museums, college or professional sports teams, theater companies, or attractions to donate tickets or gift cards to help support match activities
• Contact your MENTOR Affiliate office to see whether it offers match activities in which your program can participate

 
Resources for match activity ideas:

• National Mentoring Project Toolkit for Employers

Program staff have many opportunities to help celebrate and recognize matches during the relationship. Some ideas include:

• Offer movie tickets, museum passes, or sporting event tickets to mentors and mentees who frequently participate in special events
• Ask mentees and mentors to participate in National Mentoring Month (January).
• Highlight match stories on your website, social media channels, or annual report
• Invite a mentor and mentee to present at a monthly board of trustees meeting
• Offer mentees and mentors other opportunities to share their story

• Match support check-in questions
• Mentor-mentee activity guidance
• Honoring and supporting matches