PA-VM 8: Supervising and Monitoring Relationships
Matches are routinely monitored to support the development of positive mentoring relationships.
A case file is maintained for each mentor and each service recipient and contains:
- a summary of information learned about the mentor and service recipient during screening and matching;
- a record of all meetings between program personnel, the mentor, the service recipient, and involved parents or legal guardians; and
- a record of the date, duration, and activities completed at each mentoring meeting.
Program personnel regularly contact the mentor and service recipient to provide support and monitor the appropriateness
and effectiveness of the match.
Contact can occur weekly, monthly, or quarterly, depending on the stage and nature of the mentoring relationship. More frequent contact and monitoring
may be necessary during the early stages of a match or if a match is considered to be in jeopardy of premature closing. When evaluating the match, reviews of case files are required.
Parents or legal guardians of children, youth, or dependent adults are involved in providing information about the progress of the service recipient, and are contacted by program personnel:
- biweekly, during the first month of service;
- monthly, for the remainder of the first year; and
- quarterly, after the first year of service.
Contacts with parents or legal guardians can occur in person or by phone. As referenced in PA-VM 8.02, it may be appropriate to contact parents or legal guardians more frequently if a match is considered to be in jeopardy of premature closure. If interest is lacking or the agency has trouble obtaining input, it may also be appropriate to seek input from other involved adults. For example, school-based programs
can involve teachers or other school personnel
who interact with the service recipient. If an agency (such as a juvenile justice agency) retains temporary custody
of the service recipient, it is sufficient to contact and obtain information from that agency.
NA The agency does not serve children, youth, or dependent adults.
When it is necessary to close a match, program personnel are responsible for helping involved parties end the relationship in a planned, constructive manner.
It may be necessary to close a match for a variety of reasons, including, for example: if the mentor or service recipient relocates, if the match is determined to be unsuitable or inappropriate, or if the match was designed to end at a specific time, such as school-based matches designed to end when the school-year ends.
If a service recipient is asked to leave the program the agency makes every effort to link the service recipient with appropriate services.