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					ROANOKE AREA MENTORING STANDARDS

            2009-2010
                                2009/2010 APPLICANT INFORMATION

_______New Application                       _______ Renewal

1. Name of the organization
Enter the name of the organization/agency submitting this application.
__________________________________________________________________________________________
__________________________________________________________________________________________

2. Contact address
Address:__________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
Telephone:___________________________________ Fax number:________________________________
E-mail:______________________________________ Web site:____________________________________


3. Person to be contacted
This should be someone with whom your application can be discussed and to whom any questions can be
addressed.
Title:_______________________ First name:___________________ Last name:______________________
Position:__________________________________________________________________________________
Address: (if different from the one above)
__________________________________________________________________________________________
__________________________________________________________________________________________
Telephone:___________________________________ Fax number:________________________________
E-mail:______________________________________ Web site:____________________________________

If submitting a request for renewal, please complete the following:
_____ A copy of our current policies and procedures is attached.
_____ Our policies and procedures have changed since last year and the changes are highlighted.
_____ Our policies and procedures have not changed since last year.
_____ A copy of our annual outcomes (see standard 770-23 B) is attached.

By submitting this application, I agree to comply with the Roanoke Area Mentoring Standards if approved.

Name:______________________________________ Date:_______________________________________

Title:_______________________________________
                                    TABLE OF CONTENTS

PART I INTRODUCTION
      770-10                  Mentoring Approval Determination               4
      770-11                  Definitions                                    4
      770-12                  Applications                                   6
      770-13                  Application Fee                                7
      770-14                  General Requirements                           7
      770-15                  Approval Term                                  7
      770-16                  Approval Designation                           7
      770-17                  Grounds for Automatic Denial                   8
      770-18                  Revocation                                     8
      770-19                  Variances                                      9
      770-20                  Investigation of Complaints and Allegation     9
      770-21                  Compliance Review                              9

PART II ADMINISTRATION
      770-22                  Governing Body                                 10
      770-23                  Responsibilities of the Vendor                 10
      770-24                  Insurance                                      11
      770-25                  Weapons                                        11
      770-26                  Alcohol and Drugs                              12
      770-27                  Relationship to Mentoring Approval Committee   12
      770-28                  Qualifications                                 12
      770-29                  Job Descriptions                               12
      770-30                  Written Personnel Policies and Procedures      13
      770-31                  Personnel Records                              13
      770-32                  Screening Procedures                           14
      770-33                  Staff Development                              14
      770-34                  Case Supervision                               15
      770-35                  Program Director                               16
      770-36                  Supervisor                                     16
      770-37                  Mentor                                         16
      770-38                  Contractual Worker                             17

PART III PROGRAMS AND SERVICES
      770-39               Admission Procedures                              18
      770-40               Exclusion Criteria                                18
      770-41               Maintenance of Client Records                     18
      770-42               Initial Objectives and Strategies                 19
      770-43               Monthly Reports                                   19
      770-44               Invoices                                          19
      770-45               Discharge                                         19
      770-46 (NEW)         1:1/Group Mentoring Requirements                  20
Roanoke Area Mentoring Standards
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                              Part I INTRODUCTION

770-10       Mentoring Approval Determination

             A. Any agency providing mentoring services for cases reviewed by the
                Family Assessment and Planning Team and approved by the
                Community Policy and Management Team (CPMT) must have an
                approved designation.

             B. Any agency located in the City of Roanoke, City of Salem, Bedford,
                Botetourt, Floyd, Montgomery and Roanoke Counties providing
                mentoring services to CSA clients from the City of Roanoke, City of
                Salem and Roanoke County shall submit an application for approval.

             C. Any agency located outside of the City of Roanoke, City of Salem,
                Bedford, Botetourt, Floyd, Montgomery and Roanoke Counties
                providing mentoring services to CSA clients from the City of
                Roanoke, City of Salem and Roanoke County shall, at a minimum,
                submit the required initial/monthly mentoring reports referred in the
                RAMS.

770-11     Definitions
           The following words and terms, when used in this document, shall have the
           following meanings, unless the context clearly indicates otherwise:

           “Applicant” means the person, corporation, partnership, association or public
           agency which has applied to be an approved mentoring provider.

           “Application” means a document completed by the facility to furnish the
           Mentoring Approval Committee details about the vendor’s operations and
           includes certifications that the vendor understands and intends to comply
           with regulatory requirements. An application is complete when all required
           information is provided and the application is signed and dated by the
           individual legally responsible for operation of business.

           “Approved Mentoring Provider” means a vendor has been approved to
           provide mentoring services to a CSA client in the City of Roanoke, City of
           Salem and Roanoke County.

           “Case record” or “Record” means up to date written or automated
           information relating to one client. This information includes social and any
           relevant medical data, agreements, all correspondence relating to the services
           provide to the client, services plan with periodic revisions, aftercare plans
           and discharge summary and any other data related to the client.




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           “Child placing agency” means any person licensed to place children in foster
           homes or adoptive homes or a local board of public welfare or social services
           authorized to place children in foster home or adoptive homes.

           “Client” or “Mentees” means a person receiving paid mentoring services.
           When the term is used, the requirement applies only to individual currently
           receiving mentoring services.

           “CPMT” means Community Policy and Management Team. (The CPMT is
           known as the Roanoke Interagency Council (RIC) in the City of Roanoke.)
           The CPMT is the funding body and makes policy decisions for each locality.

           “Emergency” means a sudden, generally unexpected occurrence or set of
           circumstances demanding immediate action. Emergency does not include
           situations which should reasonably be anticipated.

           “Goal” means expected results or conditions that usually involve a long
           period of time and which are written in behavioral terms in a statement of
           relatively broad scope. Goals provide guidance in establishing specific
           short-term objectives directed toward the attainment of the goal.

           “Individualized service plan” means a written plan of action developed, and
           modified at intervals, to meet the needs of a specific client. It specifies short
           and long-term goals, the methods and time frames for reaching the goals and
           the individuals responsible for carrying out a plan.

           “Mentoring Approval Committee” means the committee that is responsible
           for recommending approval of all mentoring vendors to their respective
           CPMT.

           “Mentoring standards” means the standards for mentoring services which
           must be met by a mentoring vendor in order to be an approved mentoring
           provider.

           “Mentoring Vendor” or “Vendor” means a publicly or privately operated
           business providing mentoring services.

           “Objective” means expected, measurable short-term results or conditions that
           must be met in order to attain a goal. Objectives are measurable, behavioral
           terms and have a specified time for achievement.

           “Policy and Procedures Manual” means a course of action in guiding
           principles. Vendors who provide multiple services shall have their
           mentoring program addressed specifically in their policy and procedures
           manual.



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           “Program” means a combination of procedures or activities carried our in
           order to meet a specific goal or objective.

           “QMHP” Qualified Mental Health Professional means a clinician in the
           health professions who is trained and experienced in providing psychiatric or
           mental health services to individuals who have a psychiatric diagnosis.

           “Standard” means a statement which describes in measurable terms a
           required minimum performance level.

           “Strategies” means a series of steps and methods used to meet goals and
           objectives.

           “Target Population” means an individual with a similar, specified
           characteristic or disability.

           “Variance” means temporary or permanent waiver of compliance with a
           standard or portion of a standard, or permission to meet the intent of the
           standard by a method other than that specified in the standard, when the
           approval committee, in its sole discretion, determines: (i) enforcement will
           create undue hardship or (ii) mentoring services will not be adversely
           affected. The denial of a request for a variance is appealable when it leads to
           the denial or revocation of approval status.

770-12     Application

             A. Application Deadline

              1. Applications shall be received by April 20th for approval
              consideration for the upcoming fiscal year (July 1 – June 30).
              2. Applications received after April 20th will require a written statement
              requesting consideration. The Mentoring Approval Committee reserves
              the right not to review applications received after April 20th.

             B. Initial Application

              1.     Completed applications shall be submitted to the City of Roanoke
              CSA Coordinator on the 20h by 5:00 pm. This applies to all applicants
              previously reviewed by the mentoring committee during the last 12
              months. If April 20th is on a weekend, the following Monday by 4:30
              shall be the deadline.


              2.    The applicant shall provide the mentoring approval committee
              with:



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                    a. 8 copies of the full application and all supplemental documents
                    requested in the application.

             C. Renewal applications

             Providers who have approval status from the previous service year may
             submit a request for renewal and are not required to submit a new
             application each year. A completed renewal request and necessary
             attachments (including the annual outcome report and a copy of current
             policies and procedures) shall be submitted to the City of Roanoke CSA
             Coordinator by April 20th of each year for consideration for the upcoming
             fiscal year (July 1 – June 30).

770-13       Application Fee

             There shall be no fee to the vendor for approval status.

770-14       General Requirements

             A. The vendor shall exhibit full compliance with sufficient applicable
                standards to clearly demonstrate that its mentoring program can
                provide the services requested by the child placing agency.
             B. Vendors shall comply with the terms of the mentoring standards and
                requirements.
             C. Approval status is not transferable and automatically expires where
                there is a change of ownership or sponsorship.

770-15       Approval Term

             The Mentoring Approval Committee shall approve mentoring vendors for
             a one year term. Vendors must reapply or request renewal annually.

770-16       Approval Designation

             Approved: Fully meets Roanoke Area Mentoring Standards (RAMS) A
             score of 190-200 on your application will result in an Approved
             designation.

             Approved with Exceptions: Requires supporting documents for full
             approval. The applicant has 30 days to submit additional clarifying
             information. Applicant, if already approved, can continue providing
             mentoring services during this time frame and accept new referrals. If the
             supporting information satisfies the RAMS, the applicant will be
             Approved. If the applicant fails to submit the information in the allotted
             time frame, their designation will be Conditional. A score of 170-189 on
             your application will result in an Approved with Exception designation.


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             Conditional Approval: Applicant does not fully satisfy the RAMS.
             Applicant, if already approved, can continue providing mentoring services
             to current CSA clients. They cannot receive new referrals until their
             designation has changed to Approved. The applicant has 30 days to
             submit the requested information and/or submit a letter of intention for
             required policy changes. The Mentoring Committee will have 30 days to
             review and receive approval from the CPMT. If the supporting
             information satisfies the RAMS, the applicant will be considered
             Approved. If the applicant’s letter of intention satisfies the Mentoring
             Committee and CPMT, the applicant will be Approved. If the applicant
             fails to submit the information/letter of intention to the Mentoring
             Committee within the allotted time frame, their designation will be Denial.
             A score of 150-169 on your application will result in a Conditional
             Approval designation.

             Denial: Applicant does not satisfy the RAMS. Applicant will be notified
             that all CSA clients receiving mentoring services will be terminated within
             30 days of denial letter. Applicant will be allowed to resubmit their
             application no later than March 15th of the same approval year. Any
             applications received thereafter will be considered for the upcoming fiscal
             year. The Mentoring Committee will have 90 days to review and receive
             approval from the CPMT. A score of 149 or below on your application
             will result in a Denial designation.

770-17       Grounds for Automatic Denial

             A. An Application for approval status may be automatically denied when
             the applicant:

                    1. Has made false statements on the application or
                       misrepresentation of facts in the application process; or
                    2. Has not represented good character and reputation as
                       determined through references, background investigations,
                       driving records and other applicable materials; or
                    3. Has not fully met standard 770-32.

             B. The CPMT can deny an applicant at will and/or for any other reason
             deemed appropriate.

770-18       Revocation

             A. The approval status of a vendor may be revoked when the approved
                vendor:
                   1. Violates any provision of applicable laws or regulations made
                       pursuant to such laws;


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                    2. Engages in conduct or practices which are in violation of
                       statutes related to abuse or neglect of children;
                    3. Deviates significantly from the program or services for which
                       approval status was issued without obtaining prior written
                       approval from the Mentoring Approval Committee or fails to
                       correct such deviations within the specified time;
                    4. Engages in willful action or gross negligence which
                       jeopardizes the care or protection of clients; or
                    5. Has failed to comply with the stated standards.

             B. If revocation of approval status is recommended, the vendor will be
                notified in writing of the deficiencies, the proposed action, the right to
                appeal and the appeal process.

             C. The CPMT can revoke an approved vendor at will and/or for any other
                reason deemed appropriate.

770-19       Variances

             A. Any request for a variance shall be submitted in writing to the
             approval committee.

             B. A variance shall not be effective prior to approval from the approval
             committee.

             C. Variances must be requested annually with each new application

770-20       Investigation of Complaints and Allegations

             A. The mentoring approval committee is responsible for complete and
             prompt investigation of all complaints and allegations against the
             mentoring vendors and for notification of the appropriate persons or
             agencies when termination of services may be necessary. Suspected
             criminal violations shall be reported to the appropriate law enforcement
             authority. Suspected child abuse and neglect shall be reported to the
             appropriate DSS/Child Protective Service Unit within 72 hours.

770-21       Compliance Review

             A. The mentoring approval committee will make a minimum of one site
                visit annually to review compliance with RAMS.

             B. Vendor must provide all necessary documentation upon request to the
                mentoring approval committee members in order to verify compliance
                with standards.



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             C. Any deficiencies noted during the review process may result in a
                change of approval designation.




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                              Part II ADMINISTRATION

770-22        Governing Body

              A. The vendor shall clearly identify the corporation, association,
              partnership, individual or public agency that is requesting the approval
              status.

              B. The vendor shall clearly identify any governing board, body, entity or
              person to whom it delegates the legal responsibilities and duties of the
              approval status.

770-23        Responsibilities of the Vendor

              A. The vendor shall develop a written statement of the objectives of the
                 agency including a description of the target population and the
                 program to be offered.

              B. The vendor shall evaluate, at least annually, the mentoring program in
                 light of the population served and the objectives of the program. The
                 program evaluation shall include:

                      1. Demographic Information;
                      2. Number Served;
                      3. Definition of Population Served;
                      4. Outcomes Defined and Met;
                      5. Average Length of Mentoring Services;
                      6. Community Resources Client Linked to;
                      7. Reason for Termination;
                      8. Pre/Post Uniform Assessment Instrument Averages;
                      9. Client Satisfaction Survey; and
                      10. Guardian Satisfaction Survey.


 Interpretation of 770-23-B1: Demographic Information should include the following: Locality,
 Sex, Race, Age, Referral Source (School, Department of Social Services, Mental Health,
 Department of Juvenile Justice) and Funding Source (Private, CSA – Mandated, Non-
 Mandated, Mental Health Initiative funds, Court IV-E funds)

 Interpretation of 770-23-B4: Outcomes Defined and Met should explain how the mentoring
 agency defines client success.



              C. The vendor shall review, develop and implement program and
                 administrative changes as identified in the annual evaluation.



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               D. The vendor shall submit copies of the most recent annual evaluation.

               E. The vendor shall have a policy and procedures manual to include the
                  following:

                       1. Governing Body
                       2. Statement of Purpose
                       3. Program Description
                       4. Organizational Chart
                       5. Mentor Job Description
                       6. Recruitment Plan for Mentors
                       7. Screening Procedures for Mentors
                       8. Eligibility Criteria for Mentees
                       9. Exclusion Criteria for Mentees
                       10. Orientation
                               i. Mentor
                              ii. Mentee
                       11. Staff Development
                       12. Supervision
                       13. Matching Strategy
                       14. Termination Procedures
                       15. Program Evaluation Process

 Interpretation of 770-23-E14: Termination Procedures should explain how the mentoring
 agency determines termination of services for a client.

 Interpretation of 770-23: All mentoring programs shall have a policy and procedures manual.
 The policy and procedures manual of vendors who provide multiple services shall have their
 mentoring program addressed specifically.

770-24         Insurance

               If vehicles are used for the transportation of clients, the vendor or
               individual shall maintain liability insurance on vehicles operated by the
               vendor or individual.

 Interpretation for 770-24: Evidence of insurance policy from insurance company or agency
 for vendor vehicle or individual mentor’s vehicle must be kept on file at vendor’s main office.


770-25         Weapons

               The vendor shall prohibit possession and use of firearms, pellet guns, air
               rifles and other weapons by mentors while in presence of the mentees
               unless dictated by their profession.



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770-26      Alcohol and Drugs

               The vendor shall prohibit possession and/or use of alcohol and drugs while
               in the presence of the mentees. The mentor shall not be under the
               influence of alcohol and/or drugs while in the presence of the mentee.

770-27      Relationship to Mentoring Approval Committee

               The vendor shall submit or make available to the approval committee such
               reports and information as the approval committee may require to
               establish compliance with these standards.

 Interpretation for 770-27: Information, including written documentation, may be requested by
 the approval committee when the information is deemed necessary to determine compliance
 and on a random basis for inspection of compliance.


770-28      Qualifications

               A. Standards establishing minimum position qualifications shall be
               applicable to all vendors.

               B. A person who assumes or is designated to assume the responsibilities
               of a position or any combination of positions described in these standards
               shall:
                       1. Meet the qualifications of the position or positions;
                       2. Fully comply with all applicable standards for each function;
                       and
                       3. Demonstrate a working knowledge of the policies and
                       procedures that are applicable to his/her specific position or
                       positions.

               C. When services or consultation are obtained on a contractual basis they
               shall be provided by professionally qualified personnel.

770-29      Job Descriptions

               A. There shall be a written job description for the Program Director,
               Clinical Case Supervisor, Supervisor, Mentor which, at a minimum,
               includes the:

                       1. Job Title;
                       2. Duties and responsibilities of the incumbent;
                       3. Job title of the immediate supervisor; and
                       4. Minimum knowledge, education, skills and abilities required for
                       entry level performance of the job.


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               B. A copy of the job description shall be given to each person assigned to
               a position at the time of employment or assignment.

770-30      Written Personnel Policies and Procedures

               A. The vendor shall have approved written personnel policies and make its
               written personnel policies readily accessible to each staff member.

               B. The vendor shall develop and implement written policies and
               procedures to assure that persons employed in or designated to assume the
               responsibilities of each position possess the knowledge, education, skills
               and abilities specified in the job description for the position.


770-31      Personnel Records

 Intent of 770-31: This information is critical for the preliminary evaluation and screening of
 potential employees. It is an essential tool in planning the employee’s orientation and ongoing
 training and is an important tool in evaluating the employee’s performance.

 Written references or notations of oral references are to assess an individual’s performance in
 his previous employment for evidence of his/her fitness to care for children. Since past job
 performance is one of the better predictors of future job performance, careful interviewing of
 past employers may produce invaluable information to aid in making final selection decisions.

 Criminal background checks and checks for information regarding child abuse and neglect from
 the Department of Social Services’ Central Registry are also valuable screening tools. Vendors
 should carefully assess the information they obtain from these checks but remember these
 records are not infallible.



               A. Separate up-to-date or automated personnel records shall be maintained
               for each mentor and other employees and contractual service providers for
               whom background investigations are required by Virginia statute. Content
               of personnel records of volunteers and contractual service providers may
               be limited to documentation of compliance with requirements of Virginia
               laws regarding child protective services and criminal history background
               investigations.

               B. The records of each employee with direct mentee contact shall include:
                     1. A completed employment application form or other written
                         material providing the individual’s name, address, phone
                         number and social security number;
                     2. Educational background and employment history;
                     3. Written references or notations of oral references;


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                    4.   Reports of required health examinations;
                    5.   Annual performance evaluation;
                    6.   Date of employment and separation and
                    7.   Documentation of compliance with requirements of Virginia
                         laws regarding child protective services and criminal history
                         background investigations.

             C. Personnel records shall be retained in their entirety for a minimum of
                three years after separation from employment and contract service.

770-32     Screening Procedures

             A. Vendors shall have written procedures and standards for screening
             potential mentors. Vendors shall perform the following background
             checks:

                    1. State and Federal Background Check
                    2. DMV Check
                    3. Child Protective Services Check

             B. At a minimum, vendors shall not match a mentee with an employee
             who has the following:

                    1. Founded disposition of child abuse or neglect; or
                    2. Convicted of a crime listed in §37.1-183.3 of the Code of
                    Virginia; or
                    3. Found guilty of felonies as listed in code sections §18.2-57.2
                    and 18.2-51 of the Code of Virginia; or
                    4. Restricted or suspended drivers license due to
                    criminal/traffic problems or convictions or otherwise
                    suspended by DMV for financial reasons; or
                    5. Any drug or alcohol related citation reflected on the DMV
                    check.

770-33     Staff Development

             A. New employees, volunteers and contractual workers with direct mentee
             contact shall within six calendar months of employment be given
             orientation and training on the following:

                               1. Maintain Current Child/Adult CPR and First Aid
                                  Training;
                               2. Objectives of the mentoring agency/organization;
                               3. Practices of Confidentiality;
                               4. Child abuse reporting and recognition;
                               5. Referral and Support Services;


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                                 6. Duties and responsibilities;
                                 7. Crisis management;
                                 8. Problem solving;
                                 9. Communication skills;
                                 10. Boundaries and limits;
                                 11. Ethics/Standards of Conduct;
                                 12. Human Rights;
                                 13. Community Linking;
                                 14. Termination procedures; and
                                 15. Other policies and procedures that are applicable to
                                     their positions.

 Intent of 770-33-A-11: Ethics/Standards of Conduct training can include, but are not
 limited to, the following: Ethics endorsed by American Counseling Association (ACA),
 National Association of Social Workers (NASW), other relevant professional
 organizational training or agency adopted Ethics/Standards of Conduct.


               B. The vendor shall develop an individualized training plan within 30
               days that addresses the knowledge, education, skills and abilities that
               employees need to perform their job.

               C. Regular supervision of staff shall not be the only method of staff
                  development.

               D. All mentors should have a minimum of 16 hours annually of training.

 Interpretation of 770-33: Training can be attained individually, by one-on-one supervision or in
 a group setting. Training hours may not be billed under CSA client hours. Full and part-time
 employee must complete 16 hours annually. Staff development should be related to employee’s
 responsibilities. Example: Vendor group supervision meeting has qualified professional
 speaker on Bi-polar Disorder. Individual mentor attends training on best practices for
 mentoring.



               E. All personnel shall receive documented training and other staff
                  development activities as necessary to enable them to adequately
                  perform their job responsibilities.


770-34      Clinical Case Supervision

               A. Clinical case supervision shall be provided by a licensed eligible
                  worker with a minimum degree in one of the following: Masters
                  Degree in Counseling, Psychology or Social Work.



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               B. Licensed eligible clinical case supervisors must have access to an
                  individual with a professional license in one of the following:
                  Counseling, Psychology, Social Work or Psychiatry.

               C. At a minimum, clinical case supervision shall be provided on a
                  monthly basis to mentors with open CSA cases.

               D. Documentation of supervision shall be maintained by the clinical case
                  supervisor.

770-35      Program Director

               A. The Program Director shall have the following:

                         1. BA/BS degree with 2 years of child related experience.

770-36      Supervisor

               A. The Supervisor shall have the following:

                                i. Minimum: 2 years of college with 1 year of child
                                   related experience or status as a QMHP.

               B. Regular supervision of mentors, volunteers and contractual workers
                  shall be provided.

               C. At a minimum, supervision shall be provided bi-weekly to mentors
                  with open CSA cases.

               D. Documentation of supervision shall be maintained by the supervisor.


 Interpretation of 770-36: Supervision includes oversight responsibilities of the supervisor such
 as scheduling, direction, monitoring and evaluating the individual’s work activities. It also
 includes individual development activities such as counseling, mentoring, consulting,
 instructing and demonstrating job related functions.

 Interpretation of 770-36-B: Monthly meetings should be in person.



770-37      Mentor

               A. The mentee shall not be matched with a mentor who does not meeting
               the following minimum requirements:

                                  1. Minimum Education: High School Diploma or GED


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                             2. Minimum Age: 18 years
                             3. There will be at least a 7 year age difference between
                                mentor and mentee in any match.

770-38     Contractual Worker

             A. All contractual workers shall have the equivalent education and age
             requirements to any like position in which their services are being
             contracted.




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                                Chapter III PROGRAMS AND SERVICES

770-39      Admission Procedures

   Intent of 770-39: These sections require that there be an admissions process that assures the
   vendor provides services to only those children whose needs and characteristics are
   compatible with the vendors program and services. The services provided by a vendor
   must be compatible with the needs of the clients it serves.


               A. The vendor shall have written criteria for acceptance of the mentees
               into the mentoring program which shall include:

                       1. A description of the types of populations to be served;
                       2. A description of the range of services offered by the mentoring
                       program; and
                       3. Intake and admission procedures.

               B. The vendor’s criteria for admission shall be accessible to prospective
               clients, legal guardians and placing agencies.

               C. The vendor shall accept and serve only those clients whose needs are
               compatible with the services provided through the vendor.

770-40      Exclusion Criteria

               The vendor shall have written criteria for denial into the mentoring
               program which shall include:

                                  1. A description of the types of populations not served;
                                     and
                                  2. Refusal procedures.

770-41      Maintenance of Clients’ Records

               A. A separate written or automated case record shall be maintained for
               each mentee.

               B. Each case record shall be kept up to date and in a uniform manner.

               C. The vendor shall make information available only to
               person/organization legally authorized to have access to the information
               under federal and state laws.




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770-42      Initial objectives and strategies

               Within thirty (30) days following funding approval, individualized
               objectives and strategies for the first 30 days shall be developed,
               distributed to affected mentor and client, and placed in the client’s file.
               The vendor shall submit the “Initial Mentoring Treatment Plan” form to
               the child placing agency case manager within 45 calendar days following
               funding approval. The objectives and strategies shall be based on the
               reasons for accepting the client.

770-43      Monthly Reports

            A. Mentors shall submit the “Monthly Mentoring Treatment Plan Review”
            form to the placing agency case manager within 15 calendar days of the
            subsequent month.

            B. Failure to submit “Monthly Mentoring Treatment Plan Review” form for
            an individual client three consecutive times or three times in a six month
            period within the required time frame will result in termination of services
            for that client.

            C. Failure to submit “Monthly Mentoring Treatment Plan Review” forms for
            all clients referred by the child placing agency more than 75% of the time for
            a 3 month period will result in revocation of approval status.

 Intent of 770-43: Mentors, not supervisors, shall fill out the “Monthly Mentoring Treatment
 Plan Review”.


770-44      Invoices

               A. The vendor shall have 10 calendar days following the service month to
               submit invoices to the case manager. Failure to submit invoices within
               the required time frame will result in a warning for the first offense and
               may result in revocation of approval status thereafter.

770-45      Discharge

               A. The vendor shall have written criteria for discharge that shall include:

                       1. Criteria for a client’s completing the program which are
                          consistent with the vendor’s program and services; and
                       2. Conditions under which a client may be discharged before
                          completing the program.



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Roanoke Area Mentoring Standards
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             B. The vendor’s criteria for discharge shall be accessible to prospective
                clients, legal guardians and placing agencies.

             C. Discharge summaries.

                    1. No later than 30 calendar days after discharge, a
                       comprehensive discharge summary shall be placed in the
                       client’s record and sent to the persons or agency which made
                       the placement. The discharge summary shall review:

                            a. Services provided to the client;
                            b. Client’s progress toward meeting service plan
                               objectives;
                            c. Reasons for discharge;
                            d. Dates of acceptance and discharge; and
                            e. Date the discharge summary was prepared and the
                               signature of the person preparing it.

   770-46           1:1/Group Mentoring Requirements

                    A. Mentoring is intended to be provided on a 1 to 1 basis.

                    B. The Mentor can provide mentoring in a "group" setting if all of
                    the following requirements are met:

                            1. Group mentoring is identified as a Goal or Objective in
                            the Individual Family Service Plan and Roanoke Area
                            Mentoring Standards Treatment Plan;

                            2. The CPMT has given approval for group mentoring;

                            3. The vendor shall provide the locality with a separate rate
                            for group mentoring activities;

                            4. The vendor shall ensure all mentees and their guardians
                            sign release of information/confidentiality agreements to
                            participate in group mentoring activities;

                            5. Mentors shall not provide group mentoring with ratios
                            of more than 3:1 at one time.




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