Outback

Youth Mentoring

Building bridges for young

Australians in rural a

nd

outback communities...

inspiring them to

reach their dreams

Policy &

Procedure

Manual

Table of Contents

2

INTRODUCTION

Importance of a Policy and Procedure Manual 4

SECTION 1. Program Background

Program Information 4-7The Heart of True Blue Dreaming - Underpinning Values 8Key Organisation Contacts 9Host Organisation Role Statement 10Memorandum of Understanding 11-12

SECTION 2. Program Policies and Procedures

Operational and Administrative

Confidentiality and Privacy Policy 13-14Transportation, Out of Town Travel & Overnight Visits 15-16Policy and Procedure

Excursion Consent Form Template 17-18Use of Drugs, Alcohol and Tobacco Policy 19Unacceptable Behaviour Policy 20Inquiry Policy and Procedure Inquiry Tracking Form 21-22Record Keeping Policy and Procedure 23Evaluation Policy and Procedure Evaluation Policy 24 Participant Survey Form 25-26Community Consultation Community Consultation Questionaire 27-29

Recruitment and Selection

Eligibility, Recruitment and Selection Policy and Procedure Eligibility, Recruitment & Selection Policy 30-32 Information For Mentors 33 Mentor Information Brochure 34-35 Mentor Application Form 36-39 Mentor Information Release 40 Annual Recruitment Plan Template 41 Letter to Gain Parent/Guardian Consent 42 Information Brochure for Mentee 4345 Mentee Application Form 46-48 Mentee Information Release Form 49 Mentee Interview Questions 50 Mentee Assessment Summary 51-52 Mentee Acceptance Letter 53 Mentee Rejection Letter 54

SECTION 2. Program Policies and Procedures (continued)

Training Policy and Procedure 55 Mentor Training Outline 56 Mentee Training Outline 57 Training Evaluation Form 58 Mentor Training Completion Worksheet 59 Mentee Training Completion Worksheet 60Screening Policy and Procedure 61 Application to Complete a National Police Clearance 62-67 Interview Questions For Mentor’s Personal Referees 68 Mentor Interview Questions 69 Mentor Assessment Summary 70-71 Mentor Acceptance Letter 72 Mentor Rejection Letter 73

Relationship Coordination

Matching Policy and Procedure 74 Match Letter 75Match Support and Supervision Policy and Procedure 76 Mentor Monitoring Sheet 77 Mentee Monitoring Sheet 78 Group Activity Idea Sheet 79-82Mandatory Reporting of Child Abuse & Neglect Policy & Procedure 83 Child Abuse and Neglect Report Form 84-87 Accident Report Form 88 Incident Report Form 89-92Closure Policy and Procedure 93-94 Exit Survey 95 Exit Letter 96

Certificates of Participation 97-99

SECTION 3: Community Information and Expansion Opportunities

‘What is True Blue Dreaming’ Factsheet 100-102True Blue Dreaming Flyer 103-104Sponsorship Approach Letter Example 105Funding, Grants & Sponsorship Common Questions 106-112Regional Challenges & Limitation Factsheet 113-115Youth Ambassador Application Form 116Contact & Information Release Form 117Media Release Template 118

NOTE: True Blue Dreaming Outback Youth Mentoring Program is also known and referred

to in this document by the acronym ‘TBD’.

Table of Contents

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Welcome

Congratulations, you have joined a program that is highly committed to offering quality youth and community development in providing young people with mentors to inspire them and build their potential. This manual provides answers to most of the questions you may have about the True Blue Dreaming Outback Youth Mentoring program, as well as the Policies and Procedures we abide by, our responsibilities to you and your responsibilities to the young people participating in the program.

If anything is unclear, please discuss the matter with the True Blue Dreaming Co-ordinator as you are responsible for reading and understanding this Policies and Procedures manual.

THE IMPORTANCE OF A POLICY AND PROCEDURE MANUALThe basis of any mentoring program is a Policy and Procedure Manual that provides governance and guidance in the delivery of services. This manual will specifically address a number of areas within the True Blue Dreaming Outback Youth Mentoring Program such as the purpose, guidelines, and procedures. Written Policies and Procedures can contribute greatly to the long-term stability and safety of TBD by providing detailed step-by-step instructions on how to administer your mentoringprogram.

True Blue Dreaming Background InformationWHAT IS THE ‘TRUE BLUE DREAMING ’ (TBD) PROGRAM ?The True Blue Dreaming (TBD) Outback Youth Mentoring program is a youth and community development mentoring program targeted at young people aged 12-18 in rural and remote Australian communities. The program has been successfully delivered since 2004 in Wyalkatchem, Wheatbelt Region and 2005 in Looma, Kimberley Region. Numerous positive outcomes plus the opportunity to research best practice models and develop a TBD package and website which has now extended the accessibility and availability of TBD information via the internet. The TBD program is now being promoted to other communities - to initiate and also gain from the local benefits.

Introduction

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True Blue Dreaming Inc.Program Information continuedPROGRAM HISTORYTrue Blue Dreaming is a non-profit youth and community development program that was created in 2004. Dr James Fitzpatrick, Chris Baker and Nigel McNair developed the idea during the 2001 True Blue Dreaming National Tour. The tour was a six month visit of 50 outback communities involving a series of motivational presentations, youth and community forums and creative expression workshops.

Their vision was to provide rural and remote young people with mentors to inspire them and build their potential. They identified the need to bridge the gap between metropolitan, rural and remote communities of Australia so that young people in all areas had access to similar opportunities.

The TBD program was developed to specifically address the needs of rural and outback young people at a grass roots level focusing on areas such as personal growth, thriving communities, health and well being, environmental stewardship, and enterprise development.

In April 2003, Dr James Fitzpatrick was a keynote presenter for the LEAP03 - Western Australian Health Promotions Conference. Dr Fitzpatrick highlighted his vision to create a mentoring program for young people in rural Australia during his keynote address. As a result, several health promotion practitioners expressed an interest in forming a working party to develop the True Blue Dreaming Outback Youth Mentoring Program.

Planning for the TBD Pilot Project commenced in August 2003 with an interactive workshop with young people aged 10-17 years in the Wheatbelt town Wyalkatchem during the 2003 Children’s Festival. The workshop provided a forum to gain advice from young people (potential mentees/ about:

• How the program should be planned

• When the program should be implemented

• What young people would like a mentor

• What initiatives should be implemented to establish a mentor relationship

The workshop confirmed that a mentoring project would be accessed and valued by young people in the town.

TBD has forged strong partnerships with the local business community, school districts, and other youth–serving organisations and has served over 300 young people. Currently, TBD has expanded its scope of services to enable the program to be delivered independently by communities and organisations across Australia.

MISSION STATEMENT Through mentoring young people we foster personal growth and commitment to social and economic enterprise, and environmental sustainability.

VISION STATEMENT• A network of motivated

young people driving personal, social, and environmental development in rural and remote communities;

• Equality of opportunity between rural, remote, and metropolitan Australia;

• A greater understanding of and respect for Indigenous culture.

Section 1: program background

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HOW DOES TBD WORK?TheTBD program has founding principles and guidelines however is also tailor designed based on community needs, resources, skills, accessible opportunities, local projects (etc). TBD’s focus areas including personal growth (overall area), and the four specific areas - thriving communities, health and well being, environmental stewardship, and enterprise development. Each program has a 12 month agreement involving the mentor/mentees whereby they partake in a number of collaborative activities based on the focus areas and build the rapport of the mentor/mentee relationships.

Activities may include Camps, workshops, field trips, participation in or ownership of community based /local projects. An activity may run once per quarter based on a specific area or a number of activities may be offered. Regular contact is encouraged with the mentor/mentees and all over activities and contact arrangements are overseen by a designated local TBD program coordinator.

WHAT ARE THE BENEFITS OF TBD?• Fosters motivation, personal and environmental development

and awareness in young people within their local community

• Encourages community members to share their knowledge, skills and experience; to provide support; and build the capacity of youth within their region by participating in a Mentoring relationship (when Mentors are sought locally)

• Develops a greater understanding of and respect for Indigenous culture.

• Encourages social citizenship by mentees and mentors by collaboratively participating in a local community or enterprise project

• Provides training and skill building opportunities in the local community relative to the focus areas and mentoring

• Builds confidence in the young people in the community by providing leadership opportunities and new experiences

• Links the community with other like-minded TBD host communities offering more opportunities to meet with and develop rapport with young people (mentees) and mentors from other regions.

• Deters youth boredom by offering a positive program for regional youth that can be based around their needs and interests.

• TBD is a proven model and as such can now offer a full resource package to make it easy for other communities to implement.

Section 1: program background

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WHO ARE THE MENTORS AND MENTEES?The mentees, aged between 12 and 18 years, are generally sourced from a school or education environment with the organisation itself overseeing a partnership role in the project. Other host organisation possibilities are youth groups, employment, sports teams (etc) and/or may form a TBD mentee group using a combination of the above agencies.

The mentors must be 18+, registered have an approved criminal history /Working with Children checked by the local TBD program Coordinator. The Mentors may be separate from your community (i.e. Some programs have sourced Uni Students from the Perth Metro area); locally based community members; from a neighbouring community, or could be a specific interest group such Lions Club, Chamber of Commerce. Landcare etc WHAT TYPES OF ACTIVITIES ARE OFFERED?As noted previously there is one overall focus being personal growth (development) and four key focus areas including Thriving Communities; Enterprise Development; Well-being and Health; and Environmental Stewardship. Each of the activities will focus on one or more of these and can include projects, interactive workshops, field trips, events, training, guest speakers, hands on projects etc.

For example if leadership is the focus for the personal growth creating a DVD about caring for and preserving the local environment aimed at primary aged children could be an environmental stewardship project. Another example may be a Team-building Camp based on Well-being and Health which also provided healthy cooking workshops and a mental health presentation appropriate for youth. WHO WILL RUN THE PROGRAM?A Host Organisation with a local TBD Program Coordinator is an essential requirement to ensure, mentors are history checked and approved; appropriate training is overseen; provision of ongoing support and monitoring; mentees and their parents/guardians (if applicable) understand and agree to the various requirements and expectations of the program; coordination and management of TBD activities and mentor/mentee relationships and evaluation plus reporting of program outcomes to encourage improvement.

The Coordinator may be contracted under a funding agreement however from the point of future sustainability a local volunteer and/or a Project Partner representative running the program under their own portfolio is encouraged. If not in the first year perhaps hereafter, fostering a buddy system in the first year to build skills and identify appropriate supports.

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The Heart of True Blue Dreaming Underpinning ValuesTrue Blue Dreaming is about relationships and relating to one another. The way that we do this is to keep the following principals in mind.

BELIEVE IN PEOPLE

• Everyone has the right to dream

• Encourage dreaming “outside of the square”

• There is a positive in every outcome

• Be driven by optimism

COME FROM THE HEART

• Act from love; whatever you do, do it from a space of love

• Choose the most loving approach

• Make decisions from compassion not fear

YOUNG PEOPLE ARE AT THE CENTRE

ENGAGE PEOPLE

• We need to engage all sectors of the community

• Everyone has strengths and assets to offer

PURSUE PROJECT AND ENVIRONMENTAL SUSTAINABILITY

• Using minimal resources

• Being conscious of the environment every step of the way

• Use pre-existing resources when ever possible

• Throughout program planning ensure that the community understands the project , and are involved in the project.

USE YOUR HEAD

• Always ask “who is this action for?”

• “Why are we doing this?”

• “What can I learn here?”

Section 1: program background

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Key Organisation Contacts

Dr James Fitzpatrick ChairpersonTrue Blue Dreaming – Outback Youth MentoringTelephone: 0403 198 769Email: gettingvision@gmail.comWebsite: www.truebluedreaming.org.au

Bob SouthwellTBD ManagerTrue Blue Dreaming – Outback Youth MentoringTelephone: +618 9322 1900Mob: 0414 692 589Fax: +618 9322 8266Postal Address: PO Box 249, West Perth, 6872Email: info@truebluedreaming.org.auWebsite: www.truebluedreaming.org.au

For information relating to specific Host Organisations and areas that they are already delivering TBD, go to www.truebluedreaming.org.au

Section 1: program background

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Host OrganisationRole StatementHOST ORGANISATION ROLEThe Host Organisation oversees all aspects of the local mentoring program including the program development and implementation. The Host Organisation ensures program quality and performance related to recruiting, screening, matching, monitoring, and closing the relationship with the mentor and young person, and communicates with the mentor, parent/guardian, and young person throughout the relationship as per the Policies and Procedures.

SUMMARY OF DUTIES:

• Plan and coordinate a range of administrative functions including an annual mentor recruitment plan, managing the local program budget, monitoring the implementation of risk management strategies, participant record-keeping, quarterly reporting to the True Blue Dreaming Inc. Management Committee, and contributing to the evaluation of the project.

• Liaise with a range of key local stakeholders to develop and manage relationships. This will include community based organisations, potential mentors, parents and guardians of young people, other supporting bodies. Development and distribution of program marketing materials will also be required.

• Perform and oversee participant screening, training, matching, support and supervision, recognition, and closure activities.

• Build a strong working relationship with the True Blue Dreaming Inc. Management Committee.

• Plan and implement group activities and events for program participants based on the five True Blue Dreaming focus areas (personal growth and development, environmental stewardship, physical health and wellbeing, thriving communities, enterprise development)

• Manage the delivery of program strategies through support and development to the program’s mentoring group and communicate project achievements to participants, the community and key stakeholders.

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TRUE BLUE DREAMING PROGRAM

This Memorandum of Understanding (MOU) is made on this day of _________________________________.

BETWEEN (1) _____________________________________________________________________________

of __________________________________________________________________________________ AND

(2) True Blue Dreaming Inc. of Level 2, ADA House, 54-58 Havelock Street, West Perth, Western Australia 6005

The purpose of this document is to establish a Memorandum of Understanding (MOU) to define the co-operative relationship between the partners in their respective roles so that the partners can work together to achieve operational independence in delivery of a localized youth mentoring program.

This MOU establishes that True Blue Dreaming Inc. (TBD) and the Host Organisation and/or Stakeholders agree to the following terms and conditions as partners in the True Blue Dreaming Program:

TBD is committed to:• Manage programmatic activities including but not limited to development of policies and procedures,

fund development, and case management• Promote and market the True Blue Dreaming program• Consult and co-operate with Host Organisation on matters of mutual concern• Support the aims and objectives of each Host Organisation• Act as ‘Bank Account Holder’ in the case where Host Organisation are unable to open an account to manage

program funds

RSCHOS is committed to**:• Provide on-site coordination and an adequate project site • Identify appropriate Host Organisation students to participate in the program• Provide training for mentees• Identify, recruit, screen, train and support volunteer mentors• Provide advice for mentors on the academic needs of participating youth• Provide a contact person• Plan and implement group activities, events and games for mentors and mentees • Oversee all operational activities including screening, training, matching, support and supervision, closure

procedures, fund development, budget management and fiscal planning• Coordinate one-to-one mentor and mentee matching to meet the proposed goal of new matches per year• Provide quaterly evaluation summaries of the project to all partners including funding bodies, True Blue

Dreaming Management Committee and other key stakeholders• Source sponsorship and funding• Promote and market the True Blue Dreaming program

** Host Organisation requirements will depend on program partners role, resources and the individual program design. This list may be used as a guide to identify the various responsibilities and activities required to implement and manage the program effectively.

Memorandum of Understanding - page 1 of 2Section 1

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TRUE BLUE DREAMING PROGRAM (continued)

True Blue Dreaming Inc and Host Organisation will hold all confidential information in storage for seven years regarding participants and release such information only with signed parental consent or in cooperation with law enforcement investigations in compliance with local and state laws and statutes.

This MOU is being signed by the parties to evidence their in principal non binding intentions. Binding obligations are only intended to arise upon signing by the parties of formal agreements.

Either party may terminate this MOU by written notice to the other party at any time during the term without prejudice to any rights of the other party.

In witness whereof, the parties hereto have caused this MOU to be executed as of the day and year listed below.

True Blue Dreaming Inc.: _________________________________________ ___________________________ ____________Name Title Date

Host Organisation (Representative):

_________________________________________ ___________________________ ____________Name Title Date

Regional Stakeholder (Representative):

_________________________________________ ___________________________ ____________Name Title Date

Witness:

_________________________________________ ___________________________ ____________Name Title Date

Memorandum of Understanding - page 2 of 2Section 1

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