Policies

NON-DISCRIMINATION & ANTI-BULLYING POLICY

It is the policy of HOLLA that we do not and shall not discriminate on the basis of race, color, religion, gender expression, age, national origin, disability, marital status, sexual orientation, or military status. This policy includes mentors, mentees, staff, guardians, board members, volunteers, and all other stakeholders.

HOLLA does not allow bullying including bullying on the basis of race, color, religion, gender expression, age, national origin, disability, marital status, sexual orientation, or military status.

ELIGIBILITY POLICY

It is the policy of HOLLA that each participant must meet the defined eligibility criteria. Mentoring staff should be knowledgeable of and understand all eligibility criteria required for mentor and mentee participation in the program.

Extenuating circumstances may be reviewed at the discretion of the Match Coordinator and Program Director and acceptance may then be allowed with the written approval of the Executive Director and representative of the Board of Directors when all eligibility requirements are not clearly met. These instances are expected to be rare.

Mentor Eligibility Requirements:

  • Be at least 18 years of age

  • Agree to adhere to all HOLLA policies and procedures

  • Agree to a one school year commitment to the program

  • Agree to spending a minimum of four hours a month with the mentee

  • Agree to communicate with the mentee weekly

  • Complete the screening process

  • Agree to attend mentor trainings as required

  • Agree to communicate regularly with the Match Coordinator and submit monthly meeting and activity information

  • Have access to reliable transportation (public transit, carpool, or vehicle)

  • Have a clean criminal history. Exceptions will be reviewed on a case-by-case approval by the director.

  • Have never been accused, arrested, charged, or convicted of child abuse or molestation

  • Not be a convicted felon. If the applicant has been convicted of a felony, then they may be considered only after a period of seven years or on case-by-case approval by the director.

  • Not use illicit drugs

  • Not use alcohol or controlled substances in an excessive or inappropriate manner

  • Completion of high school diploma or GED equivalent

  • Not currently in treatment for substance abuse. If a substance abuse problem has occurred in the past, the applicant must have completed a non-addictive period of at least five years

  • Not currently be under treatment for a mental disorder or have been hospitalized for a mental disorder in the past three years

  • Not have falsified information during the course of the screening process 

SCREENING POLICY

It is the policy of HOLLA that each mentor and mentee applicant complete the screening process. All staff members must be trained and required to carefully follow the screening procedures.

At minimum, the following screening process is required for mentor and mentee applicants. Program staff must ensure that each applicant completes these established minimum screening procedures:

Mentor Screening Procedures:

  • Attend at least four-hour initial mentor training

  • Complete written application

  • Check criminal history: state criminal history, child abuse registry, sexual offender registry. Same checks must be performed in all states resided in as an adult.

  • Complete personal interview

  • Reference Check

Mentee Screening Procedures:

  • Obtain parent/guardian consent

  • Informal mentee interview/home visit

  • Complete mentee application

The decision to accept an applicant into the program will be based upon a final assessment done by program staff at the completion of the mentor or mentee screening process. The Match Coordinator has final approval for an applicant’s acceptance into the program. No reason will be provided to mentor applicants rejected from participation in the program.

All mentors are expected to meet the eligibility criteria. However, extenuating circumstances may be reviewed at the discretion of the Match Coordinator and Program Director and acceptance may then be allowed with written approval of the Executive Director. These instances are expected to be rare.

Documentation of the screening process must be maintained for each applicant. 

TRAINING POLICY

It is the policy of HOLLA that all mentors attend a minimum four-hour initial training session prior to being matched. The agenda will cover basic program guidelines, safety issues (including mandatory reporting), and communication/relationship building skills.

Each mentor must attend an additional two-hour in-service session at least once per year. These in-service sessions will be offered three times a year; in the fall, winter, and spring.

Every returning mentor must attend a yearly returning mentor training.

It is the responsibility of the Program Team to plan, develop, and deliver all training sessions with assistance from other agency staff, board members, and volunteers. 

MATCHING POLICY

It is the policy of HOLLA that the Match Coordinator will follow the guidelines outlined in the match procedure prior to creating a mentor/mentee match.

The Match Coordinator will determine the suitability based on the following criteria:

  • Preferences of the mentor, mentee, and/or parent/guardian

  • Similar gender/ethnicity/cultural identity

  • Common interests

  • Geographic proximity

  • Similar personalities

Matches will be made based on gender identity unless there is Board approval for an exception.

MENTOR SUPERVISION & SUPPORT POLICY

It is the policy of HOLLA that the Match Coordinator will be in monthly communication through phone, text, or personal contact. If a mentor fails to engage in these communications, their mentoring status will go under review. When appropriate, monthly updates will be shared with all parties to each match including the school contact, case worker (where applicable), mentor and parent/guardian. In the case of match concerns, appropriate discussion, and intervention will be undertaken to improve or rectify problem areas.

Mentoring program staff must follow the steps outlined in the Match Support and Supervision Policies. Beyond monitoring the match relationship and activities, program staff must undertake other efforts that support participants, such as regular group activities for matches, ongoing training events, a formal support structure for mentors, and the provision of information regarding relevant community events/activities for match participants.

CONFIDENTIALITY POLICY

It is the policy of HOLLA to protect the confidentiality of its participants and their families. With the exception of the limitations listed below, program staff will only share information about mentors, mentees, and their families with other HOLLA staff and the Board of Directors. Further, all prospective mentors, mentees, and parents/guardians should be informed of the scope and limitations of confidentiality by program staff. Additionally, mentors are required to keep information about their mentee and his/her family confidential.

In order for HOLLA to provide a responsible and professional service to participants, it is necessary to ask mentors, mentees, parents/guardians, and other outside sources to divulge extensive personal information about the prospective participants and their families, including:

  • Information gained from mentors and mentees, written or otherwise, about themselves and/or their families, in application to and during program participation

  • Participants’ names and images gained from participants themselves, program meetings, training sessions, and other events

  • Information gained about participants from outside sources including confidential references, school staff, employers

Records are, therefore, considered the property of the agency, not the agency workers, and are not available for review by mentors, mentees, or parents/guardians.

Limits of Confidentiality

  • Information from mentor and mentee records may be shared with individuals or organizations as specified below under the following conditions:

  • Information may be gathered about program participants and shared with other participants, individuals, or organizations only upon receipt of signed “release” forms from mentors, mentees, or parents/guardians.

  • Identifying information (including names, photographs, videos, etc.) of program participants may be used in agency publications or promotional materials only upon written consent of the mentor, mentee, and/or parent/guardian.

  • Information may only be provided to law enforcement officials or the courts pursuant to a valid and enforceable subpoena.

  • Information may be provided to legal counsel in the event of litigation or potential litigation involving the agency. Such information is considered privileged information, and its confidentiality is protected by law.

Program staff and volunteers are mandatory reporters and as such must disclose information indicating that a mentor or mentee may be dangerous to or intends to harm him/herself or others. Mandatory reporters must also disclose if they have reasonable suspicion that their mentee may be experiencing abuse or neglect.

If program staff members receive information at any point in the match process that a volunteer is using illegal substances, there is a criminal history of any kind, or is inappropriately using alcohol or other controlled substances, the information will be shared with the parent and they will have the option to reject the prospective mentor or close the existing match.

Violations of Confidentiality

A known violation of the agency policy on confidentiality by a program participant may result in a written warning or disciplinary action such as suspension or termination from the program. 

TRANSPORTATION POLICY

It is the policy of HOLLA to allow mentors to transport mentees in their own private vehicles. The match coordinator must ensure that all mentors meet the following criteria prior to transporting the mentee:

  • The mentor must have express consent from the parent/guardian to be transported by the mentor & program.

  • All mentors must own a car or have access to reliable insured transportation; all safety equipment including blinkers, lights, brake and back-up lights, seat belts, tires, and brakes must be in good operating condition.

  • All mentors who transport HOLLA youth must possess a valid driver’s license and present proof of auto insurance. A record of insurance, driver’s license, license plate number, and make and model of the vehicle will be maintained in the mentor’s file and will be updated on an annual basis.

  • HOLLA requires that mentors obey all traffic laws, and use seat belts and headlights at all times.

  • Mentors must also avoid taking medication or using any other substances that might impair their ability to drive.

  • If an accident occurs while the mentor is engaged in mentoring, it should be reported to the program coordinator promptly.

  • If possible, the mentor should carry a copy of the mentee’s health insurance information in the transporting automobile at all times in case of emergency.

If any of the above policy is not followed, the mentor will not be allowed to transport the mentee in a private automobile or may face other consequences. 

SEXUAL MISCONDUCT POLICY

The intent of HOLLA’s Sexual Misconduct Policy is to protect our mentees and mentors; prevention and identification of sexual misconduct is essential to our work and the policies and training in place directly and holistically address sexual misconduct prevention and identification.

For the purposes of this policy, sexual misconduct is defined as any unwanted or inappropriate conduct or behavior of a sexual nature, whether verbal, non-verbal, or physical, including, but not limited to, sexual harassment or abuse.

HOLLA adopts a zero-tolerance approach towards sexual misconduct and sexual abuse. Any form of sexual misconduct or sexual abuse, whether by a staff member or volunteer, is considered a violation of this policy and will not be tolerated. Any individual found to have violated this policy will face immediate and appropriate disciplinary action, up to and including termination of their position with the organization.

SEXUAL HARASSMENT

HOLLA strives to create and maintain an environment in which people are treated with dignity, decency and respect. The environment of the community should be characterized by mutual trust and the absence of intimidation, oppression and exploitation. HOLLA will not tolerate unlawful discrimination or harassment of any kind. Through enforcement of this policy and by education of staff and mentors, HOLLA will seek to prevent, correct and discipline behavior that violates this policy.

All volunteers and employees, regardless of their positions, are covered by and are expected to comply with this policy and to take appropriate measures to ensure that prohibited conduct does not occur. Appropriate disciplinary action will be taken against anyone who violates this policy. Based on the seriousness of the offense, disciplinary action may include verbal or written reprimand, suspension, or termination of employment/ volunteering.

Any related concerns should be directed first to the Program Director, and secondly to the Match Coordinator so that appropriate action can be taken.

CHILD ABUSE

HOLLA endeavors to provide a healthy atmosphere for the growth and development of youth; therefore, the mistreatment or neglect of youth and the resulting severe effects are of primary concern to HOLLA. Child abuse includes (1) physical abuse, (2) sexual abuse and sexual exploitation, (3) neglect, (4) mental injury and abandonment, and/or (5) threat of harm.

HOLLA shall take all steps to prevent abuse and, as mandatory reporters under Oregon law, shall follow all reporting requirements. HOLLA has developed policies, standards, guidelines and training to aid in the detection, prevention, and reporting of child abuse. Failure to meet the expectations of these guidelines and those set out in the Mentor Eligibility Requirements, Screening Policy, and additional information may result in immediate termination.

It is the policy of HOLLA that:

  • Program rules and boundaries must be followed, including appropriate touch guidelines.

  • Youth should not be singled out for favored attention.

  • No HOLLA staff member or mentor may date any person under the age of 18. Nor may they date a participant or former participant, regardless of the participant’s age.

  • Verbally, physically, sexually, or emotionally abusing or punishing youth is not allowed.

  • Youth may be informed in a manner that is age appropriate of their right to set their own “touching” limits for personal safety.

  • Mentors and staff will ask for consent before touch; at no time will mentors or staff participate in front hugs or lap sitting.

  • Youth will have access to private space for changing clothes, using the restroom, etc. during HOLLA events or activities.

SIGNS OF SEXUAL MISCONDUCT

Please see Section V, Trauma Informed Care and Mandatory Reports for more detailed information on identifying signs of trauma including sexual abuse of a child.

MANDATORY REPORTING POLICY

It is the policy of HOLLA that all staff, mentors, and other representatives of the program must report any suspected child abuse and/or neglect of agency clients or program participants immediately without fear of punishment. Reports should also be documented with all relevant details in Innovative Mentoring. All such suspected reports must be made to appropriate state and/or local authorities. Program staff must follow the mandatory reporting of child abuse and neglect procedure.

All employees, volunteers, and mentors of HOLLA are required to undergo training as to what constitutes child abuse and neglect, what the state statutes are, and how to properly report such cases.

Any staff, volunteers, or mentors accused of child abuse or neglect will be investigated by the agency. Contact with program youth will be restricted or constrained and/or the person in question suspended from employment or program participation per the decision of the executive director and board of directors until such investigation is concluded.

INVESTIGATIONS & FOLLOW-UP

HOLLA will work closely with the appropriate authorities to follow best practices to protect children during an ongoing investigation. No contact will be allowed between the alleged abuser and the child, and HOLLA will offer support to the family.

HOLLA’s leadership team and board will work together to adapt policies and procedures as needed if there is an occurrence of abuse. HOLLA will seek counsel from child welfare and other community resources to ensure all policies and procedures are comprehensive. 

ALCOHOL, DRUGS & FIREARMS POLICY

It is the policy of HOLLA to prohibit and discourage the use of drugs, alcohol, and firearms. Mentees and mentors are prohibited from using drugs or alcohol or possessing firearms while engaged in the mentoring relationship. Any suspected violations should be reported to the program director.

Alcoholic Beverages: No participant of HOLLA will possess or consume beer, wine, or other alcoholic beverages while actively engaged or prior to actively engaging in mentoring, nor shall any participant endorse the use of alcohol. Mentors and mentees may go to a location where minors are allowed and alcohol is served provided that the mentor and youth do not consume any alcohol.

Drugs: No participant of HOLLA will manufacture, possess, distribute, or use any illegal substance while engaged in mentoring or otherwise. Nor will any participant of HOLLA manufacture, possess, distribute, or use legal substances (marijuana, opioids, etc.) while engaged in mentoring.

Tobacco: The intent of HOLLA is to create a smoke- and tobacco-free environment. To that end, smoking and the use of all tobacco products is prohibited on the premises of HOLLA events and those involved with the program must refrain from the use of such products while engaged in mentoring. The use of tobacco products includes but is not limited to cigarettes, vaporizers, cigars, pipes, chewing tobacco, snuff, or other matters or substances that contain tobacco.

Weapons, Firearms, and Other Dangerous Materials: The possession or use of firearms, firecrackers, explosives, toxic or dangerous chemicals, or other lethal weapons, equipment, or material while participating in mentoring activities is strictly prohibited.

Any violation of this policy will result in the immediate suspension and/or termination of the mentoring relationship. In addition, violations of this policy may result in notification being given to legal authorities that may result in arrest or legal action, and may be punishable by fine and/or imprisonment. 

CLOSURE PROCEDURE POLICY

It is the policy of HOLLA that all mentors and mentees must participate in closure procedures when their match ends. Closure is defined as the ending of a formal match relationship regardless of the circumstances of the match ending or whether they intend to have future contact informally beyond the match duration.

Closure can occur for any number of reasons including: the contracted match duration has ended, one or both participants do not want to continue the match, there are changes in life circumstances of either the mentor or mentee, or an individual no longer meets the requirements for program participation. The match may end at the discretion of the mentor, mentee, parent/guardian, and/or match coordinator. It is left to the discretion of the match coordinator whether an individual will be reassigned to another match in the future based upon past participation performance and current goals and needs of the program.

Future contact will be at the mutual and informal agreement of the mentor, the mentee, and the parent/guardian. If future contact is agreed upon, HOLLA will not be responsible for monitoring and supporting the match after the match has ended. The coordinator will verbally and in writing inform all parties—the mentor, mentee, and parent/guardian—that the formal match has ended and that HOLLA will not be liable for any incidents that occur after the match has closed. 

EVALUATION POLICY

It is the policy of HOLLA that evaluation will be a key component in measuring the success of its mentoring program and for making continuous improvements in the effectiveness and delivery of mentoring services.

Evaluation data will be collected via formal surveys/interviews in winter and summer for mentees, mentors and parents in the program. Students are asked about their experience with their mentor, if their mentor helps to be proud of who they are and hopeful about the future, etc. 

MATCH MEETING POLICY

It is the policy of HOLLA that mentors follow these guidelines in their meeting times/locations with their mentees:

  • Mentors will only meet with students during times approved by their parent/guardian

  • Mentor will only meet with student in locations approved by their parent/guardian

  • Mentor will only meet with mentees in safe and public spaces – they are not to be completely alone together with the exception of driving

  • Mentors are to document their meetings in the Innovative Mentoring software for accountability

  • Mentors should meet in spaces that are acceptable for young people and are free from illegal activities 

HOLLA EVENT POLICY

It is the policy of HOLLA that mentors follow these guidelines while attending match events/field trips:

  • Mentees will only be able to attend with express permission of their parent/ guardian

  • Mentors may transport students with express permission of their parent/ guardian

  • All behavior policies apply on field trips

  • Cell phones should be put away and used only for photographs or emergency communication 

SOCIAL MEDIA POLICY

It is the policy of HOLLA that mentors should not post photos/videos of their mentees on their personal social media outlets without the permission of the student and their guardian. It is the policy of HOLLA that mentees should not post photos/videos of their mentors on their personal social media outlets without express permission from their mentor.

UNACCEPTABLE BEHAVIOR POLICY

It is the policy of HOLLA that unacceptable behaviors will not be tolerated on the part of mentors or mentees while participating in the program. This policy is in addition to behavioral requirements stipulated in other policies or procedures within this manual. This policy in no way is intended to replace or take precedence over other policies or procedures including, but not limited to, the following:

  • Non-discrimination and Anti Bullying Policy

  • Sexual Misconduct Policy

    • Sexual Harassment Policy

    • Child Abuse Policy

    • Mandatory Reporting of Child Abuse and Neglect Policy

  • Confidentiality Policy

  • Transportation Policy

  • Use of Alcohol, Drugs, Tobacco, and Firearms Policy

  • Social Media Policy

  • Match Meeting Policy

  • Field Trip Policy

  • Closure Procedure Policy

A number of behaviors are regarded as incompatible with HOLLA goals, values, and program standards and therefore are considered unacceptable and prohibited while participants are engaged in mentoring activities:

  • Unwelcome physical contact, such as inappropriate touching, patting, pinching, punching, and physical assault

  • Unwelcome physical, verbal, visual, or behavioral mannerisms or conduct that denigrates, shows hostility, or aversion toward any individual

  • Demeaning or exploitive behavior of either a sexual or nonsexual nature, including threats of such behavior

  • Display of demeaning, suggestive, or pornographic material

  • Known sexual abuse or neglect of a child

  • Denigration, public or private, of any mentee parent/guardian or family member

  • Denigration, public or private, of political or religious institutions or their leaders

  • Intentional violation of any local, state, or federal law

  • Drinking while driving under the influence of alcohol

  • Possession of illegal substances

Any unacceptable behavior, as specified but not limited to the above, will result in a warning and/or disciplinary action including suspension or termination from participation in the mentoring program.