SERVICE DELIVERY FILE REVIEW POLICY

Regular review of program files for compliance with agency policies and procedures and National Standards is a critical strategy in helping to ensure that children and youth are safe.

File reviews also offer supervisors an opportunity to assess staff competencies, training needs, and identify areas for potential improvement in the quality of service delivered to our children/youth and volunteers.

PURPOSE
The purpose of a file review is to:
1. Assess for compliance to and knowledge of National Standards and agency policies and procedures;
2. Quality assurance
3. Identification of risk

GUIDELINES
 % of active files are reviewed within each 6 month period striving for a goal of 100% compliance with National Standards and agency policies and procedures.
 Various types of files must be selected for review, including:
 active community-based matches/files at different stages of development;
 active site-based matches/files at different stages of development,
 re-matched Mentor and Mentee files;
 matched files that include a transition from site-based mentoring programs to community-based programs;
 files that resulted in pre-mature closure;
 and files that involve staff and/or board members serving as Mentors
 A checklist of mandatory forms will be completed for each file.
 The review must assess for compliance to and knowledge of the agency’s local policies and procedures, as well as adherence to National Standards.
 The review must assess individual staff competencies in terms of demonstrated understanding of the indicators of a healthy match, and a consistent ability to apply sound critical thinking skills in performing enrollment and match support functions.
o Identify areas for potential improvement
o Identify barriers to match continuation in matches that are closed in under a year.
The supervisor may choose to increase the number of audits for a specific staff person based on any concerns or issues that have been identified. In future reviews, improvements in the areas where deficiencies were noted should be documented.
 Reviews will be conducted by Mentoring Coordinators. Reviews can be conducted by supervisors, Executive Directors, audit or risk management committees of the Board of Directors and/ or by peers within the agency or within a neighboring agency.
 In addressing quality match support as it relates to child and youth protection, reviewers should be looking for documentation in the Match Support Framework (see appendix AA) of any identified risks in the area of Activities; Consistency; Closeness; Youth Centeredness, Structure, Duration and Expectations; and Safety as a result of an assessment of these areas.
 Documentation of the review must be maintained, including the date of the review, reviewer’s name and title, and a notation of any deficiencies found. In future reviews, improvements in the areas where deficiencies were noted should be documented.

Mentor File Review by Service Delivery Staff

File reviews are to be completed every six months.
Name of Staff Member Completing this File Review(Required)
MM slash DD slash YYYY

MENTOR CHECKLIST

Mandatory Forms and Required Documentation for Mentors
Mentor's Name(Required)
Mentoring Coordinator's Name:
Name of Mentoring Coordinator who manages this file
Program Type:(Required)
1. Screening Checklist ("Blue Sheet" found hard files only)
(Appendix Y) - Required if hard file contains more than one document
2. Inquiry
May not be present - not every file starts as an inquiry
3. Application Form
Document required by BBBS Victoria. Must be signed by Mentor (and Parent/Guardian if mentor is under the age of 19)
4. Permission and Release Form
(Appendix T) - Must be signed by Mentor (and Parent/Guardian if mentor is under the age of 19)
5. Photo/media consent Form
Form does not have to be present for service to be provided. If present, must be signed by Mentor (and Parent/Guardian if mentor is under the age of 19). If not present, file must be marked as unsuccessful with a note that "photo/media consent was not provided"
6. Confidentiality Agreement
Must be signed by Mentor
7. Interview summary
(Appendix V)
8. Fitness to Mentor – Final Assessment
(Appendix V)
9. Three Reference Checks
(Appendix U) - Minimum of three provided. One Personal reference; One Vulnerable Sector / Employment / Education Reference; One Significant other / Family Reference
10. Criminal Record Check (must include Vulnerable Sector Check as well)
For teen mentors only: Criminal Record Check or the “In Lieu of CRC from School” must be present.
11. Pre-Match Training
(Appendix Z) - Statement of Completion must be documented
12. Orientation
Ideally, the name of staff member who hosted the orientation session and the delivery method should also be documented in "outcome details"
13. Assessment of the Home Environment
(Appendix V) – completed as part of the interview. Note: Teen Mentors do not need to have a home assessment completed.
14. Cross-referenced against the Volunteer Registry
Has this step been documented?
15. Name and Birthdate Submitted to the Volunteer Registry
This happens when "Screening Outcome" is changed to “ACCEPTED CB OR ACCEPTED SB”
16. Notice of Acceptance/ Letter of Rejection sent
(Appendix X) - Verbal Notice of Acceptance is permitted but must be documented in SDP as screening outcome details. Letter of Rejection must be sent in writing and documentation of email/posting noted.
17. Annual Offence Declaration
(Appendix DD) - must be completed annually by mentors who volunteer beyond their first year
18. Meeting Goals
Review notes under initial match # sheet. MC creating match should document the reason why the match is being made. Written goals for match are no longer required by BBBS Victoria but should be noted if matched pair have a shared goal. Goal progression is reviewed and noted annually if match goes beyond one year.
19. Match introduction meeting
Review completed activities under match #. Match introduction notes must name the individuals present in the meeting, where and when the meeting took place, and whether the match is going ahead.
20. Case Logs
(Appendix BB) - are there case-notes that document the progress of the match and highlights any concerns or referrals made.
21. Match Support Framework
(Appendix AA) - are all scheduled match monitoring tasks completed. Is there a pattern of not completing them on time or not filling in all of the details of the task?
22. Re-assessment/Re-screening
Only required if mentor is being re-matched
Please document any additional concerns and/or feedback you may have about this individual file review and/or the file review process being implemented.