Types of Applications for Your Mentors and Staff

Clubs & Mentor Training Manual Training High Quality Mentors and Staff

PLANNING CLUB TRAINING DAY 1. CLUB TRAINING DAY: ALL of your mentors and staff MUST attend RFK Club training and sign their manuals—this is NOT optional. (a) Schedule: Pick a date and reserve a room to train your team. You’ll need to consider the church calendar, the dates for Camp, and how much time you will need between providing the training and actually starting the Club meetings. (b) Format: You can present the training in a one day format (5-6 hours) and serve lunch or break it into 2 three-hour trainings. A great plan is to make the last hour or so a ‘dress rehearsal’ Club meeting with half of the Mentors playing the part of the Club kids. This means your Club Staff must be prepared with the Club Curriculum for the first meeting (as well as any Mentors who have roles in the Bible Story). Practice the Cape Ceremony, the music, the puppet show and the Bible Story drama. It will make your first Club meeting much easier! (c) Shorter Training for Experienced Mentors/Staff: After your first year, you can choose to let experienced Mentors or Staff just come for the second half of your Club Training Day (have them arrive in time for lunch if you offer it). Please note that the full Club should ALWAYS be there for the review of the Club Rules and Policies. For legal and insurance reasons— and for the safety of the children and volunteers—this is essential EVERY year. 2. CAMP TRAINING—A PRE-REQUISITE FOR MENTORS and CERTIFIED CLUB STAFF: Camp training is a critical foundation for mentor training—and it also imparts the spirit and culture of Royal Family that you will want to continue in Club. Even if you have Mentors or key staff who cannot participate in Camp this year, they need to attend Camp Training as part of the bonding and sharing experience with the Club team for the year. 3. NON CERTIFIED CLUB STAFF: You have the option of including some non- certified volunteers as Club Assistants who do not participate in Camp training, although they must have the appropriate background screenings, an application and the Club Training.

XVI - 1 Rev. 05/14 Clubs & Mentor Training Manual

4. MENTORS-IN-TRAINING (teen helpers under 18 years old): Church youth who are under the age of 18 can be included as helpers with crafts and games etc., although they do not count as part of the ‘two deep’ requirement. They should be included in the Club Training Day. It is important that you only accept M-I-As if you are willing to stop using them if they are disruptive or too immature for the job or make the Club Kids uncomfortable. Also, make sure you do not have Club M-I-As young enough to share classes with the foster children in Club as this violates confidentiality. We recommend a minimum age of 15 years. Remember that for minors, you will need permission slips and waivers for medical and transportation issues.

ELEMENTS TO INCLUDE IN YOUR CLUB TRAINING DAY:  GOOD FOOD – Whether it is two afternoon sessions with refreshments or a full day with lunch make sure your team feels welcomed with tasty food and bottled water/sodas and coffee.  FUN RFK ATMOSPHERE: Club is the ‘next step’ for the Royal Family KIDS Camp. Include camp photos, songs, and any ‘props’ left over from camp at the Training Day. Spend some time on the great memories the group has of Camp -those memories bond the team!  VISION, COMMITMENT AND PRAYER – You are inviting your team into an important spiritual commitment to help wounded children over the next year.

CLUB TRAINING DAY RESOURCES

AT THE RFK CLUB LEADERSHIP TRAINING INSTITUTE, EACH LEADER WILL RECEIVE THE FOLLOWING RESOURCES TO USE DURING TRAINING DAY

1. SAMPLE MENTOR/STAFF MANUAL – Complete Manual and Sample Mentor Recruitment and Club Kid Recruitment (“Join the Club!) brochures in pocket Before Training Day, a) Duplicate manual pages for each Mentor and Staff Member at the church or a local copy shop b) Order official binders and tab sets for volunteers using Club order form c) Order additional Church brochures and “Join the Club” brochures using Club order form d) Assemble binders

2. RFK CLUB RESOURCES (on flash drive): a) RFK Official Logos in .jpg and .pdf formats b) Club Forms (MS Word)

3. CLUB TRAINING DAY POWER POINT PRESENTATION (FLASH DRIVE)

4. LEGAL ISSUES IN MENTORING (flash drive)

This is a SAMPLE Schedule. Your schedule will vary but make sure Mentors and Staff have a good idea of the vision and ‘nuts and bolts’ for Royal Family KIDS Clubs.

RFK CLUBS 1 Day Training Session

(DISPLAY: Have items for Club Kids and Mentors on Display + brochures)

MORNING SESSION

9:00 Welcome (Mentoring Director) Prayer (Person’s Name) Song (Camp CD or Sheet Music?)

9:15 Ice Breaker or warm up activity, for example, share best memories of Camp and ask, “Why do you want to mentor campers?”

9:40 About Clubs (Mentoring Director)—Manual Section I . Defining RFK—3 Levels of Mentoring . Optional: Break into twos and use the Cohort Meeting agenda (see Manual page I-20 . Defining the Commitment: Mentors: 4 hours/mo. + Meeting + Transportation/Mentoring Logs Club Team: Monthly Meeting and Involvement

10:15 Club Meetings (Club Coordinator) Manual Section II . Why Clubs? . Club Overview and Schedule . Calendar for your Club year —Coordinator hands out copies of your schedule for club meetings, cohorts, etc. for Mentors and Staff to put in Section VII of Manual. Updates will be given out at meetings throughout the year.

10:45 BREAK

11:00 Mentoring the RFK Way (Mentoring Director) Section III . “Learned Helplessness,” Program Elements, etc. . Boundaries

11:40 DISCUSSION Groups — “Boundary Issues” Table Questions

12:00 — 12:45 LUNCH (continued next page) ROYAL FAMILY KIDS CLUBS/1 Day Training Session/Continued

AFTERNOON SESSION

12:45 RFK CLUBS: Policies and Rules, Section IV (Mentoring Director alone or with Club Coordinator reviews policies from the Mentor/Staff manual)

1:15 DVD: Legal Issues in Mentoring & Discussion

2:00 Section VI: Break into two groups: Mentors and Club Staff

A. Mentoring Team (Mentoring Director leads group) Medical/Transportation Forms Using Your Mentoring Log Using Your Transportation Log Using the Adventure Book (hand out copies) – Making Memories

B. Club Team (Club Coordinator leads group) Show 1 sample of Adventure Book Mentors use Curriculum Planning Sheets – discuss/complete Go over schedule for your first meeting. Share questions or concerns.

SUGGESTION: If your Club Team is prepared, consider running the last hour or so of the meeting as a “dress rehearsal” for the first Club meeting with Mentors taking the part of Club kids. Put on the Cape/Seal Ceremony, the Puppet Show and the Bible Drama—and remember to bring all the actual props from seals and wax to capes, puppets and costumes! This is a great way to help new Mentors and Staff get a picture of what Club looks like—and helps get the team ‘on the same page.’

2:35 – 3:35 Dress Rehearsal of Club meeting #1 (see above)

3:35 – 3:45 Circle of Prayer for Meeting #1

XVI - 5 Rev. 05/14 Club & Mentor Training Manual Quick Guide to Club Year Supervision TASK MENTORING DIRECTOR CLUB COORDINATOR GETTING Confirm Matches with Mentors/Caregivers MEMBERSHIP ROLL/NAME TAGS READY TO  Mentors to meet w/Caregivers & sign Caregiver Covenant.  Prepare roll sheet for mentors, staff and club kids. START  Make files for each Club Kid & Mentor/Club Staff volunteer  Have staff help make name tags for kids and adults PREPARATION: Send out an email blast 2 days before each club PREPARATION/SET UP: Have team and room prepared for meeting to remind Mentors to call caregivers and confirm pick up each Club Meeting or event with props, supplies, scripts, food time, etc. + to bring mentoring logs (Meetings 2-9) and registration table, etc. MEETINGS/ COLLECTION BOX FOR MENTOR LOGS AT MEETING: After REGISTRATION: Welcome children, have roll sheet, name tags EVENTS meeting, review, sign and file them in the mentor’s file. Call KEEP ATTENDANCE RECORD FOR CHILDREN AND ADULTS those who didn’t submit. FOR EACH MONTH ON FILE. PROGRAM – Keep the Program (music, story, etc.) on track. PARTICIPATION/OBSERVATION: Help as needed but use time primarily to observe how mentoring pairs do together. Include + CLUB MATERIALS: At first meeting, distribute each Club the Club Psychologist in using Club time for observation - Kid’s t-shirt, back pack, Adventure Book and devotional. Give where is extra help, caution or encouragement needed? Mentors their Adventure Books. Capes and puppets are kept in the club room between meetings. Reserve pendants for final SPECIAL EVENTS: Bring a copy of every Club Kid’s meeting. transportation/medical release form in a binder for SPECIAL EVENTS: Plan logistics for any Club field trip or emergencies (individual mentors will also have them) to service projects—transportation, food, budget and, if needed, meetings, field trips and special events. obtaining separate event insurance. TEAM AND MENTORING COHORT: Hold a monthly meeting with the CIRCLE OF PRAYER: Before Club Kids arrive at the monthly CLUB KID mentors during part of the Club meeting or at a separate time meeting, have Club staff gather for a Circle of Prayer SUPPORT (Manual III - 29). (Manual II - 13). BETWEEN MEETINGS—Contact mentors regarding any BETWEEN MEETINGS-- Check to see that staff will all be encouragement or concerns to share based on their submitted attending the next month, and to get extra help in any area. logs or your observations. Be available for their calls. What worked, what didn’t at last meeting? CAREGIVER CONTACT—Call caregivers once or twice a year to CLUB PHOTOGRAPHS—Work with Club photographer to get see how they think mentoring and Club are going. If a child has approved photos of club events to mentors for Adventure Book moved placement, work with mentor to get new waivers signed scrap pages and memory books before final meeting. (Manual III – 24 & 25) END OF YEAR CLOSURE LETTERS—Mail Club Closure Letters for each Club FINAL MEETING: Distribute pendants w/Mentor Director. Give Kid just before final meeting. (Manual XV – 21) out capes to any graduating Club Kids not eligible for camp. DEBRIEFING—With Club Psychologist, hold final gathering to DEBRIEFING: Reserve room, plan food and a way to use time to debrief + thank all mentors and staff. Collect all certification cards say thank you to mentors and staff. SUBMIT completed Club Certification Form to National Office by Help Mentoring Director with any information needed for Club

XVI - 6 Rev. 10/12 Club & Mentor Training Manual July 1 for prior club year review Certification Form.

XVI - 7 Rev. 10/12 Club & Mentor Training Manual Making A Mentor/Staff File You should have a file for every active volunteer in Club.

MENTOR FILE includes:

1. Application (Mentor/Club or copy of Camp) 2. Copy of Driver’s license and insurance 3. Copy of ID Card 4. Note the date you received Level 3 or 2 background clearance 5. Signed Commitment Form from Manual 6. Mentoring Logs 7. Transportation Logs 8. Copy of Club Kid’s Club Closure Letter (end of year)

CLUB STAFF FILE includes:

1. Application (Mentor/Club or copy of Camp) 2. Copy of Driver’s license and insurance 3. If Certified: Copy of ID Card 4. Note the date you received Level 3 or 2 background clearance 5. Signed Commitment Form from Manual (OR if Club or Mentor Assistant, a signed copy of Section IV initialed and dated on each page)

In the Forms Section you will see samples of labels you can print (from files on CD provided at training) that can be placed on the front of each volunteer’s file as a handy check list.

XVI - 8 Rev. 12/14 Club & Mentor Training Manual CLUB TEAM PREPARATION AND SUPERVISION

Club Coordinators should meet with their team as early as possible to plan the year.

1. Find out from the Mentoring Director how many Mentors and Club kids are expected to join the Club this year.

2. Review the calendar. If you have already scheduled the church room for the dates and times your Club will meet, consider the following questions: - Plan food: Should we just provide snacks or a full meal for our Club meetings? - Should we plan one or two field trips for the year? If so, will the outing replace a meeting? (Each month’s lesson stands alone, so material can be skipped or abridged if necessary.)

3. Develop a Club Calendar. Put the dates you know on this calendar and prepare copies to hand out at Club Training Day for Mentors and Staff to insert in their Manuals in Section VII. During the year, update and hand out revised calendars at Club meetings.

4. Matching the team to the tasks. Activities Coach: Checks on Camp Activity Centers used to see if any can be borrowed or if new activities need to be organized for Club. Music Coach: Gets a copy of the year’s Camp CD and sheet music and plans to bring a CD player to club.

5. Club Coordinator reviews the Club Curriculum and makes assignments for the next quarter’s meetings, including ice breaker, Bible story, drama, etc.

SETTING THE STAGE: As soon as possible, consider how the Club team can use the Curriculum theme throughout the year (Follow Your Dreams, Build Your Castle, Find Your Treasure Activate Your Superpower,) in props, games, awards, etc. You might want to decorate your Club meeting room with a model castle, a treasure chest, a model ship, etc. to emphasize the year’s theme.

XVI - 9 Rev. 12/14 Club & Mentor Training Manual MENTORING SUPERVISION

Once a mentoring match has been made, providing support and supervision can make a huge difference in its success—and an effective intervention if there are problems. The RFK Club Supervision System includes a number of avenues for the Mentoring Director (and key Club Staff including the Club Psychologist) to evaluate mentoring relationships and encourage, advise and make suggestions or corrections.

1. DIRECT OBSERVATION OF MENTORING PAIRS (MONTHLY): Mentoring Directors and Club Staff observe mentoring pairs each month at the Club meeting or event.

2. MENTORING LOGS: Each month, Mentoring Directors receive (1) completed and signed Mentoring Log and (2) Transportation Log (see Forms section) from each Mentor to document the time the Mentor spent with the child, who else came along, etc. Mentoring Directors find that this often gives them insights on how the relationship is working, where the Mentor needs help and specific things to affirm and encourage. Keep these logs in a locked cabinet—they are important legal documentation if an insurance issue, allegation, etc., arises.

3. SMALL GROUP DEBRIEFING ORAL REPORTS (MONTHLY): During the Cohort time, Mentoring Directors can check in with Mentors and debrief on how things are going with Club kids.

4. CAREGIVER REPORTS: Mentoring Director makes the first call to the Club kid’s caregiver each year and gives the caregiver his or her contact information to call if there are any questions or concerns about mentoring during the year. Mentoring Director (or a designated Club Staff assistant) contacts the caregivers twice during the nine months of Club to see how the mentoring is going from their perspective. It is very encouraging to share positive reports from caregivers with the Mentoring Cohort. One mother told the Director that her son had gone from sullen to ‘singing and laughing’ on days he was with his Mentor!

5. CHILD REPORTS: The Mentoring Director and the Club Staff can check in with Club kids informally during Club time (when separate from the mentor) about how things are going. Once or twice a year, reports should be received more formally. One way to do this is to assign Club Staff to take a short ‘survey’ of Club kids apart from their Mentors with not more than two to four questions—What do they like best about having a Mentor? Is there anything they want to change about meeting with their Mentor? What is their favorite part of Club? Do they have any ideas or suggestions about mentoring kids? Coaches can write down answers like ‘reporters’ or ‘poll takers’ to share with the Mentoring Director later—Club kids will love feeling like sought-after ‘experts.’

XVI - 10 Rev. 12/14 Club & Mentor Training Manual

ADDITIONAL SUPERVISION, SUPPORT AND DEBRIEFING DURING THE YEAR

Key Tasks for the Club Psychologist/Social Worker are to:

1. Be available by phone, email or at Club times for consultation for Club Staff, Mentors and the Mentoring Director about specific Club kids, problem behaviors or situations.

2. Sit in on the Mentoring Cohort at least once or twice a year* to interact with the Mentors.

3. Recommend resources—books, tapes, DVDs, etc. from RFK National and other sources that Mentors and Club Staff may find helpful in working with Club kids.

4. Provide an end-of-year debriefing for the Mentors to talk about their experiences with the mentoring program.

* While it is not necessary for a Club Psychologist to attend every meeting, it is a huge bonus if they can! Observation will tell them so much about how the children are doing and how the matches are going.

CRITICAL ISSUES

. Child Abuse Allegations: Review Section III-17, “Mentors Are Mandated Reporters of Abuse.” Mentoring Director and/or the Club Psychologist/Social Worker will be training Mentors and Staff on this and all other policies on training day. It is critically important that Mentoring Director understands that if they or Club volunteers see a child being abused or a Club kid reveals abuse, the Director and/or the volunteer MUST report this to social services. If the volunteer contacts you, counsel them to immediately call social services (the hotline or the foster care agency) and offer to go with them or to stay in the room while they call if they need support.

You can contact your Club Psychologist/Social Worker if you have questions or need advice about which agency to contact, but do not attempt to investigate whether a child’s allegation about being hit or sexually abused is true. The law is clear that you must report allegations and let the social service professionals substantiate the case.

. Placement Moves: Review Section III-24 & 25, “What To Do If Your Club Kid Moves Placement.” Mentoring Director may need to help the Mentor by contacting the former caregiver and/or the caseworker to find out where the child has been moved and to get support in continuing the mentoring relationship. Once you have the new caregiver’s contact information, you as Mentoring Director should make the first call to explain the Club and the Mentoring program. If the new caregiver is open to the Club kid continuing, the Mentor needs to present a new Medical/Transportation Release Form and Caregiver Covenant and get them signed by the new caregiver (foster parent, relative or group home administrator) before meeting with the child and/or driving the child. It is helpful if you or another leader can go with the Mentor for this initial meeting.

Letting Go: Please note that if the caregiver refuses contact, the Mentoring Director should help the Mentor accept the decision and perhaps meet together to pray for the child and release the Mentor from their promise.

XVI - 12 Rev. 12/14 Club & Mentor Training Manual RFK ADDITIONAL RELEASES/WAIVERS

There are some additional releases or waivers that you may need to have the club or individual mentors use for specific situations.

1. RESPITE CARE BY AN INDEPENDENT AGENCY WAIVER (Page VI-20) The only exception to the rule against individual overnight visits is in the case of a Mentor who has been certified as a foster parent or respite provider by a licensed agency AND who has submitted a completed Respite Care Waiver (in advance of the visit) to the Mentor Director clarifying that overnight care is not supervised or approved by RFK

2. CLUB WAIVER FOR A RELIGIOUS SERVICE OR EVENT (page VI -22) Some Club Kids ask to attend church services or Sunday School with their Mentor at the sponsoring church. If the caregiver gives verbal permission for this, and the child wishes to attend, this is permitted. In fact, it can be a great way for Club Kids to further bond with their mentors and to get to know a whole church family! Sometimes, however, a Club will want to go to a special church service, youth program or outreach event (play, concert, speaker, etc…) as a group. These events may well include evangelistic outreach techniques like altar calls, etc. Thus, it is wise to alert the caregiver to the fact that this is not an RFK event but a religious event sponsored by a church or other Christian group. The Club Waiver for a Religious Service or Event allows several mentors and interested children to take advantage of those opportunities, but at the same time makes the caregiver fully aware of the nature of the event.

3. HIGH RISK ACTIVITY WAIVER(S): Although the RFK Club Medical/Transportation Release Forms cover Club and mentor activities, it is recommended to have an additional specific permission waiver(s) for high risk events. The following must be signed before the trip or event by the caregiver (not the mentor). It is possible that a caseworker should sign or be informed as well, depending on the agency/county rules:

 FACILITY RELEASE SIGNED BY CAREGIVER IN ADVANCE: If a facility or an event within the facility requires a liability waiver by the parent or caregiver, an RFK Mentor or Club volunteer CANNOT sign such waiver! This waiver must be obtained from the facility and signed BEFORE the trip by the child’s caregiver and/or possibly a caseworker, depending on your county or agency rules. The signed waiver should be submitted to the facility and you may want to keep a copy for the RFK file.

 RFK HIGH RISK ACTIVITY RELEASE (VI-21, for the child’s RFK Club file). In addition to the facility release and the RFK Club Medical/Transportation Release Form, obtaining a specific activity release form for a higher risk activity is also recommended, and must be completed BEFORE the activity or event.

PREPARATION FOR HIGH RISK ACTIVITIES

There are certain activities with children that present higher than ordinary physical risks. Some examples might be: trampoline parks, skate parks, private airfields, ropes courses, etc. Sometimes even a generally low risk setting (like a community pumpkin patch) can include a high risk activity (zip line, etc.). Most of the time, avoiding high risk activity is the best course of action, but if you decide to proceed, here are some guidelines for RFK volunteers:

Before a higher risk activity, the individual Mentor, Mentor Director or Club Coordinator needs to research the facility, including:

1. FACILITY EXPERIENCE - Check the facility's experience and qualifications or a local reference, particularly for experience in working safely with groups of children.

2. FACILITY RELEASE - Obtain release forms (if available) from the facility in advance so that caregivers can review and sign before the planned event.

3. FACILITY INSURANCE - Determine if the company operating the activity has insurance that will cover the child as well as RFK and the host church if there is an accident, or if it only covers the facility.

In any event, consult with the Club insurance agent regarding your Club’s risk and coverage.

4, HIGH RISK ACTIVITY RELEASE (Page VI-21) Prepare for caregiver (and or caseworker if required) to review and sign prior to the event.

CONFER WITH MENTOR DIRECTOR: Prior to planning an individual mentoring activity as described above, mentors must confer with the Club Mentor Director in order to ensure the Mentor’s understanding of the requirements above as applied to the planned activity, and to enable sharing of experiences for the benefit of all other mentors.

XVI - 14 Rev. 12/14 Club & Mentor Training Manual FOLLOW-UP WITH CHILDREN

For the protection and safety of the children we serve, it is Royal Family KIDS policy that once an adult volunteer builds a relationship with a child through Camp, Club or Mentoring, the relationship ceases on the last day of Camp or Club.

Understanding the Royal Family KIDS Policy

1. “Grooming” a child, as a pedophile does over a period of time, could begin at Camp and continue after Camp or into Club, if the relationship is permitted without sufficient supervision and accountability. This extends the church’s liability and RFK’s liability. Any extended relationship under the auspices of RFK is discouraged.

2. Due to the complexity of the Social Services System, future contact with the children is very difficult to maintain and a broken relationship is much more harmful to a foster child than no extended relationship at all.

3. Counselors and Staff should make no promises of continued written or phone contact with the children after Camp. Social Media contact between RFK volunteers and Campers or Club Kids is strictly prohibited under the RFK Rules and Policies. It is for the protection of the children and the RFK volunteer that social media is restricted.

4. Some of the children have court orders describing whom they can be in contact with, and keeping their locations confidential. No matter what the child tells the Counselor or Staff member, the existence of these court orders must be acknowledged and adhered to. RFK volunteers may not always have the full story on every Childs situation.

Limited Exceptions to Relationships Outside the Boundaries of Camp and Club

CAMP For Camps who do not have an active Club and Mentor Program there is opportunity to see and serve the children from Camp at other times of the year. If a Director chooses to host an event or a volunteer desires to pursue a relationship with a camper (Post Camp) the following guidelines must be adhered to:

All correspondence with Social Workers or Caregivers is be initiated by the Camp Director Only. Camp volunteers are not permitted to contact Social Workers or Caregivers until given permission to do so by the Camp Director.

Special Event Example: Christmas Party 1. Social Services, Caregiver and local RFK Directors knowledge and approval. 2. Verification of sufficient supervision, accountability, and if necessary, insurance coverage for a special event. 3. Clarity that the event is not an RFK sponsored event but rather a church hosted event. Invites and promotional materials may not contain RFK logo or language.

Continued Relationship with Camper RFK volunteers who want to continue a relationship with the child outside of any RFK program, are to go through the County and become a “County Volunteer” covered under the County’s insurance program and under the County’s Supervision. That volunteer must also make it clear that they are no longer serving as a Royal Family KIDS volunteer until such time as the Camp or Club comes around again.

Any RFK Camp volunteers wishing to have additional visitation or experiences with a child should have a written letter acknowledging their volunteer status with the County and should be signed by the following: 1. County Social Services Department or assigned Social Worker. 2. RFK Camp Director. 3. Child’s Caregiver.

Director Discretion is Advised: Camp Directors should prayerfully and carefully consider the volunteer and child before moving forward with a camper/volunteer relationship. Again, foster children’s lives are filled with people who don’t keep their promises. The Director should be certain the volunteer understands the damage done to a child when a promise is not kept or the relationship does not succeed. Proceed cautiously.

Club The RFK Club and Mentor program spans 9 months of the school year and allows for volunteers who are a part of the Club Staff or Mentors to spend time with the children enrolled in Club. Christmas parties and special events are a natural occurrence within the Club and Mentor Program. Club rules and policies apply during the Club months.

RFK Club Staff and Mentors are not permitted to meet with Club Kids once the last Club meeting has taken place. Club has a start and end date to allow mentors the option of not continuing the mentoring relationship and also gives the Mentor Director a small break from supervising the relationship before the next Club year begins.

However, due to some of the bonds made through mentoring, volunteers sometimes desire to continue the relationship after Club has ended. The following guidelines must be adhered to when a continuing relationship is desired:

1. Mentor Director must approve and give written permission for the relationship to continue. 2. Club Kid’s Social Worker and Caregiver must also provide written permission to continue the relationship. 3. Clarity, through a written letter, that the relationship is not under the Royal Family KIDS umbrella and will not be supervised by any RFK leader.

Organic Circumstances for Continued Relationships Sometimes a camper will come into an RFK volunteer’s life through organic circumstances. Here are some examples:

 Camper begins attending volunteers home church and RFK volunteer is a Sunday school teacher or youth volunteer  Camper signs up for a sports team and RFK volunteer is a coach or parent on the team  Camper attends the same school at RFK volunteer’s children

These are just a few examples and there are many ways a volunteer may end up regularly seeing a camper. You are serving the children in your community so this is only natural! When volunteering at church or school or on a sports team, etc… the volunteer is under the supervision of that organization and is covered by the organizations insurance. Therefore, these types of relationships are acceptable and clearly outside the boundaries of Royal Family KIDS.

Volunteers should clearly understand that the RFK programs are designed to be impactful in the lives of the children over the course of the “limited time” that we have with them. We are but one of the “building blocks” in their lives. We have planted the seeds and we must allow others to continue the process that God ultimately has for their lives. RFK volunteers should trust that God will continue the good work He has begun in them.

XVI - 17 Rev. 12/14 Club & Mentor Training Manual MENTORING DIRECTOR’S AUTHORITY

If a Mentoring Director determines that there is a concern about a Mentor or Staff member’s behavior with a Club kid (too harsh, encourages bad behavior, breaks appointments without notice, etc.), it is the Director’s responsibility to intervene and counsel the volunteer on the needed changes. It is wise to include a second leader (the Club Psychologist may be a good choice) in meeting with the Mentor about a one-time serious incident or a chronic concern.

Most Mentors will want to make the mentoring match a success and will respond to helpful counsel.

However, if the volunteer does not respond to requests to change his or her behavior, or if the behavior is considered to be so serious that immediate action must be taken, the Mentor Director can suspend or end the volunteer’s participation in the Club and re-assign the Club kid to a different Mentor (even if it means the new Mentor will have two Club kids that year).

For obvious reasons, this should be the last resort, and other Club leaders (including the Club Psychologist) should be consulted, but Royal Family KIDS’ Clubs national staff supports the Mentoring Director’s authority to make these decisions as an essential element of keeping the club healthy and mentoring relationships safe and helpful for children of abuse & neglect. If such a decision is made, it should be put in writing and signed by the Mentoring Director and a second club leader. The Mentor should be asked to return his or her Certification Card to the Director immediately. Obviously, the caregiver (and social worker) should also be informed that the former Mentor is no longer an active volunteer in the program and be introduced to the replacement Mentor.

Please note that if at any time a Mentoring Director, a Mentor or Club Staff observes another Club volunteer abusing a child or if a child alleges abuse by a Club volunteer, this MUST be reported to social services.

XVI - 18 Rev. 12/14 Club & Mentor Training Manual Probation and Dismissal of a Volunteer “Saying Goodbye to a Volunteer”

Royal Family KIDS Mentors are giving so much to the program that it can be hard to hold them to rules and policies. It is, however, essential that Mentor Directors keep those boundaries—for your volunteers’ safety but especially for the safety of our Club Kids.

Mentors need to remember that if they break RFK rules and policies, they endanger themselves in terms of insurance coverage and even criminal and civil liability. Turning in logs, staying in public places or with a second cleared adult, etc., are critical not only for children’s safety but for the volunteer as well!

Breaking rules in even ONE case also puts your church and the RFK program at serious risk.

Because we serve the most vulnerable children, Mentor Directors have the responsibility (and the authority) to intervene and drop any volunteer from the program if a serious rule violation or regular minor infractions occur.

ISSUES: This is not an exhaustive list but includes some of the most important areas that require immediate response:

1. Allegation of abuse: If a child or caregiver or Club volunteer alleges that the child was abused by the Mentor (or Club staff)—sexual molestation, physical abuse, etc.

Mentor or Staff Member  Immediate Suspension – no longer attends any Club functions

Mentor Director Course of Action  Report allegation to social services  Suspension of Mentor or Staff member must be done in writing and a copy kept in his/her file  Inform caregiver that the Mentor is no longer active in the Club  If the child and caregiver wishes the child to remain in Club a second Mentor should be immediately assigned. It is required that the new Mentor bring a second cleared adult on appointments in this situation.  Ensure that a Club volunteer or leader offers to regularly meet and pray with and care for the accused Mentor during a frightening process, even though the Mentor isn’t attending any Club functions

2. Individual overnight stays (i.e. not group events supervised by multiple mentors): RFK has a zero tolerance policy for any individual overnight stays.

Mentor  Immediately be dismissed from the program

Mentor Director Course of Action  Reassign the child to a different mentor (even if it means the child is assigned to a mentor who already has one mentee).

Limited Exclusion: Mentors who provide respite care through a licensed agency outside of RFK must inform the Mentor Director and sign and submit a release form provided by the National RFK office.

3. Secluded Mentoring Visit (private home, etc.) with no second cleared RFK volunteer present: This safety violation can be grounds for immediate dismissal from the Club. However, if the Mentor Director and Club Leadership team feel that the Mentor understands and has accepted responsibility, in writing, regarding the infraction(s), and they think a second chance is acceptable, the following options are recommended:

Mentor  Mentor is no longer considered “Certified” and cannot be alone with the child or drive the child without a Certified Club Mentor/Staff in the car.

Mentor Director Course of Action  Mentor Director may retain the Mentor ONLY if he or she agrees (in writing) to include a second non-related and Certified Mentor or Club Staff on all mentoring visits for the club year.

4. 1 or more missing logs or chronically late logs: No Mentor should leave Club without handing in the log for the prior 4 weeks of visits—timely documentation is critical for legal and insurance reasons.

If logs are missing: Mentor Director Course of Action  May institute a probation period—requiring the Mentor to include a second cleared adult on all mentoring appointments for the next month or until all logs are submitted and up to date.

XVI - 20 Rev. 12/14 Club & Mentor Training Manual  If the issue of late or missing logs is chronic, however, this is potentially a reason for dismissal.

5. Supervision Problems: Significant issues that show a lack of acceptance of the authority for Club rules and leaders can result in immediate dismissal or suspension. For example:

 If a mentor is consistently under the 4 hour per month commitment for mentoring (unless due to the mentee’s home situation or external causes).  Resists rules on lap sitting or frontal hugs, etc.  Has boundary issues with the birth family or foster caregiver.  Chronic conflicts with other mentors or Club leadership.  Inappropriate attitude and/or poor response to mentee.

Mentor Director Course of Action  Meet with the Mentor and a second Club leader to review the situation.  Document the meeting in writing.  Determine whether the Mentor should continue under probationary status “Two deep” on all appointments with a second cleared (non-relative) adult OR be dropped and receive a termination letter.

Similar kinds of supervision issues can arise with Club Staff. The Club Coordinator and Mentor Director should:

 Meet with the staff person to discuss the situation.  Document the meeting in writing.  If the problem involves child safety or chronic staff conflict, determine whether to institute a probationary period OR immediately drop the staff member from the Club program.

Immediate Dismissal  Volunteer will no longer have any contact with RFK Club Kids, Club or Club Events  Volunteer’s ability to volunteer for RFK Camp will be determined by the current Camp and Club leadership team

Suspension

XVI - 21 Rev. 12/14 Club & Mentor Training Manual  Volunteer will no longer have any contact with RFK Club Kids, Club or Club Events until allegation or situation is resolved  Re-entry into the Club Program will be determined by Mentor Director and Club Leadership team

Probation  Volunteer must be 2 Deep on all mentor visits & while transporting a child  Release of probation will be determined by the Club leadership team

THINGS TO REMEMBER • A minimum of 2 leaders should be included in all meetings • The meeting and the outcome should be documented, signed and a copy kept in Mentor or Club Staff file • If a child is involved in the situation a copy of meeting documentation should be kept in Club Kids’ file • DO NOT forget to pray about the situation • Seek wisdom and support

XVI - 22 Rev. 12/14