Onboarding Check List
Schedule an interview
Our staff will invite you to schedule an interview with us over video chat, using Zoom. This will provide an opportunity for us to get to know you better, provide you with more information about the program, and address any questions you may have.
Once your background check result comes in and is cleared by our team, we ask you to complete a few different forms and provide us with some additional documents.
These include our Volunteer Participation Waiver, Mentor Commitment Pledge, as well as a headshot to help various members of our team put a face to your name for internal use. Volunteers who will serve in a transport role will be asked to provide a copy of their driver's license and proof of auto insurance.
Learning Lab Mentor
Please complete the forms below that are relevant to your role as indicated:
Paperwork should be submitted within 1 week of receiving the request.
All About Me (virtual mentors only)
Your last assignment will be to record a simple introductory video for us to share with your student before you meet face-to-face on Zoom. This is a great way to get our kids excited, get a glimpse of who you are, and allows them to prepare some questions of their own to break the ice during your first online meeting.
You can find instructions on how to record and submit your video here.
Complete an application
Complete our easy online application here. You will see a confirmation upon submission to verify it was received by our team.
Clear a background check
All volunteers over 18 years of age interacting with youth will be required to complete and clear a background check for the safety of our clients. Results are usually available the same week. If you have any concerns around your record we encourage you to self disclose and consult with our staff prior to conducting the check.
Our organization typically covers the cost of these checks, however we do offer you the opportunity to donate to the organization to help us cover the cost of that check. Background checks cost us an average of $40 per volunteer and are one of the biggest expenses we incur to keep the program running. If you would like to defray a portion of the cost rather than the full amount, pleas email a member of our staff for instructions on how to do so. Any donations to help us cover these costs are greatly appreciated and allow us to take our existing resources even further.
Our staff will arrange for you to receive an invitation by email to complete a simple online form to initiate the background check process. Please look out for an email from our volunteer screening provider, "Sterling Volunteers."
Background check forms should be completed within 48 hours of receiving the request.
Provide Supplemental Documents
Complete Online Training Course
Module 1: The Refugee Response & Youth Mentoring Program, Introduction
Module 2: Policy Handbook
*The following Modules are currently in development*
Module 3: Virtual Mentoring with Zoom
Module 4: Relationship Building and Engagement with Youth
Module 5: Academic Training Tools and Strategies
Before you get started, you will need to complete a series of short trainings to prepare you for your role. These trainings will help you understand our program policies, safety protocols, best practices, and will familiarize you with the many resources we have available to ensure you can make a positive impact during your time with us. You will be able to complete these trainings on your own time, and complete a few small comprehension quizzes along the way to ensure you understood. These trainings are specific to our organization's work and your role, and should take between 2 to 3 hours to complete in total.
By this stage, our team will have selected a student match for you. We will share a few details about your student match to understand their background, interests, and academic needs.
You will receive an invitation to access our Mentor Communication Platform on Slack, which allows you to receive communications from staff, communicate easily with other mentors serving the same family, and establish a support group with other new and seasoned volunteers alike. All virtual mentors will be required to download the Slack Program app on their phones or set up notifications from the online platform on their desktop device.
Finally, you will also receive an email from our team with information on how to log on for your first Virtual Mentoring Session with the Program. We look forward to seeing you there!
LEARNING LAB MENTORS
Learning Lab mentors will receive confirmed schedule/shift information and start date. A staff person will be on site at the Learning Lab on your first day to give you a tour and overview of the space, and help orient you with available learning tools and resources. Staff will also introduce you to client youth or families who are scheduled to use the lab during your assigned shift, and identify learning goals and objectives for those youth.
Once you have cleared all the previous steps, our staff will reach out to you to confirm you are ready to begin your volunteer assignment, and share details around your confirmed weekly schedule/shift and start date.
See below for details pertinent to your selected role:
Program Volunteering Begins
Transport Volunteers will receive confirmed schedule/shift information, pick up addresses and driving routes for the coming week, and start dates. Program Staff will coordinate closely with client families to ensure successful pick up and drop offs.
We're here to help.
If you have any questions about the Mentor enrollment process or requirements, please reach out to Alexandra for guidance.
Mentor Support Coordinator II