“Affiliate Start-up Process and Requirements” explains in detail the procedures to start an affiliate and the documents it must complete and file with Federal and state government agencies and the ACE National Office. 

These required documents are listed below in alphabetical order:

Database

Every affiliate is responsible for maintaining in the national database an accurate, up-to-date record of all students, mentors, staff, board members, and other volunteers.

Each year in April, the ACE National Office uses the database to determine the number of “active” and “pending” students, mentors, Board members, administrative staff, and other volunteers.  Based on this number, ACE’s insurance carrier calculates insurance premiums.  Affiliates are billed for their proportionate share of all covered individuals. Only individuals registered as “active” or “pending” in the database are covered under ACE National’s insurance umbrella. (Chapter 7 has more details about ACE’s insurance.)

Parental Consent Forms

All new and returning students each year must turn in a signed Parental Consent form to participate in ACE.   The form can be completed electronically as part of the registration process or in hard copy.  If a student submits a hardcopy, affiliates must upload it into the database.

Lead mentors should review all forms to identify any food allergy or other important information about students.   At every program session, lead mentors should have available a file containing parent contact information in case of an emergency.

Background Check and Mentor Training

All adult volunteers/mentors working with students and paid staff persons must have an approved background check every three years/36 months.  Additionally, any individual who has access to the ACE database must have an approved background check prior to serving as a volunteer/mentor or paid staff person.

Guest speakers/mentors who come in direct contact with students less than 20% of the overall program (two meetings) do not need an approved background check.  However, the guest speaker/mentor must have an approved active mentor or teacher with them whenever they work with students.

Mentors are required to register or update their registration every year and complete the mentor training module which is part of the registration process.

Affiliate Public Webpage

Each affiliate has a dedicated page on the ACE website. pertinent information about their operation and highlight news and other program developments. At an absolute minimum, each affiliate’s public page must include the following: the name, email address and telephone number of the affiliate’s main point of contact; and a list of the Board of Directors for the current program year.