Mentor Onboarding Guide
for Affiliate Leaders

Step 1: Mentor Registers

New Mentors:

• Complete the online mentor application in the ACE database
• As part of their registration, mentors will go through a brief training and must sign the mentor agreement.

Returning Mentors:

• All returning mentors must re-register as an ACE mentor for each program year. Their background check is good for three years (be sure to check if it’s expired), but their status as an active mentor cannot be activated until they renew their registration.
• As part of updating their profile and registering for the program year, mentors will go through a brief training and must sign the mentor agreement. They repeat this every year.

For more info on registration, refer to: Mentor Registration Guide

Step 2: Affiliate Leadership Reviews the application

Once a mentor’s registration is complete, Affiliate Leadership must review the application. Affiliate leadership should:

• Confirm volunteer role (mentor, board member, guest speaker, etc.)
• If volunteer is marked a mentor, a background check must be sent if the volunteer engaged with students

How to Search Mentors Database Tutorial

Step 3: Background Check Clearance

Background Check Requirements
Adults who have access to the ACE student database and/or spend more than 20% of the program year (approximately two meetings) in the presence of students must have an approved background check. Background checks are renewed every three years.

Ordering Background Check Database Tutorial

Background checks are initiated through the ACE database and processed by Sterling Volunteers. Once invited:

1. The mentor receives an email invitation.
2. Sterling Volunteers conducts the screening.
3. Results are automatically returned to the mentor’s ACE database profile.

Affiliate Leader Responsibilities

✓ Send background check invitations to all required mentors
✓ Monitor completion status and follow up as needed
✓ Verify approval before assigning mentors to teams
✓ Monitor expiration dates and renewal requirements

Important: Mentors may not participate in student-facing activities until all required background check requirements have been completed and approved.

For additional guidance, refer to the Background Check Policy, Database Admin Guide,

Sterling Volunteers Info:  User Guide, Sample Email, and Security Disclosure.

Step 4: Mark Mentor Active in database

Once volunteer completes background check and eligible to mentor, mark the mentor ACTIVE:

Marking Statuses Database Tutorial

Step 5: Assign to a team

Once affiliate leadership determines that the mentor is suitable for their program, the mentor is assigned to a team:

Team Creation Database Tutorial

When placing a mentor on a team, affiliate leadership might consider:

• Professional discipline
• Mentor to student ratio
• School location
• Team needs
• Mentor experience level
• Leadership potential

Interest form prior to registering in the database
If your affiliate has multiple team locations and allows mentors to choose the most suitable location, or if you spread a wide net in recruiting efforts, it might be helpful to have a interest form prior to database registration. You can gather information on team preferences, availability, experience, etc. This form can be created in a way that it automatically directs mentors to the database for the full registration.

Phone call/interview
Getting to know a mentor prior to sending a background check invitation has proven to save affiliates money and led to an increase in mentor retention. A brief intro call gives affiliates the opportunity to get to know mentors, determine their interest and commitment level, and determine best team placements. This is also a great opportunity for board members to get more involved in programming!

Provide Mentor Information Packet 
Give the Mentor Packet to new and prospective mentors. It briefly explains the program, sets forth expectations for mentors, and gives a mentor job description. It also contains a checklist to keep track of progress.

In person mentor training/orientation
All mentors should complete required onboarding and training materials before the start of the program year.

Training should include:

•  ACE mission and program overview
• Student engagement expectations
• Child protection and safety policies
• Team structure and meeting expectations
• Program timeline and key dates
• Mentor resources and tools