Parent Mentor Operating Guidelines
Ratified by the Parent Mentor Council on: 6-1-07
Parent Mentor services are a valuable asset to school districts and families and
without the support, services and training benefits sponsored and provided by
the Ohio Department of Education (ODE) and the Ohio Coalition for the Education
of Children with Disabilities (OCECD) it would not be as strong and effective of
a program. The following guidelines are implemented to continue to reach the
level of professional development and consistency throughout the state. The goal
is to assist all Ohio Parent Mentors in providing school districts and families
with support and services for their children with disabilities.
Article I - NAME
Parent Mentors of Ohio (PMO) is the Ohio Parent Mentor project sustained by
state, federal, and/or other funds and managed by the Ohio Department of
Education; Office for Exceptional Children (OEC) and the Ohio Coalition for the
Education of Children with Disabilities.
Article II – MISSION STATEMENT
The mission of the Parent Mentors of Ohio (PMO) is to provide the necessary
support and resources, free of charge, to families of children with disabilities
and the professionals that serve them.
Article III- VISION
Districts have a responsibility to develop, support, and implement a system of
education services for all students.
The basis of the Parent Mentor Program is the expectation that students with
disabilities be ensured an appropriate and meaningful education when parents and
educator communicate effectively and operationalize the partnership planning
required by IDEA.
Districts choose to implement the Parent Mentor Program to promote necessary and
effective communication by providing information and support to families about
special education issues and by providing a mechanism to convey the family
perspective back to the system.
Article IV – SCOPE OF WORK
Purpose: The purpose of the Parent Mentor Program is to help parents of children
with disabilities effectively navigate the educational system in partnership
with school district personnel. This is accomplished by providing information
and support to families and by creating a mechanism to convey the family
perspective to school district officials.
Objectives:
The Parent Mentor must meet the following criteria:
Be employed at a minimum of .5 full time equivalency (FTE).
Be a parent of a child with a disability.
Be a member of the community serviced by the project.
Has experience with leadership in the parent community.
Is experienced in and knowledgeable about the special education system.
Has demonstrated excellent communication skills.
Works in conjunction with various professionals and school officials to meet the
needs of students.
Is knowledgeable about the support systems in the community.
Has previous experience in conducting training and or providing parents with
resource information.
Roles and responsibilities of the Parent Mentor(s) must include working with the
district representative:
Develop the project budget and implement services.
Submit project evaluation data upon request.
Attend statewide and regional Parent Mentor meetings as well as the fall and
spring conferences following district guidelines.
Establish a professional development plan aligned with the particular needs of
the district.
Attend job-related professional development sessions to fulfill goals
established in the professional development plan.
Obtain and distribute materials/resources to parents of children with
disabilities and district personnel to improve student achievement.
Provide, organize and/or conduct workshops or training and provide ongoing
technical assistance to parents, district personnel and community members.
Promote Parent Mentor services within the school district and community (i.e.,
establish parent support groups and/or support parent networking as needed, help
parents find and access community resources).
Attend IEP meetings at parent or district request.
Promote a program of compliance with current federal regulations, Ohio Operating
Standards, and local site policy relating to services, facilities, and
management within the Parent Mentor duties.
C. Maintain current knowledge of legislative matters considered by the state
legislature and or federal government, relating to the education of children
with disabilities.
Develop and maintain parent and professional partnerships as
liaisons with other Parent Mentor associations and related organizations to
promote collaboration and improve student achievement.
Roles and responsibilities of the district must include:
Identification of district representative (by title) who will provide ongoing
supervision and support to the Parent Mentor(s).
If a project is part of a consortium, identify a contact person from each
district.
Ensure the Parent Mentor is involved in district activities (e.g., attend staff
meetings, participate in training, and serve on committees).
Work with the Parent Mentor to develop the project budget and implement
services.
Manage the budget and submit revisions if needed.
Make facilities and resources available to the Parent Mentor(s).
Provide access to a private telephone, office equipment and/or clerical support
and copies of laws and regulations, including a copy of Ohio’s Operating
standards for Ohio’s Schools Serving Children with Disabilities.
Attend the fall and spring conferences with the Parent Mentor.
Work with the Parent Mentor to develop a professional development plan aligned
with the particular needs of the district and Parent Mentor.
Submit project evaluation data upon request.
Article V – MEMBERSHIP
Membership shall be available to district(s) pending an application/approval
process by ODE and OCECD. Districts applying must subscribe to the PMO Operating
Guidelines, rights, and responsibilities.
B. Membership in the PMO shall be of three types:
State funded through a project with Ohio Department of Education: Person
employed as Parent Mentor with an approved State funded grant through Ohio
Department of Education.
Federally funded through a project with the Ohio Department of Education: Person
employed as Parent Mentor with an approved federally funded grant through the
Ohio Department of Education.
Other funding sources: a person employed as a Parent Mentor funded by a school
district or private agency.
Article VI – REGIONAL MEETINGS
All Parent Mentors must attend a minimum of four Parent Mentor regional meetings
to meet orientation, training, support and job responsibility and consistency
requirements as outlined. Failure to meet this requirement may jeopardize the
project resources.
All regional meeting minutes must be maintained and submitted to council at each
council meeting. Minutes must include all persons present and absent. A minimum
of one meeting must provide professional development training hours.
Article VII – PROFESSIONAL DEVELOPMENT PLAN (PDP)
A. Parent Mentors of Ohio projects will be required to complete a Professional
Development Plan as outlined annually.
Attend two mandatory state-wide conferences the annual Fall and the Spring
Conference. Training hours will be provided.
B. The time frame for completion of requirements is July 1st through June 30th.
Required mailing of Professional Development Plan (PDP) form with your goals
outlined to OCECD prior to the Fall Conference. Your reviewed and OCECD
initialed PDP will be returned at the end of the Fall Conference.
Must include evidence of the identification of three needs and three goals.
At least one goal needs to be tied to the section of supplemental hours.
Supplement hours to start once current PDP is completed. Supplementary hours
completed in April, May or June not to exceed a total of ten hours, may be
applied to the supplemental hours for the following year.
Attach documentation to the PDP to support goal attainment. Please only submit
copies (no originals, please) and indicate which goal it meets by writing the
goal number on it.
Must provide copy of certificate of attendance for approval of hours (for both
Core and supplemental hours).
All Parent Mentors must participate by completing their PDP annually. This
includes all three types of members.
Review this document with your supervisor as part of your yearly evaluation.
Your PDP will again be reviewed at the Spring Conference. You will be advised at
that time if it is complete and/or if it needs to be re-submitted.
Note – you could have potentially already accomplished some of your supplemental
hours prior to approval at the Fall Conference. This is all right.
Article VIII - ODE and OCECD
The Parent Mentor projects are funded from State Funds identified in the State
budget under special education enhancements as well as federal discretionary
funds. The "per" mentor amount is determined by the budget allocation divided by
the number of projects.
The Ohio Department of Education, OEC in collaboration with the OCECD manages
the project Scope of Work. There are 56-continuation grants funded (subsidy)
with state monies renewed on an annual basis unless a district chooses not to
participate and discontinues the grant. If this occurs, other districts may
apply for the open project through a process established with OEC.
The Office of Exceptional Children reviews and approves project applications.
If a district needs to submit a budget amendment the district must submit a new
Project application front page, brief budget narrative and a new budget grid to
the OEC, Resource management section.
The OEC will review and mail a letter to the district indicating approval or
denial of proposed budget amendment.
Project Scope of Work entails evaluative data collection that shall be provided
to OEC according to established timelines.
OCECD Co-Director and/or OCECD State Training Coordinator and OEC, Ohio Dept of
Education, work together to provide technical assistance and plan Parent Mentor
training at state conferences, regional trainings, and trainings at OCECD. They
also advise the Parent Mentor of Ohio Council and attend those meetings.
OCECD Grants Manager/ Bookkeeper, arranges logistics and sends the notices to
Parent Mentors of Ohio and their district representatives for state conference
and trainings and attends Parent Mentor of Ohio Council meetings. Types of
technical assistance OCECD gives to Parent Mentors of Ohio are:
OCECD offices will refer parents to the appropriate Parent Mentor.
Consultation with your county’s parent advocate regarding special education
questions and case consultation.
Free OCECD publications for parents when Parent Mentor sends to OCECD a
registration form for each parent. Publications such as: How to Write an IEP,
Behavior Focused IEP’s, Parents’ Rights in the Special Education Process,
Building Communication Through Letter Writing, Transition Drives the IEP,
Understanding AD/HD, etc.
Option to purchase at a reduced rate the OCECD publications as above when not
obtaining parent registrations. (as outlined in PMO manual).
OCECD sponsored invitation to trainings and conferences.
Opportunity provided to attend an annual orientation in the fall for all new
mentors to acquaint them with the PMO manual, reporting to ODE and their job
responsibilities.
Assistance provided in planning, coordinating, and conducting topical workshops
in your school district or area.
Research provided on specific topics, disabilities, organizations, and resource
by OCECD librarian.
Monthly topical mailings to all Parent Mentors of Ohio and parent
Organizations providing updated materials on IDEA & related topics.
Consultation provided regarding program and systemic issues.
Updates on legislative and policy issues at state and federal
levels.
Article IX– PMO COUNCIL
The PMO council shall coordinate the ongoing exchange of information between
Parent Mentors projects, the OEC, the Ohio Coalition for the Education of
Children with Disabilities and other interested entities.
The PMO Council shall consist of the following:
Council Chairperson;
Council co-chairperson;
Two Parent Mentors from each region who will serve as regional representatives;
(All parent mentors are expected to serve on the council)
council recorder;
A Committee representative; and
OEC/OCECD representatives.
The Council shall provide oversight of the Chairperson.
The Council shall assign additional duties to the Parent Mentor committees in
alignment with the Plan of Action.
Three scheduled annual Council meetings and the chairperson as needed may
schedule such other meetings.
F. Robert’s Rules of Order Newly Revised shall be the rules of order for the
orderly transaction of business in council meetings. A majority of the council
shall constitute a quorum. The votes of a majority of the quorum shall be the
act of the council. No council vote, in the absence of a quorum.
Article X – COUNCIL POSITIONS QUALIFICATIONS
The Council Chairperson: Will have served one year as a current or past council
member, and will have served two years as council co-chair.
The Council Co-Chairperson: Will have served one year as a current or past
council member.
Regional Parent Mentor Representative: Will have a minimum of one-year
experience as a Parent Mentor.
Council Recorder: Open to any council member.
Article XI - COUNCIL POSITIONS TERMS AND DUTIES
The Council Chairperson shall serve a two year consecutive term and have the
following duties:
Schedule the three meeting dates. Send reminders of upcoming council meetings to
council members and webmaster.
Set agenda with input from the Office of Exceptional Children and the Ohio
Coalition for the Education of Children with Disabilities.
Act as liaison with the Office of Exceptional Children and the Ohio Coalition
for the Education of Children with Disabilities.
Preside at PMO conferences and Council meetings, including the meeting at which
the Co-Chairperson succeeds the Chairperson.
In conjunction with OEC and OCECD, review and verify draft minutes from
recorder.
Send council meeting draft minutes to web master within three (3) weeks of
meeting.
Contact council members who have missed two or more consecutive meetings to
discuss continued participation on the Council.
Establish collaborative relationship with co-chairperson to work on general
Council business.
Facilitate with co-chairperson new council member orientation in the fall.
With Council approval, appoint Special Committees and the
members.
Represent the PMO Council between its meetings and
report to the council all important interim actions.
Perform other duties as may be assigned by the Council.
The Co-Chairperson shall serve a two year consecutive term and have the
following duties:
Assume the Chairperson role at the end of the term of the Chairperson.
Monitor compliance with the operating guidelines. Maintain records i.e.,
regional meeting minutes.
Facilitate Council meeting for chairperson in case of absence.
Establish collaborative relationship with chairperson to work on general council
business.
Facilitate with chairperson new council member orientation in the fall.
Perform other duties as may be assigned by the Council.
The Recorder shall serve a one year term and have the following duties:
Attend all council meetings and record minutes.
Type a draft copy of minutes and send to chairperson and co-chairperson.
Find replacement and notify chairperson if unable to attend council meeting.
Each Committee Chairperson shall have the following duties:
Schedule and preside at Committee meetings including maintaining and
distributing meeting minutes.
Report Committee decisions and recommendations to the Council for final action.
Perform other duties as may be assigned by the Council.
Council members shall serve a two year term and have the following
responsibilities:
Each region selects one member annually by September 30th.
The council member’s term begins at the annual fall meeting.
All members current, outgoing, and new, attend the council meeting in the fall.
Attend a minimum of three (3) council meetings per year.
Share council news with region.
Share regional news with council members.
Recruit Parent Mentors for committees.
Be responsible for all meeting materials, discussions and
general information. Notify chairperson if unable to attend.
Participate on related council committees.
Regional Council representatives are responsible for
bringing to the council’s attention questions and concerns from other Parent
Mentors in their Region.
Article XII – ELECTIONS/COUNCIL SELECTIONS
The election process for the following positions:
The Co-Chairperson:
Council Chairperson will distribute an application (included in Council
Chairperson manual) to current and past, eligible council members by September
1st.
Council Chairperson will distribute ballot and completed applications to Council
members by September 30th.
The returned ballots will be tallied and new Council co-chairperson will take
office at the fall Parent Mentor Council meeting.
Regional Parent Mentor Representative:
Parent Mentors may volunteer to represent their region.
Regions may elect a representative.
Current regional representatives may appoint representatives.
Council Recorder: Volunteer basis or appointed by Chairperson at fall Parent
Mentor Council meeting.
Committee Chairperson: Elected by the members on the committee.
E. If a vacancy occurs for Chairperson, the co-chair shall fill that position
for the un-expired term and continue as Chairperson to serve their term as
Chairperson.
If a vacancy occurs for Co-Chairperson, the Chairperson, will follow the
election process to fulfill that position for the un-expired term.
If a vacancy occurs for Regional Parent Mentor Representative, a new
representative will be selected from the region of the vacancy.
If a vacancy occurs for Council Recorder, the council will ask for a volunteer.
If no one volunteers the council chairperson will appoint a council recorder.
If a vacancy occurs for a Committee, the council will seek a volunteer from the
council membership.
Article XIII – COMMITTEES
There shall be the following Committees to fulfill the PMO purposes and
objectives:
Archive committee;
Parent Mentor Support;
Public Relations;
Skills and Knowledge.
The duties of the Committees are:
The Committees shall elect a Committee chairperson with the duties as
established in Article IX of these guidelines.
As needed, meet before or between Council meetings to discuss the issues and
innovations of the Committee.
The Archive Committee shall: Preserve the history of the PMO by recording a
visual and written documentation of important events, conferences, and people
associated with the program.
Create and organize visually attractive and historically correct photograph
albums for display at the fall and spring PMO conferences;
Create digital pictures for computer and power point presentations;
Attend work session.
The Parent Mentor Support Committee shall: brainstorm ideas and develop
strategies to help mentors support each other. Complete other duties as assigned
by council.
The Public Relations Committee shall: enhance and positively promote the Parent
Mentor program and its Mission by providing information about the program to
families, educators, communities and legislators. The Public Relations Committee
shall develop and share strategies on how to effectively increase awareness of
the PMO.
The Skills and Knowledge Committee shall plan the conferences, which include,
but are not limited to, the following:
Assess training needs;
Select themes/coordinate topics;
Contact and schedule presenters and speakers;
Prepare details of the conference;
Communicate with the Conference Coordinator;
Organize and manage the registration process;
Assign facilitators to introduce presenters, review submitted Professional
Development Plans, and conduct session evaluations;
Compile a summary of the conference evaluations, ratings and comments and make
recommendations for distribution to the council including the need for follow-up
presentations;
Solicit support, as needed, for these functions from the council; and
Perform other duties as may be assigned by council.
C. A Special Committee and its members may be appointed and charged by the
Council Chairperson with Council approval, in order to consider a special issue,
the completion of which shall be reported to the council.
Article XIV – CONFERENCES
The PMO will hold an annual conference in the fall and a conference in the
spring within the same school year.
SERRC representatives and or Parent Consultants will be invited to attend all
state, regional, and local Parent Mentor trainings and conferences. The Ohio
Coalition for the Education of children with Disabilities and or sponsoring
school district determines and approves payment for accommodations and other
expenses. They are not required to complete items listed above in the Parent
Mentor Guidelines.
Article XV – REVIEWS AND AMENDMENTS
These guidelines will be reviewed annually by a Council appointed special
committee, Council Chairperson and/or council Co-Chairperson.
By simple majority vote the Parent Mentor council may amend these guidelines.
The full text of any amendment shall be available to the Parent Mentors, via the
Ohio Parent Mentor web site http://www.thelinkto.org/parentmentor/. The Parent
Mentor is charged with maintaining their Parent Mentor manual and may obtain
updated documents on the Ohio Parent Mentor web site.
Download
a copy of Council Guidelines