Policy and Procedure – Young People, Mentors and Staff


Program policy and procedures are critical to effective management, and should reflect the unique qualities and structure of your program.

In this section you will find:

  • Example policy documents that can be used to guide the development of your own. This section focuses on Young People, Mentors and Staff.
  • Tips from program coordinators on how to get started with policy and procedure.

The following resources come from the suite of materials created for the VYMA Quality Assurance Project. All policies are based on a fictional youth mentoring program (‘GenYZ Mentoring’). Please treat these as a starting point for your policy and adapt and change them to reflect your own program’s requirements and design.

For the complete list of Quality Assurance Support Materials, please click here.


Child Safety and Duty of Care

This document covers Working with Children Checks, National Police Checks, the reporting process, supporting and training staff in child safety and Mandatory Reporting Procedure.

Policy and Procedure - Child Safety and Duty of Care (Word, 64Kb)


Code of Conduct

This document covers expectations in terms of behaviour of both the mentor and mentee, including rights, privacy, the law and policies and procedures of the particular mentoring program.

Policy and Procedure - Code of Conduct (Word, 61Kb)


Health and Medical Consent

This document covers how to deal with a medical incident occurring during a program activity, and includes information on: consent for emergency treatment, gathering and sharing of health information and how this information is to be treated.

Policy and Procedure - Health and Medical Consent (Word, 57Kb)



Staff Support and Development

This document covers the supervision, support and development of staff – including induction, professional development opportunities and annual performance reviews.

Policy and Procedure - Staff Support and Development (Word, 60Kb)



Equal Opportunity

This document covers discrimination (direct and indirect), breach of Equal Opportunity Policy, and how to report a case of discrimination.

Policy and Procedure - Equal Opportunity (Word, 62Kb)


Grievances and Disciplinary

This document covers information on general grievance procedure, disciplinary procedure, disciplinary action, false complaints (victimisation) and alleged criminal conduct.

Policy and Procedure - Grievances and Disciplinary (Word, 70Kb)


Occupational Health and Safety

This document covers health, safety and welfare, the responsibility of program participants/staff, evacuation, first aid, responding to hazards, reporting incidents and safe workplace behaviour.

Policy and Procedure - Occupational Health and Safety (Word, 68Kb)


Dealing with Difficult Behaviours

This document deals with unacceptable behaviour, mentor and young person disciplinary and termination procedure and dealing with challenging behaviour.

Policy and Procedure - Dealing with Difficult Behaviours (Word, 54 Kb)


Critical Incidents

This document covers the definition of ‘critical incident’, responsibilities of management and the team, what to do in a critical incident and ongoing follow up response.

Policy and Procedure - Critical Incidents (Word, 63Kb)



(Also in Policies and Procedures – Program Management)

Start your policy writing process by reading these tips from program coordinators on how to approach policy development, policy writing sequence and how to avoid getting overwhelmed.

Policy and Procedure - Tips



The following checklist is a useful guide to help assess whether you have covered all your bases.

This list is from an established set, originally printed in ‘A Guide to Effective Practice for Mentoring Young People’, 2007, Office for Youth, Department of Planning & Community Development’

Policies and Procedures

Policies and procedures provide clear guidelines, consistency and can serve as a blueprint for program expansion or replication. This checklist provides a list of critical policies and procedures to develop for your program.

Quality Practice Checklists - Policies and Procedures (PDF, 53Kb)