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    Clark State Scholars Policies and Procedures

    Clark State Scholars
    Policies and Procedures     

    The Clark State Scholars Program is designed to encourage and empower students who face social and economic barriers to work toward a college education.

    Mentors

    Role. Mentors provide Scholars with stable and caring adult mentors who will encourage and inspire them to develop the attitudes and skills to pursue post-secondary education and to lead healthy, productive lives. Mentors serve as valuable role models and motivators, providing a consistent support system to their scholars. Mentors interact with Scholars through monthly meetings and program-sponsored activities and events.

    Scholars Team Support. The Scholars team works under the direction of the Clark State Foundation to manage the programming of the Scholars program at the high school and college levels (including Scholars meetings, activities, Scholars events, and procedures to resolve any issues that may arise). The Scholars Team is the point of contact for when Mentors experience challenges, have questions or ideas, or need support. 

    Eligibility. Mentors must:

    • Be at least 21 years of age
    • Agree to a minimum one-year commitment to the program, with the intention of committing to mentor their Scholars until they complete high school.
    • Commit to spending a minimum of one visit per month with their Scholars during the school year
    • Have a background with demonstrated college or career success, with a commitment to preparing students for college enrollment and success.
    • Agree to attend mentor training as required
    • Have a clean criminal history, as evidenced through a background check as required by each district
    • Agree to communicate regularly with the program staff and submit monthly student meeting attendance and updates
    • Be willing to adhere to all Clark State Scholars policies and procedures

    All mentors are expected to meet the eligibility criteria; any exceptions must be approved by the Vice President of Advancement, the Scholars Program Director, and the Chair of the Clark State Foundation Scholarship Committee. Documentation of the screening process must be maintained for each mentor and placed in confidential files.

    Unacceptable Behaviors. Behaviors that are incompatible with Clark State Scholars Program standards and therefore prohibited while participants are engaged in mentoring activities include:

    • Unwelcome physical contact, such as inappropriate touching, patting, pinching, punching, and physical assault
    • Unwelcome physical, verbal, visual, or behavioral mannerisms or conduct that denigrates, shows hostility, or aversion toward any individual
    • Display of demeaning, suggestive, or pornographic material
    • Violation of any local, state, or federal law; including but not limited to driving under the influence of alcohol and possession of illegal substances

     Mentor Activity Policies

    The Clark State Foundation has the following obligations for participants in the Scholars program:

    • To protect the health and safety of our Scholars
    • To earn the trust of Scholars and their families
    • To protect mentors, volunteers, and staff from unwarranted accusations.

    Toward these ends, the following regulations apply to all Scholars activities:

    1. Background checks will be completed for all Scholars mentors and staff.
    2. All mentors will complete mentor training.
    3. College students, mentors, or any Clark State Foundation Staff whom tutor Scholars should do so on school grounds or Clark State grounds.
    4. All Clark State Scholars Events will be organized by the Scholars Program Staff. Scholars Events will be age appropriate and will be focused around Clark State degree programs, career exploration, and college readiness and student life. All Mentors will be invited to attend events with the Scholars. Mentors are encouraged to participate, if possible.
    5. All off campus events must be coordinated by the Scholars staff two weeks prior to distributing permission slips.  Off campus events are any activities that take place off the Scholars’ school grounds. 
    6. Permission slips must be completed for all off campus events. Students without permission slips will not be permitted to participate in the activity. Permission slips should include a phone number for Scholars and parents/guardians to call in case of concerns before, during or after an off campus event.
    7. All off campus events will have at least 2 adults (25+ years old). If these adult requirements are not met, the activity will be canceled.
    8. Scholars Events with Scholars Team: Permission slips, Informed Consent Voluntary Waiver Release of Liability forms, and Medical Release forms will be collected by Scholars Team for events coordinated independently of Partner Schools.
    9. Mentors are not permitted to transport Scholars. Clark State and partnering school districts will coordinate bus transportation for Scholars.
    10. Any incident or accusation of inappropriate behavior by an adult volunteer or staff must be reported within 24 hours to the Scholars Program Director and/or the Clark State Foundation office.

    Confidentiality

    The Clark State Foundation will protect the confidentiality of information regarding Scholars and their families.

    In order for the Scholars program to provide a responsible and professional service to participants, it is necessary to ask Scholars, Scholars applicants, parents/guardians, school personnel, references, and other outside sources to provide information about the prospective participants and their families. These records are considered the property of the Foundation and are available only to program staff and to Foundation Board members as deemed necessary by the Board.  

    Exceptions to this policy are as follows:

    • Information may be provided to law enforcement officials or the courts pursuant to a valid and enforceable subpoena.
    • Information may be provided to legal counsel in the event of litigation or potential litigation. Such information is considered privileged information, and its confidentiality is protected by law.
    • Information may be provided to appropriate authorities if a child may be at risk to him/herself or others.

    Upon entering the Scholars Program, parents/guardians of Scholars sign a release of information that allows the release of academic, attendance, contact information and behavioral records to the Clark State Foundation, Board Members, Mentors and Volunteers.  Parents/guardians also give their permission for their students to be contacted by these individuals via email, phone call and text to communicate program and meeting details.  This information is confidential, and must be protected by the Clark State Foundation, Board Members, Mentors and Volunteers.  Student academic, attendance, contact information and behavioral records must not be shared with individuals outside of the aforementioned groups.

    Mandatory Reporting of Child Abuse and Neglect

    Scholars Program staff must report any suspected child abuse and/or neglect of program participants (or any other minor).  All such suspected reports must be made to appropriate state and/or local authorities. Program staff must follow the mandatory reporting of child abuse and neglect procedure.

    Any staff or mentors accused of child abuse or neglect will be investigated. Contact with program youth will be restricted until the investigation is concluded.

    Revised & Approved March 2025