ABA New Hire Mentorship Program: A Practical 30–60–90 Onboarding Plan
Starting a new job in ABA is hard. New RBTs walk into unfamiliar homes, meet children mid-crisis, and are expected to implement complex behavior plans—sometimes within their first week. New BCBAs face similar pressure: juggling supervision duties, treatment planning, and administrative tasks while still learning clinic systems. Without structured support, many leave within the first year.
An ABA new hire mentorship program changes this. By pairing new hires with experienced clinicians who provide guided practice, regular feedback, and a clear competency pathway, clinics help staff learn faster while keeping clients safe. This approach treats onboarding as a clinical process, not just paperwork.
This guide walks you through building or joining a mentorship-based onboarding program. You will find program purpose statements, role eligibility checklists, mentor selection criteria, a complete 30–60–90 day timeline, competency assessments, feedback scripts, and documentation templates. Whether you are a clinic owner designing a program, a BCBA mentoring new staff, or a new hire trying to understand what good onboarding looks like, this resource is for you.
Program Purpose and Outcomes
A mentorship program helps new hires reach safe, competent practice faster than they would on their own. Guided practice under an experienced clinician reduces errors, builds confidence, and protects client welfare during the vulnerable early months.
Download the one-page program purpose template to share with your team.
Success looks different for every clinic, but certain outcomes signal a healthy program. Track 90-day retention rates—this early indicator reveals whether onboarding actually supports people or leaves them to sink or swim. Monitor competency completion rates to see how many staff pass required sign-offs within expected windows. Collect mentee and mentor satisfaction scores after the first month and again at three months. Industry benchmarks suggest mentored employees retain at roughly 72% compared to 49% for non-mentored staff, though your results will vary.
Lead with ethics in everything. Mentorship supports learning but does not replace required BCBA supervision. Only supervisors who meet BACB qualifications can sign competency attestations or fieldwork hours. Your program complements formal supervision; it never substitutes for it. If you are unsure about local licensing rules, get clinical and legal review before finalizing any program documents.
For more context on structuring your onboarding approach, see our onboarding framework. You can also explore our full mentorship plan for additional templates.
One-Line Program Statement
Use this sentence at the top of a landing page or job post: “Our mentorship program pairs every new hire with an experienced clinician for guided practice, regular feedback, and a clear path to competent, ethical service delivery.”
Who This Is For: Roles and Prerequisites
This program fits several roles. RBTs and behavior technicians benefit most from structured mentorship during their first 90 days. New BCBAs transitioning from fieldwork to independent practice also need support—particularly around supervision skills and case management. Clinic supervisors who mentor others should understand this framework so they can implement it consistently. Support staff involved in scheduling, data entry, or caregiver communication may participate in modified tracks.
For RBTs, prerequisites are specific. Candidates must be at least 18 years old with a high school diploma or equivalent. They need to complete a 40-hour RBT training program based on the RBT Task List within a 180-day window. Background checks and abuse registry checks must be completed within 180 days of applying to the BACB. A BCBA conducts a practical competency assessment—in person or via live video—within 90 days before the candidate applies. These requirements come from BACB guidelines as of 2026, so verify current policy before finalizing your program.
Mentors must be experienced clinicians who understand supervision rules. For clinical mentorship involving case-level decisions, a BCBA in good standing is preferred. Senior RBTs or BCaBAs with documented experience may serve as mentors for non-certification coaching, but they cannot replace required BCBA supervision or sign official BACB attestation.
For hiring resources and guidance on selecting qualified candidates, explore our hiring resources section.
Quick Eligibility Checklist
Before enrolling someone in the mentorship track, confirm these items:
- Is the person at least 18 with a high school diploma or GED?
- Have they completed or enrolled in a 40-hour RBT training program?
- Are background checks and abuse registry checks complete or in progress?
- Is a qualified BCBA available to conduct competency assessment?
- Does the mentor assigned meet your clinic’s supervision or mentorship criteria?
Find programs for your role if you are seeking an existing mentorship opportunity rather than building one.
Quick Starter Checklist: What to Do This Week
If you are launching a mentorship program or onboarding a new hire right now, focus on these essentials during the first week.
Before the person’s first day, send a welcome packet. Include the program purpose statement, the assigned mentor’s name and contact information, a schedule for the first week, required paperwork, your HIPAA and confidentiality policy, and instructions for accessing your EHR system. This packet signals that onboarding is organized and that the new hire matters.
On day one, complete HR intake. Collect personal information, two emergency contacts, and tax forms. Verify credentials and confirm that background checks are complete. Have the new hire sign confidentiality and HIPAA acknowledgments. Store that signature for at least six years per HIPAA guidance.
By day three, complete HIPAA orientation. Cover the Minimum Necessary Standard, secure communication practices, and how to handle PHI in home and school settings. This training is not optional—it protects clients and protects your staff.
During the first five days, provide access credentials to your EHR with role-based permissions and multi-factor authentication. Introduce the new hire to your data platform, whether that is CentralReach, Catalyst, or another system. Schedule initial shadowing sessions so the new hire observes experienced staff before leading any sessions.
By the end of week one, confirm the mentor assignment. Schedule recurring mentor check-ins—weekly during the first month works well. Conduct an initial skills baseline assessment so you know where to focus training. Set goals for the first 30 days together.
Download the starter checklist for a printable version you can hand to every new hire.
Sample First-Week Items
The first week should include meeting the clinical director and administrative leads, completing required compliance trainings, attending a first supervised session as an observer, and having an introductory meeting with the assigned mentor. Each item builds toward safe practice and helps the new hire feel oriented rather than overwhelmed.
Mentor Selection and Mentor Training
The quality of your mentorship program depends entirely on who mentors. A brilliant clinician who cannot teach or who lacks patience will frustrate new hires and undermine retention. A warm personality without clinical depth will leave gaps in competency. You need both skill and fit.
Look for mentors with strong clinical skills, demonstrated teaching ability, patience under pressure, and knowledge of your clinic’s procedures and supervision rules. They should understand the difference between mentorship and regulatory supervision. They need time in their schedules—typically two to four hours per mentee per month during onboarding—and willingness to document their work.
Before mentors begin, provide orientation training. A minimum of six hours covering program scope, relationship management, documentation expectations, feedback frameworks, and cultural norms prepares mentors to succeed. Training should include how to deliver corrective feedback constructively, what to document after each meeting, and how to escalate safety concerns.
Mentors need support too. Schedule peer check-ins among mentors so they can share challenges and solutions. Protect their time by adjusting caseloads during heavy mentoring periods. Burnout among mentors defeats the purpose of the program.
For detailed curriculum options, explore our mentor training templates and training framework resources.
Mentor Job Description Template
Use this as a starting point for formalizing the mentor role:
Title: ABA Clinical Mentor / Senior Behavior Analyst Reports to: Clinical Director
Overview: Provide clinical leadership and professional development for junior staff. Bridge theory to practice and ensure safe, ethical client care.
Key Responsibilities: Provide one-on-one and group mentorship to RBTs and BCBA candidates (distinct from formal BCBA supervision). Use Behavioral Skills Training to teach clinical tasks through instruction, modeling, rehearsal, and feedback. Conduct fidelity audits and session observations with immediate, actionable feedback. Maintain documentation including mentoring agreements, meeting summaries, activity logs, and sign-off trackers. Support career guidance and professional development planning.
Required Qualifications: Current BCBA certification preferred for clinical mentorship. Minimum two to three years post-certification clinical experience. Completion of supervisor or mentor training as applicable.
Time Commitment: Two to four hours per mentee per month during onboarding; formal supervision time is separate per regulatory rules.
Download the mentor job description for an editable version.
Matching Process and Pairing Logic
Pairing mentors and mentees thoughtfully improves outcomes. Random assignment wastes everyone’s time when schedules conflict, skill needs do not align, or personalities clash.
Start with practical filters. Schedule overlap is essential—mentors and mentees must have time to meet regularly. Geographic or setting compatibility matters if in-person observation is required. Caseload fit helps too; a mentor experienced with early intervention may not be the best match for a mentee working primarily with adolescents.
Next, consider developmental needs. Use an intake form to capture the mentee’s top skill gaps, learning goals, preferred learning style, and communication preferences. Ask mentors about their areas of expertise, mentorship style, and available hours. Match mentor strengths to mentee goals.
The pairing process should include an intake conversation, a trial pairing lasting two to four weeks, structured feedback from both parties, and willingness to rematch if the fit is poor. Forcing a bad match helps no one. Document matching decisions and keep the process reversible.
See our competency checklist for matching to identify which skills mentees need most support developing.
Sample Intake Questions
For mentees, ask: What is your number one goal for this mentorship? What are your top three skill gaps? What learning style works best for you—direct instruction, collaborative discussion, or written feedback? When are you available for regular meetings?
For mentors, ask: What are your areas of clinical strength? What motivates you to mentor? How many hours per month can you commit? Are you comfortable with live coaching, video review, and in-session feedback?
Download the matching intake form to standardize this process.
Onboarding Timeline and Milestones: 30–60–90 Style
A 30–60–90 day framework provides structure without rigidity. Progress should follow demonstrated competency, not calendar dates. If someone needs more time in a phase, extend it. Rushing a new hire into independence before they are ready harms clients and staff alike.
During days one through thirty, focus on foundation building. New hires complete required training, including the 40-hour RBT curriculum if not already finished. Conduct a baseline skills assessment to identify starting points. Have the new hire shadow experienced staff across at least two different client presentations. Complete HIPAA training and safety protocol orientation. Begin logging supervised hours and schedule weekly mentor check-ins.
During days thirty-one through sixty, shift toward integration. The new hire begins leading one-on-one sessions with one or two clients under higher-frequency supervision. Mentors provide documented, actionable feedback after sessions—immediate verbal feedback plus a weekly written summary. The new hire demonstrates reliable data entry with 100% accuracy in session notes. They start partial case management tasks like preparing materials or caregiver communication, always under BCBA oversight.
During days sixty-one through ninety, build toward autonomy. The new hire transitions to a standard caseload with minimum regulatory supervision—the 5% rule applies for RBTs—but continues mentor check-ins. Identify a development focus for the next six months, such as verbal behavior programming or early intervention. Conduct a formal 90-day review covering competency sign-offs, KPI review, and satisfaction surveys from both mentor and mentee.
Flag points where BCBA supervision or formal sign-off is required. Mentorship check-ins do not count toward BACB supervision minimums unless the mentor is also the designated supervisor and meets all requirements.
For additional onboarding resources, visit our full onboarding resources section.
Example 30–60–90 Checklist
Days 1–30: Complete training modules, pass baseline assessment, shadow three or more sessions, finish compliance trainings, establish mentor relationship.
Days 31–60: Lead sessions with low-complexity clients, achieve data entry accuracy, receive weekly feedback documentation, begin caregiver communication practice.
Days 61–90: Carry standard caseload under supervision, complete competency sign-offs for core domains, participate in 90-day review, set six-month development goals.
Download the 30–60–90 checklist for role-specific versions.
Competency Checklist and Assessment Criteria
Competency should be measured, not assumed. A checklist makes expectations concrete and reduces subjectivity in determining when someone is ready for independence.
Core competency domains for RBTs and new BCBAs include program delivery fidelity, data collection accuracy and timely documentation, prompting and prompt-fading procedures, safety and crisis response procedures, professional communication and caregiver collaboration, and ethics and confidentiality including HIPAA-compliant behavior.
Assess competency through direct observation, role-play for specific scenarios, and review of work samples like session notes. Live observation provides the strongest evidence. Require consistent high-fidelity scores across three or more observed sessions before sign-off—or whatever standard your clinic defines.
Sign-off rules matter. Only a BCBA can sign competency attestations for certification or regulatory purposes. Evidence required includes live observation, completed observation form with fidelity ratings, and documented mentor notes. Mentorship sign-offs for non-regulatory items can come from experienced mentors, but these cannot substitute for BCBA attestation on certification-required documents.
Explore our competency checklist library for ready-to-use templates.
Sample Observation Form Fields
An observation form should capture session date, client identifier or case type, target skill being assessed, observer and mentor names, a fidelity rating scale, specific behavior notes, required follow-up actions, and sign-off status.
Download the competency checklist and observation form for an editable version.
Supervision, Observation, and Feedback Cadence
BACB requires specific supervision minimums for RBTs: at least 5% of hours providing behavior-analytic services each month, direct observation of the RBT working with a client at least once per month, and at least two face-to-face real-time contacts per month. These are minimums. New hires need more.
During the first two weeks, intensive shadowing with immediate recaps builds foundation. Daily informal check-ins help new hires process what they are seeing. From weeks two through eight, shift to weekly or biweekly formal mentor check-ins plus supervisor observations exceeding the 5% minimum. After day 60 to 90, taper to standard clinic supervision cadence but retain mentor check-ins—biweekly to monthly—until competencies stabilize.
Observation methods include live in-person observation, live video observation for real-time telesupervision, and recorded sessions reviewed later. Recorded sessions require explicit written guardian consent and HIPAA-compliant storage. They provide valuable material for reflective learning when live observation is impractical.
Document all supervision and mentoring contacts. Retain records per organizational policy—often six to seven years for supervision records to satisfy audit requirements. Feedback should be immediate when possible. Use observation forms with discrete fidelity items and action items for the next session.
For more guidance on structuring mentorship relationships, see our full mentorship plan.
Sample Feedback Script
Use this corrective feedback template:
Opening: “I want to check in on that session. I noticed a couple of items I’d like to discuss.”
Specific behavior: “I saw you deliver the reinforcer before the target response during the matching task.”
Impact statement: “When that happens, we risk reinforcing incorrect responses and confusing the learner.”
Seek perspective: “Tell me your view—was something getting in the way?”
Mentor perspective: “Here’s a small change I recommend: wait for the correct response, then reinforce within two seconds.”
Way forward: “Let’s focus on that timing in your next session. I’ll observe again Thursday and we can check in after.”
Limit feedback to one win and one area for growth per session to avoid overwhelming the learner.
Download sample feedback scripts for additional templates.
Training Methods and Curriculum: How to Teach Skills
Behavioral Skills Training is the backbone of clinical skill development. BST follows four steps: instruction, modeling, rehearsal, and feedback. The trainer explains the skill, demonstrates it, has the learner practice, and provides immediate corrective and positive feedback. This approach works for teaching discrete clinical skills like prompting, reinforcement delivery, and crisis response.
Combine BST with other methods. Shadowing works well during days one through fourteen—new hires observe varied client presentations without performance pressure. Guided practice fits days fifteen through sixty as trainees begin implementing while mentors coach in real time. Self-guided modules cover theory and background but should not dominate early training when hands-on practice matters most. Video review supplements live observation, especially when schedules make real-time observation difficult.
A sample weekly mix might include one live demonstration by the mentor, two guided practice sessions with feedback, one formal observation, and one reflection meeting. Adapt this to your clinic’s schedule and the learner’s pace.
Explore our curriculum templates for role-specific training sequences.
Sample Mini-Curriculum
Week 1: Orientation, HIPAA training, safety protocols, shadowing across client types.
Week 2–4: Guided practice on data collection, prompting procedures, and reinforcement delivery. Daily feedback and weekly summary meetings.
Week 5–8: Increasing independence with continued observation. Focus on fidelity and troubleshooting.
Get the mini-curriculum template for a detailed week-by-week breakdown.
Documentation and Tracking Tools
Good documentation makes programs scalable and auditable. Poor documentation creates compliance risk and makes it impossible to know whether your program actually works.
Essential documents include an intake form capturing mentee goals and availability, a mentoring agreement signed by both parties outlining roles and expectations, an initial skills assessment establishing baseline, observation checklists with discrete fidelity items, feedback forms summarizing each check-in, a sign-off tracker grid for competencies, and a progress tracker linking timeline to KPIs.
Store everything in a central secure repository. Clinical recordings and PHI must live in HIPAA-compliant systems with a signed Business Associate Agreement. Use role-based EHR access with multi-factor authentication. Avoid personal cloud storage for anything containing client information. Retain meeting summaries and sign-offs for six to seven years depending on jurisdiction—verify your state’s specific requirements.
Digital tools help. CentralReach or Catalyst handle ABA clinical data. Project management platforms like Asana or Smartsheet can track onboarding tasks. Dedicated mentor platforms like Chronus or Mentorloop offer program-level reporting if your organization scales.
Download the full documentation pack including mentor JD, intake form, observation sheet, 30–60–90 checklist, and sign-off log.
Ethics, Safety, and Compliance
Mentorship supports professional development but does not replace BCBA supervision. This point bears repeating because confusion here creates legal and ethical risk. Only supervisors who meet BACB supervisor qualifications may sign required competency attestation or fieldwork hours. Mentorship can complement but not substitute regulatory supervision.
For recorded sessions, obtain explicit written guardian consent before recording any session for training or supervision purposes. Treat recordings as PHI: capture, transmit, and store only via HIPAA-compliant platforms with a signed BAA. Follow the Minimum Necessary Standard when sharing session content. Anonymize during team review where possible. Delete recordings securely when no longer needed per your policy.
Safety protocols belong in week one onboarding. Include site-specific emergency response procedures and incident reporting pathways. Train new hires on mandatory reporting requirements. Escalate to a BCBA immediately when safety concerns arise during supervised sessions.
If your program involves paid coursework, guaranteed placement, or other employment promises, document these terms clearly and require clinical and legal review. Transparency protects both the organization and the new hire.
For compliance and supervision guidance, see our onboarding and training resources.
Ethics Quick Checklist
Before signing off on a new hire’s competency, confirm: Privacy protocols are followed for all observations and recordings. The new hire demonstrates understanding of scope of practice limitations. Required BCBA supervisor sign-off is complete for any certification-related attestations. Safety incidents are documented per policy. Confidentiality expectations are met in all caregiver and team communications.
Request a clinical review checklist if you need help adapting these items to your setting.
Enrollment, Application, and Employer Offer Details
If you are building a mentorship program tied to hiring, clarity in your offers prevents mismatched expectations.
A typical application flow runs: apply, pre-screen by HR plus credential verification, intake form completion, interview with clinical lead, offer letter with mentorship program terms, pre-hire onboarding paperwork, mentor match, and day one onboarding.
Offer letters should include role and expected hours, pay range and any overtime or bonus structure, mentorship program details including hours and duration, paid coursework terms if offered along with reimbursement conditions, probationary period length and expected competencies at review, and a clear statement that mentorship is part of onboarding but does not replace BCBA supervision.
Document any promises. If you offer paid coursework or guaranteed placement, put it in writing. Specify obligations and exit terms. Require clinical and legal review before finalizing these terms.
For additional hiring support, explore our hiring toolkit.
Sample Enrollment Steps
Apply → Pre-screen and credential verification → Intake form and goal-setting → Conditional offer → Pre-hire paperwork → Mentor match → Day 1 onboarding → 30-day check-in → 90-day review and confirmation.
Download the enrollment template to standardize your process.
Where to Find Programs and Community Options
If you are looking for existing mentorship programs rather than building your own, several practical sources can help.
State and regional ABA associations like CalABA, MassABA, or TXABA often maintain directories or host networking events where you can find mentorship opportunities. APBA affiliate directories provide another starting point. Specialized ABA job boards including the ABA Job Board and APBA Career Center list positions with mentorship components. Private mentorship platforms like MyABAMentor connect mentors and mentees directly.
Professional conferences offer networking opportunities to find mentors informally. NCABA, CalABA annual conferences, APBA, and TXABA events all bring together clinicians who may be open to mentoring relationships.
Community forums like Reddit can provide peer advice and anecdotal leads, but treat this information as unverified. Verify program details before enrolling or recommending any program to your staff.
Before joining or recommending a program, ask: What curriculum or competency checklist does the program use? Who signs off on competencies and what are their qualifications? What KPIs does the program track? Is mentorship tied to mandatory supervision or is it separate? What privacy and recording protections are in place?
Talk to a Mastering ABA advisor about local options if you want help finding vetted programs in your area.
Scaling and Continuous Improvement
A mentorship program is not a one-time build. It requires ongoing attention to stay effective as your organization grows.
Track program metrics consistently: completion rate of onboarding milestones, time-to-competency by role, mentor and mentee satisfaction scores, retention by cohort, and estimated cost savings from reduced turnover. These numbers reveal whether your program works and where it needs adjustment.
Schedule quarterly reviews with mentors and supervisors. A simple agenda covers metrics review, recent successes, pain points and escalations, program improvement proposals, resource planning, and action item assignments. Keep these meetings focused—sixty minutes maximum with clear owners and due dates for any changes.
When making changes, start small. If early cohorts report inconsistent feedback quality, increase mentor pre-match training from six to eight hours and measure whether feedback scores improve. If high-complexity caseloads show slower competency development, increase direct observation frequency for those cases specifically. Test one change, measure the effect, then scale what works.
Protect mentors from overload as you scale. Adding mentees without adjusting mentor caseloads leads to burnout and undermines the entire program.
Download the quarterly review template to structure your improvement process.
Frequently Asked Questions
Does a mentorship program replace BCBA supervision?
No. Mentorship supports learning but does not replace required BCBA supervision. Only supervisors who meet BACB qualifications can sign competency attestations or fieldwork hours. If you are unsure about local rules, get clinical review before finalizing program documents.
How do I choose the right mentor?
Look for clinical skill, teaching ability, schedule fit, and knowledge of clinic procedures. A short trial pairing with early feedback helps confirm the match works. The mentor job description template provides a starting point for defining expectations.
What should a 30–60–90 plan include for an RBT?
Phase goals typically include orientation and safety training in days one through thirty, guided practice and data skill development in days thirty-one through sixty, and increasing independence with a formal review in days sixty-one through ninety. Certain competencies require supervised sign-off. The downloadable checklist provides role-specific examples.
How often should mentors observe new hires?
Early on, observe frequently—ideally after every session during the first week or two. As competency develops, shift to scheduled weekly or biweekly check-ins. Frequency should follow demonstrated competence and safety needs rather than a fixed calendar.
What forms should I keep for compliance and tracking?
Core documents include the intake form, observation sheet, competency sign-off tracker, and training log. Store documents securely with appropriate access controls. Keep client data private and follow HIPAA and confidentiality rules for any materials containing PHI.
Can paid coursework or guaranteed placement be part of the program?
Yes, but require clear written terms and clinical or legal review. Document obligations and exit terms transparently. The enrollment agreement template helps structure these offers.
Where can I find other mentorship programs near me?
Check local clinics, state ABA associations, and specialized job boards. Community forums can provide leads—verify details before enrolling. A Mastering ABA advisor can help you locate vetted options if you want personalized guidance.
Bringing It Together
A mentorship-based onboarding program is not a luxury. For ABA clinics facing persistent turnover and the constant pressure of training new staff, structured mentorship offers a path toward stability. New hires learn faster when experienced clinicians guide their practice. Clients stay safer when competency is assessed rather than assumed. Mentors grow as leaders when given clear expectations and support.
The key principles hold regardless of your clinic’s size. Lead with ethics—mentorship complements but never replaces required BCBA supervision. Document everything so you can measure what works and demonstrate compliance. Match thoughtfully so relationships support learning rather than frustrate it. Use competency milestones rather than calendar dates to determine readiness. And support your mentors so they can sustain this work without burning out.
Start where you are. If you do not have a program yet, begin with the quick starter checklist and assign one mentor to one new hire this week. If you have a program that is not working, use the quarterly review agenda to diagnose where breakdowns occur. If you are a new hire wondering what good onboarding looks like, share this guide with your supervisor and advocate for the support you need.
Download all templates or talk to a Mastering ABA advisor to take your next step toward building teams that stay.
