Overview:  This article is intended to provide a series of steps on how to correspond with a resident in the prison ministry. The My Ministry Module allows a volunteer to participate in the correspondence program. It also helps to manage correspondence between the volunteer(s) and assigned residents. Types of written correspondence including encouraging letters or participation in the study-by-mail program should be logged within the My Ministry Module inside the Residence Correspondence card.

Note:  Correspondence between the Branch and the Pilot Program about a resident or from the Branch to a resident is not covered in this article.  

Step1 To see assigned Residents, click My Ministry in the Navigation Panel, then click the Residents Tab 

Note:  A Volunteer will only see the Residents who are in the correspondence program and who have been assigned to the Volunteer. 

Step 2 Select the Resident by clicking on their name, or the Chevron (right arrow) in the same row as the Resident.

Step 3 The Resident Details card will display the resident’s correspondence information. 

Where do I find the letterhead for Correspondence to Residents?

A letterhead has been created for Volunteer use when communicating with Residents for either encouraging letters or the study-by-mail program. To download the letterhead, follow the steps below:

Step 1 Click My Ministry in the Navigation Panel. Then click on the Residents Tab.

Step 2 Click on an assigned Resident or the Chevron (right arrow).

Step 3 Click on the Download Template Icon located in the center bottom of the screen, directly beneath the Resident Correspondence card. 

Step 4 The Correspondence Template drawer will open on the right side of the screen. The Language and the Format will default, then click the Download Icon.

What type of documents can be uploaded to Resident Correspondence?

Currently, Gate Access accepts PDF documents. Any other file type cannot be uploaded to the system.

Google Chrome and Microsoft Edge are the only two supported browsers that allow a user to upload documents.

Is there a file size limit for Correspondence letters to be uploaded?

Currently, PDF files can be and must have a file size of 5MB or less. If your PDF is larger than 5MBs, it is recommended that you split your PDF into multiple parts to condense the file size or save the file as a black and white PDF with a smaller resolution (300dpi is recommended).

Google Chrome and Microsoft Edge are the only two supported browsers that allow a user to upload documents.

Why can’t I see a Resident under my Residents Tab?

You will only see the Residents that are in the correspondence program and that have been assigned to you. 

If you do not see a Resident, please communicate with your Facility Contact to make sure the Resident has been assigned to you and is enrolled in the correspondence program.

How do I add Correspondence?

The option to upload a PDF version of a letter sent or received rests with the volunteer, however, a note will be required in all instances. To add correspondence to or from a resident, please follow the steps below.  

Google Chrome and Microsoft Edge are the only two supported browsers that allow a user to upload documents.

Step 1 From the Navigation Panel, click on the Residents Tab.

Step 2 Click on an assigned Resident or the Chevron (right arrow).  This action will display the Residents Profile.  

• Note: If you have many assigned residents:

• You can search for a specific resident by entering criteria (First Name, Last Name, Facility Name) in the Search Box located at the top left of the page.  
• You can also set your pagination (number of residents displayed on a single page) by using the Rows Per Page dropdown box located at the bottom right of the page.  
• If neither of these is your preference, then you can scroll through the various pages of residents by using the Chevron (left/right arrow) also located at the bottom right of the page.   

• Note: The Resident Profile contains various cards with information that will be beneficial in your correspondence with a resident.  

• Resident Details card:  This contains information about the Resident, his current location, and the addresses where correspondence is to be sent.
• Resident Correspondence card: This documents the correspondence that was sent to or received from the resident.  
• Resident Notes card: This is where a summary of any interactions with a resident is to be documented.   Here is where one will designate that a Study was conducted (whether in-person or through correspondence) and this will in turn be reflected in your My Ministry Activity report.  If it is not identified as a Study, it will not be counted as such by the system and your report will be inaccurate.  
• Document Template: By clicking here, an MS Word document will be downloaded that can be used with Microsoft Word or Google Docs for your prison ministry correspondence.

Step 3 To add new correspondence, under the Resident Correspondence card, click the Add Icon.  

Step 4 To record/upload a physical correspondence event or document:

• Select Document in the Format dropdown menu. 
• Update the Date field, as needed. 
• If the correspondence pertains to an ongoing Bible Study, be sure to check the box labeled Bible Study.  
  1. If this is not selected, it will not be counted as a Bible study in your Activity report.
• Select whether the correspondence was Sent by a volunteer (you) or Received from a Resident.
• Enter Notes summarizing the contents of the correspondence. 
• Use Drag and Drop or Browse Files to attach the file.

Step 5 Click Save. 

Step 6 To record/upload a digital correspondence event or document:

• Select Digital in the Format dropdown menu. 
• Update the Date field, as needed. 
• If the correspondence pertains to an ongoing Bible Study, be sure to check the box labeled Bible Study.  
  1. If this is not selected, it will not be counted as a Bible study in your Activity.
• Select whether the correspondence was Sent by a volunteer (you) or Received from a resident.
• Enter the contents of the communication in Digital Correspondence. Please note this is a required field and you will not be able to Save it if this is left blank.  

Step 7 Click Save.

Step 8 Resident Correspondence card will display newly added correspondence.  

How do I View, Edit, or Delete Correspondence?

Step 1 To View, Edit, or Delete correspondence, click on the Ellipsis to the right of the specific row and select either View, Edit, or Delete.

• Note: 
  1. The view will open the uploaded PDF for review. (This option is only for entries with a Document that has been uploaded and not a digital entry.)
  2. Edit and Delete will open the Edit Correspondence drawer.

Step 2 To Edit, make the necessary adjustments in the Edit Correspondence drawer. Once complete, click Save.

How do I record a new entry in Resident Notes?

Step 1 From the Navigation Panel, select My Ministry then click the Residents Tab.

Step 2 To view the Resident Profile, click on the appropriate record Row or the Chevron (right arrow). You can also use the Search Icon to search for a specific Resident Name to select.  

• Note: Please note the following;
  1. Residents displayed here are those assigned to you. 
  2. You may sort by Resident Name or Facility by clicking on the Arrow. 

Step 3 The Resident Notes card will display on the right of the Resident Profile page.  

Step 4 To add a Resident Note, click the Add Icon. 

Step 5 

• Enter the Date of the Note by selecting the Calendar Icon or entering the date in YYYY-MM-DD format.  
• Click the Bible Study box to indicate a note about the Bible Study arrangement.  
• Enter any relevant Note details.  
• Click Save when finished. 

Last Updated: July 25, 2024