Overview

This article outlines the steps necessary for a Regional Contact or Facility Contact to grant access within Gate Access for a Volunteer to correspond with a specifically assigned Inmate(s).

1.  A Volunteer will only see the Inmates that are in the correspondence program and that have been assigned to the Volunteer. Select Correspondence on the Navigation Bar to see the Inmates to whom you are assigned to correspond with.


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2.  A Facility Contact will see all the Inmates that are in the facility and that have correspondence turned on in the Inmates Module

3.  The Send To Correspondence Mailing Address the Volunteer will use to correspond with an Inmate is displayed here and is taken from the Facility Profile

4.  The Return To Correspondence Mailing Address the inmate will use to correspond with the Volunteer is displayed here and is taken from the Facility Profile. 

5.  The Facility Contact first receives this letter and will review it prior to uploading it under the inmates profile in the Correspondence Module.

 

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Permissions Needed to Upload Correspondence

As a Regional or Zone Contact, there are various permissions available for you to allow a Volunteer to have access to the Correspondence Module. When adding permissions to a Volunteer, in the System Settings accordion under the Module  Correspondence, select the Access and Scope that the selected Volunteer should have.

 


 

What if an Inmate is not showing up in the Correspondence Module?


For an Inmate to be available to a Volunteer in the Correspondence Module, the following conditions must be true:

  1. A Volunteer must have Correspondence access (See the above section: Permissions Needed to Upload Correspondence for assistance).
  2. A Volunteer must be assigned to an Inmate. 
  3. An Inmate must have correspondence turned on in the Inmates Module.

Before a specific Inmate can be contacted by letter, a "Correspondence Volunteer" (Brother or Sister with the Volunteer Role) is granted "Correspondence" access. The steps below show how Regional, Zone or Facility Contacts can grant an Inmate permission to "Correspondence" for communication via letter in Gate Access.

Step 1 Click on the Inmates option in the Navigation Bar.


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Step 2a You will be adding a Correspondence configuration for the Inmate.  If an Inmate does not exist in Gate Access, click Add Inmate to create their profile.


Step 2b If the Inmate already exists in Gate Access, navigate to the Inmate, and click the Edit Icon to edit the Inmate Profile


Step 3 Edit the inmate’s Interest. Click the Correspondence button to On. It will turn to purple and show the word “ON” when Correspondence is enabled.


Step 4 Select a Primary Volunteer from the dropdown menu. 

Note: Only Volunteers that have access to the Correspondence Module will be available for selection.  The Primary Volunteer is the Volunteer that is responsible for conducting the Bible Study, collecting, and reporting any field service activity from the Inmate.



Step 5 If desired, a Secondary Volunteer may also be assigned to correspond with the Inmate. To do so, click the Add Icon next to the Correspondence button. Select a Secondary Volunteer from the dropdown menu. Repeat this step to add up to four (4) Secondary Volunteers.

 Note: Only Volunteers that have access to the Correspondence Module will be available for selection.



Step 6  Click on Update to save your changes.

 

The Inmate will now appear in the Correspondence Module.

 

 

Last Updated:  January 10, 2022