Overview: This article is intended to provide an overview and sequential steps on how to use the Inmates Tab in the My Ministry Module. This module is intended for volunteers engaged in the prison ministry—whether in person or by correspondence. The steps outlined will take a Volunteer through the process of using the Inmates Tab to add and access correspondence and notes for an assigned inmate.

 

View Inmate Records 

Step 1 From the Navigation Panel, under General, select My Ministry.

 

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Step 2 Click the Inmates Tab to see the list of Inmates assigned to you to either correspond with or study with in-person at a facility. 

  • Note: This Inmates Tab displays the Inmate Name, Facility in which they are housed, the assigned Correspondence Volunteer, and the Volunteer assigned as In-Person Assigned for In-Person Bible Studies.

 

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Step 3 To view the Inmate Profile, click on the appropriate record Row or the Chevron (right arrow) on the far right of the row. You can also use the Search Icon to search for a specific Inmate Name to select.  

  • Note: Please note the following;
    1. Inmates that display here are those assigned to you. 
    2. You may sort by Inmate Name or Facility by clicking on the Arrow.  

 

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Step 4 Inmate Details provides the Inmate ID Number, Inmate Location (Facility’s Physical Location), Facility Mailing (Facility’s Mailing Address) and Return Address (Congregation Mailing Address).  

 

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Request Inmate Assignment(s)

 

Only one (1) Request can be submitted at a time. Once a request has been approved, additional requests may be submitted. You will receive an e-mail notification if inmates are assigned. Requests are sent to the Facility Contact or Zone Contact through e-mail notification.

 

Step 1 From the Navigation Panel, under General, select My Ministry.

 

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Step 2  From the My Ministry Inmates Tab, click on the Request button.

 

  • Note:  The Request Inmates drawer will open at the right of the page.

 

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Step 3  Select the radio button next to Ministry Type: In-Person, Correspondence, or Initial Contact (ICLW). 

 


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  • When selecting the In-Person Ministry Type, select the number of In-Person inmates you are requesting from the Amount dropdown menu, then choose the facility(s) from the Facility Preference list. You may select multiple Facilities from the list. When finished, click on the Submit button. 

 

  • Note: A volunteer should make requests based on his/her availability. A new volunteer might consider a request of 1 or 2 inmates with the option of increasing the number of requests based upon availability. 

 

 

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  • When selecting the Correspondence Ministry Type, select the number of Correspondence Inmates you are requesting from the Amount dropdown menu, then choose the facility(s) from the Facility Preference list. You may select multiple Facilities from the list. When finished, click on the Submit button. 

 

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  • When selecting the Initial Contact (ICLW) Ministry Type, select the number of initial contact letters that you would like to write from the Amount dropdown menu, and click on the Submit button. 

 

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Delete an Inmate Assignment Request

 

Once your request has been submitted, your request will show in the Request Inmates drawer. 

 

Step 1 From the Navigation Panel, under General, select My Ministry.

 

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Step 2  From the My Ministry Inmates Tab, click on the Request button.

 

  • Note:  The Request Inmates drawer will open at the right of the page.

 

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Step 3  Click on the Delete Icon. 

 

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  • Note:  A warning message will appear to confirm the request to delete. Select the Delete button to confirm. 

 

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Inmate Correspondence 


Step 1 Inmate Correspondence holds all written or electronic correspondence sent or received. 

  • The Date column indicates when the date correspondence was sent or received.  
  • The From column indicates who wrote the piece of correspondence.  
  • The Status column indicates whether correspondence is received or sent, read or unread.  

 

  • Note: Unread Icon (closed envelope) indicates the correspondence from the Inmate has not been read. Read Icon (opened envelope) indicates the correspondence from the Inmate has been read. Send Icon (flying paper airplane) indicates correspondence has been sent. 

 

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Step 2 To search correspondence for a specific month, click the Filter Icon to filter the list of correspondence displayed. Then, use the Calendar Icon to select the Year and Month.  

  • Note: Click Clear Filter to remove the filter.

 

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Step 3 To add new correspondence to Inmate Correspondence, click the Add Icon.  

  • Note: The Correspondence Drawer will open at the right side of the page. 
    1. A Document Template can be used as letterhead for prison ministry correspondence. This is a Microsoft Word document and is available in English or Spanish.

 

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Step 4 To upload a Document, in the Format dropdown menu, select Document. Update the Date field, as needed. 

  • Check the Bible Study box if correspondence to the inmate if applicable.
  • Select whether the correspondence was Sent by volunteer or Received from inmate.
  • Use Drag and Drop or Browse Files to attach the file.
    1. Only PDF files less than 5MB in size can be attached.

 

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Step 5 Click Save. 

 

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Step 6 For Digital Correspondence, select Digital from the Format dropdown menu. Update the Date field, as needed.  Check the Bible Study box if correspondence to the inmate if applicable.

 

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Step 7 Select either Sent by volunteer or Received from inmate. Enter the Digital Correspondence details. 

 

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Step 8 Click Save.

 

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View, Edit or Delete Inmate Correspondence Sent To an Inmate

 

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

  • Note: 
    1. View will open the uploaded PDF to 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.

 

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

  • Note: Delete will remove the record. 

 

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Inmate Notes


Step 1 Inmate Notes contains notes entered by Volunteers assigned to the Inmate. Click on the Filter Icon to view notes for a specific month.  

  • Note: Inmate Notes from Volunteers assigned to conduct a Bible Study with the Inmate, will display as Study

 

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Step 2 To add an Inmate Note, click the Add Icon. 

  • Note:  The Add Inmate Note drawer will open at the right side of the page.

 

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Step 3 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 pertaining to the Bible study arrangement.  Enter any relevant Note details.  Click Save when finished. 

 

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Step 4 To Edit or Delete, click on the Ellipsis to the right of the specific row and select either Edit or Delete.

  • Note: Edit and Delete will open the Edit Inmate Note drawer.

 

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Step 5 To Edit, make the necessary adjustments, click Save.

  • Note: Delete will remove the record.

 

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Last Updated:  April 24, 2022