STARTING A PROGRAM

Getting Permission

Getting Buy-In

Strategies of Gathering

Supplies

Setting-Up and other Logistics

Other Considerations

At the time we decided to start the program, we were already holding bi-weekly prayer services in "Pod E", and so we were known, at least, to the Religious Ministries Coordinator. Through her, we submitted a detailed proposal asking for a regular slot in the jail's programming schedule; explaining that it would be a no-cost, volunteer-run program, offered on a voluntary basis to any interested inmates. The stated purpose of re-enforcing or re-establishing the parent child connection was one that fit well into the Sheriff's criteria for programs. We further stated that volunteers would be screened and generally supervised by the Lay Ministry Lead and the Clergy Liaison from Grace Cathedral. Since that time, the Sheriff has established a training and orientation program, and a strong relationship of confidence has developed between program leaders and the Sheriff's staff.

Badging: Obtaining permanent clearances for volunteers is always the most effective way to ensure smooth entry into the jail. However, obtaining a permanent clearance can be a time-consuming process and may represent a level of commitment that an inquiring or tentative volunteer may not be ready to make. We try to recruit enough volunteers so that no one needs to feel obligated to come every time or to participate on a continuous basis. However, when volunteers get a sense of the joy this activity brings to the in-mate parent and basks in their grateful comments, they usually get hooked.

Administrative Clearances: Administrative Clearances are an option for those who are still just concidering making the commitment or who, because of work constraints, cannot participate regularly or get off work to go through the clearance process. It is important to be aware that this can be a burden on the Sheriff's staff and concern should be exercised to minimize reliance on this method of gaining access.

The next challenge was to establish a rapport and level of trust with the deputies on duty. We found it important to demonstrate immediately that we understood the deputies' challenges in maintaining order and ensuring that program activities did not cause or increase frictions among inmates or create a chaotic atmosphere in which control could be diminished. We (volunteers and deputies) quickly found that if a general invitation were issued to the upper and lower levels of a dorm, the result would be a surge of applicants who would often conspire to create confusion. While we found a limited invitation (e.g. a section at a time) to be more efficient (see below) there is still some amount of jostling to sign up and select a book to read. Therefore it is important on arrival to agree on a plan with the deputy in charge and ensure that there are at least 3 volunteers present:

1. One to help with book selection,

2. One to take down information about the child, the book and the address (and 'in care of') to which the book and tape will be mailed, and

3. One to keep order, provide hospitality and prevent theft. (We found that whenever a crowd forms, someone will invariably try to steal books either to use as barter for commissary items or simply out of habit).

As described below, recordings are made in a private space away from the noise and distractions of the main Pod or dorm. Negotiating access to such a space becomes a key activity, especially when other programs like tutors and AA are also vying for space.

Once the deputies understand that the program organizers understand their challenges and how to appropriately assist them, a rapport is usually quick to develop. The inmate participants are very grateful for the opportunity and usually develop an attitude of delighted appreciation and mutual respect.

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As indicated above, it is wise not to allow too large a crowd to gather, as some inmates will usually stir things up. On the other hand, bringing pre-selected participants to the program area one at a time tends to prolong the process resulting in lengthier sessions and some inmates not being able to participate within the allotted timeframe. We have found it most efficient to either gather interested inmate sin small groups or to call participants out of a concurrent compatible program. This worked particularly well where men enrolled in a parenting skills class signed up and selected their book before class started and then left for a brief period during the class to make their recording.

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The basic tools and supplies used in the program are listed below:

1. Desktop tape recorder About $35-38.00 at Office Depot or Radio Shack

2. 60 or 90 minute tapes A 16-pack of TDK-90 tape is available at Costco for $8.49.

3. #5 Bubble Mailers A 12-pack of these 10.5" x 14.5 " envelopes (the most commonly used size) is available at Office Depot for $10.99.

4. Books We look for bargains and try to stay within an average cost of $4-5 per book. It is easiest to get books donated. Used books are OK IF in very good shape. (In-mates are reluctant to send obviously used books to children who may be feeling abandoned).

5. Postage Postage ranges from $1.25 to $4.50 per book depending on size, weight. We try to find soft cover books, which weight less, except during the holiday season where the book & tape often becomes a Christmas present.

The average cost is:
1. Tape---------------------------- $ .75
2. Book--------------------------- $4.00
3. Envelope------------------------$1.00
4. Postage------------------------- $2.00
5. Return Label---------------------$ .25
Total Average Cost(per reading) $ 8.00

We have sent books & tapes to Mexico, Nicaragua, El Salvador, Samoa, Canada and recently to Russia. IN all cases, making sure you have a correct address is important because of the overall cost. A returned envelope is always sad, but it is particularly frustrating when the parent has written a greeting inside the book and the returned book cannot be reused.

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Below is a list of supplies you need to bring into the jail:

1.selection of books for various age ranges (including Spanish language)
2.tape cassettes
3.tape recorder
4.sign-up sheets
5.mailing envelopes
6.mailing labels

Upon entry into the jail, a representative of the volunteers must check in with the deputy on duty. A request is made to the deputy to announce the program to the inmates and for a room/s, tables, and chairs. For recording, you will need one room with a table and two chairs. (Additional rooms are sometimes available if there are enough volunteers and recording equipment available). For administrative work, you will need two tables outside the room and a minimum of two chairs for volunteers.

Books are displayed on a table outside the recording room. Inmates are given the opportunity to select one book suitable for their loved one's age range, interests, etc. It is advisable to have one volunteer available at the book table to answer questions and to be alert for books "wandering" from the area.

The second table used for administrative work is supplied with the sign-up sheets, tape cassettes, mailing envelopes and labels.

A volunteer will register the reader on the sign-up sheet (sign-up sheet format provided below). Available volunteers will complete a mailing label and attach it to the mailing envelope. The return address on the mailing label should include the name of the reader. Two labels are attached to Side A of the tape cassette. One label shows the name of the book; the second label shows the name of the reader and the recipient; e.g., "Mary reading to Jimmy." The label for the plastic tape cassette holder will include the same information.

Readers are then instructed to hold on to the mailing envelope containing the book and tape cassette until they are called in for recording.

The recording room is staffed with one volunteer who operates the tape recorder and is available to assist the reader when needed.

At the completion of the recording, the tape and book are returned to the mailing envelope and the envelope is sealed.

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Stay-Away Orders: It is necessary to work with deputies or other personnel designated by the Sheriff to screen for Restraining Orders. Recordings sent by the inmate, even through a volunteer program and with best of intentions, can be a violation of a court order.

Unwelcome Communications: We have begun putting notes in the envelopes inviting the guardian to contact program organizers if the communication is unwelcome. Sometimes, when the parent is a substance abuser and has cycled in and out of the child's life, the grandparent, relative or foster parent with whom the child is living may feel that the communication, however well intended, is more upsetting than beneficial to the child. It is rare that they will become angry. Usually, they just refuse the delivery after the first envelope is opened. This has been a significant problem.

Returned Mail: Because the return label on the envelope indicates "Grace Cathedral" or "Stories From Mom or Dad", the guardian can usually guess that something of a charitable nature is enclosed. Nonetheless, deliveries are refused or merely not collected. As indicated above, this is sad because of the lost opportunity and frustrating because the materials have been wasted (on a shoe-string program budget, this concern is regrettably real). Wherever possible, we reuse the book, but the tape and envelope are destroyed.

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For information about how you can become involved with or support these ministries, contact The Rev. Margaret Deeths, 415-749-6392, jailministry@gracecathedral.org