7 Forms and Procedures for OBB Instructors, Tutors, and Volunteers
Obtaining Clearance
Those who work with Odyssey Beyond Bars are considered “Facility Volunteers” by the Department of Corrections and are required to follow rules established by the DOC, including the completion of a background check and institution orientation and training. It is imperative that you complete all DOC paperwork in order to begin processing your security clearance as soon as you receive it. The same holds true for fingerprinting and DOC training/orientation, as well as any training offered by DOC or OBB. Delays in processing can have a negative impact on our program operations or may create additional work for the DOC, which can be detrimental to our working relationship.
Background checks completed by the DOC are required for all sites. Facility Volunteer orientation/training and/or fingerprinting methods may vary by prison. For example, some institutions require that volunteers keep fingerprints on file in order to walk within the institution without an escort. Requirements may differ for volunteers who will only interact with students via Zoom, rather than in person. The OBB program manager handles these details and will communicate the site-specific requirements and deadlines before the start of the semester.
In order to initiate the process for Facility Volunteers, DOC requires three forms to be completed. These forms will be shared with you by the OBB program manager and are as follows:
- DOC-2674 (Volunteer Application)
- DOC-0762 (Emergency Contact Information)
- DOC-2852 (PREA Volunteer Statement of Acknowledgement)
Again, we ask that you complete the three forms and return them to the OBB program manager with your signature as soon as possible upon receipt to avoid delays or other processing issues. If you are required by a specific institution to complete fingerprinting, the OBB program manager will share a fourth form with you (DOC-1198T) for completion and will assist you in scheduling the fingerprinting appointment.
For more information about orientation through the DOC or to refresh yourself at any time, please see the Wisconsin Department of Corrections Volunteer Orientation Manual.
Entry and Dress Code
Before you enter the facility, empty your pockets of all change, gum, pens, etc. Come into the lobby area with only your keys, driver’s license, and class materials. No technological devices are allowed in the prison. After checking in, please make sure to put your items in a lobby locker. It is fine to bring in water provided it is in a transparent bottle. You can also bring in a notebook, pen, and supplies for your personal use as long as you bring all of them out with you. Please do not leave anything in the prison, even a pen. In many prisons, security staff will stamp the back of your hand with special ink that illuminates under UV light and give you a visitor’s pass that you should remember to return.
Some prisons have extremely sensitive metal detectors, which can detect metals found in buttons, zippers, bras, and shoes. The OBB team has sometimes faced challenges in entering certain institutions; on one occasion, several team members were asked to remove their bras in order to have them scanned separately by a metal detector. Those with metal joint replacements will disclose that in their DOC forms so that security staff can use a wand on them in lieu of the metal detector. Visitors should prepare mentally for a potentially invasive entry process and be thoughtful about their clothing choices.
Understanding Student Clearances with Victim Services
At the beginning of each semester, we ask our students to complete a series of forms that facilitates our interactions with them. One of these forms is a UW “Talent Release” form, in which we ask our students for their permission to use their work and/or likeness/image for outreach purposes. Once students grant us this permission, we must also request that DOC grant us approval to photograph or quote each student. These requests are made to the Office of Victim Services and Programs (OVSP). OVSP has a significant interest in protecting the rights, concerns, and interests of victims, which supersedes our desire to use students’ work or image for outreach purposes.
Each semester, once class rosters have been established, the OBB program manager submits the full list of names for OVSP to review and approve or deny. We are not privy to their decision-making process and must accept the results of the review without question. Historically, it is typical for OVSP to approve a small number of students in each class. OVSP approval can also change semester to semester: a student who is approved in fall may be denied in spring (and vice versa). OBB takes this protocol into consideration when determining which students will have their work featured on our website, for example, or which students might be quoted or have their photo featured in our quarterly newsletter. Do not share any student work or photos with anyone outside of OBB without written approval from the OBB program manager or director. If you are interested in sharing material from your class with your colleagues or other university employees, please contact the OBB program manager to discuss precautions.