BGBTW Coordinator Training Manual September 2024 PDF

From founder Bill Glass: Webster's dictionary defines coordinate as: "to harmonize in a common action … so as to act together in a smooth concerted way.” This certainly summarizes the role of a Site Coordinator for Behind the Walls (BTW). The mission statement of BGBTW is: “To assist the Church by equipping and igniting Christians to share their faith in Jesus Christ with the ‘least of these’.” As a BGBTW Site Coordinator, you play a most vital role in this mission by providing front-line leadership; and consequently, a great deal of responsibility falls on your shoulders. Therefore, you must have a working knowledge of all aspects of BGBTW events, along with the ability to manage and monitor each area to see that they run smoothly and efficiently. The purpose of this Site Coordinator Training Manual is to provide specific instruction for both prospective and experienced Site Coordinators so that they may prepare for and provide quality leadership at BGBTW events. Although each person will bring his or her own unique personality and leadership style to the event, this manual has been prepared to set certain standards and provide a working knowledge of all aspects of the Site Coordinator position to ensure that everyone will “stay on the same page," resulting in consistent leadership. Be reminded however, that there is no substitute for experience. Even long-time Veteran Site Coordinators are continually adapting and fine-tuning their skills. Consequently, it is important that each Site Coordinator make a commitment to attend a minimum of four BGBTW events annually. This keeps you in tune with the ministry, helps you develop your skills and confidence level, as well as builds a sense of team and family. During an event, a Site Coordinator’s primary ministry is to their Teammates, not to the detainees in an institution. A Site Coordinator is much like a coach is to their team, or a pastor to their flock or a field general to their troops. They don’t execute the plays, or carry out the hands-on ministry, or fight the battles – but rather, they motivate, encourage, and direct their Teammates to do so. Therefore, if a single term were used to define a BGBTW Site Coordinator, it would be servant-leader. Jesus modeled this in the greatest way and instructed others accordingly. As He aptly stated in Matthew 20:26-28 (NIV): “…whoever wants to become great among you must be your servant … just as the Son of Man did not come to be served but to serve…” The Living Bible translation puts it this way: “Anyone wanting to be a leader among you must be your servant…” The position of Site Coordinator requires a servant's heart in a big way. This is not a paid role, and the hours are often long and hard. A lot of responsibility will fall on your shoulders, and occasionally you will be required to make some tough decisions. And you’ve chosen to take on this responsibility at your own expense and on your own time. Why? Because you are called, love the LORD, and want to serve Him. In conclusion, to borrow a phrase from the business and athletic worlds, and adding prayer to the mix, our goal in Site Coordinator training can be summarized in what we’ll call the “Six P’s.” In fact, it is strongly suggested that everyone memorize this and keep it in mind at all times! Prayerful | Proper | Planning | Prevents | Poor | Performance Thank you for your willingness to step up and serve in this vital leadership position as a BGBTW Site Coordinator. Maythe LORD greatly bless your efforts and continuously honor your servant’s heart. Table of Contents TYPES OF BGBTW EVENTS........................................................................................................................ 4 PRIOR TO THE EVENT................................................................................................................................ 5 PRIOR TO THE EVENT REGISTRATION DEADLINE................................................................................ 5 APPROXIMATELY TWO WEEKS BEFORE THE EVENT............................................................................ 5 UPON ARRIVAL AT THE EVENT................................................................................................................... 6 SITE COORDINATOR MEETING........................................................................................................... 6 CHECKOUT MEETING WITH FACILITY OFFICIALS....................................................................................... 7 PRIOR TO DEPARTURE TO FACILITY:................................................................................................... 7 AT THE CHECKOUT MEETING WITH FACILITY OFFICIALS..................................................................... 8 TEAMMATE BREAKOUT MEETING..............................................................................................................13 MORNING DEPARTURE TO FACILITY.........................................................................................................16 AT THE FACILITY......................................................................................................................................17 ARRIVING AT THE FACILITY...............................................................................................................17 WHAT TO DO DURING DOWNTIME....................................................................................................17 PROGRAM AREA SET UP & LAYOUT...................................................................................................18 THE PROGRAM.................................................................................................................................18 WHAT TO DO WHEN THINGS DON'T GO AS PLANNED.......................................................................19 IF A PLATFORM GUEST IS (OR WILL BE) VERY LATE OR DOESN’T SHOW AT ALL...................................20 BEFORE LEAVING THE FACILITY AT THE END OF THE EVENT..............................................................20 UPON RETURNING TO THE HOTEL/MEETING THE REGIONAL DIRECTOR...................................................21 FOLLOWING THE EVENT..........................................................................................................................21 GLOSSARY OF TERMS..............................................................................................................................23 APPENDICES...........................................................................................................................................31 TYPES OF BGBTW EVENTS There are currently four types of BGBTW Events. The Day of Champions (DOC) and the Weekend of Champions (WOC) have both been taking place for over two decades. The majority of the more recent BGBTW events have been the DOC. Two of the newer BGBTW events are the Special Ops charter bus trips and the Blitz. A brief description of the four types of BGBTW events are listed below: Day of Champions (DOC) These are the most common types of events. A DOC is a two-day event which typically begins on Friday evening with Equip & Ignite that includes Rookie Training (Equip) from 5:30PM to 6:00PM, dinner (Tailgate) from 6:00 to 6:30PM with food and drinks will be provided by the Local Team and the ministry and concludes with the Ignite session from 6:30PM to 8:00PM. The Equip & Ignite is followed by a brief breakout meeting, led by the assigned Site Coordinators, around 8:00PM. The event at the facilities takes place on Saturday. Special DOC Site Coordinator Considerations: As soon as you get out of the facility, text a picture of the filled-out Facility Envelope to the Regional Director. Also, don’t forget to make arrangements and allow time to turn in the Facility Envelope, and return extra materials, sound systems, MP3 players, chords, etc. before leaving for home. Weekend of Champions (WOC) A three-day event at which we minister in the correctional facilities on both Friday and Saturday. There are always special meetings on the preceding Thursday evening, and typically a certain hotel is designated as the “headquarters hotel.” Also referred to as a “WOC.” These events are rare. See Glossary for a fuller explanation. Special Ops (Charter Bus Trip) The Special Ops event was designed to be a “12 hour/same day mission trip” using a charter bus to reach facilities that are logistically too far to be included in a DOC or WOC. The bus departs in the morning from a hotel or church, returning in the evening. Breakfast and the Equip & Ignite (using the television screens) all take place on the bus ride to the facility. See Glossary for a fuller explanation. The Blitz A type of BGBTW event in local facilities where the worship, training, meal (breakfast or lunch) and programs at the facilities take place on the same day (typically on Saturday) and usually within a 12-hour window. See Glossary for a fuller explanation. 4 PRIOR TO THE EVENT PRIOR TO THE EVENT REGISTRATION DEADLINE PRAY FOR THE EVENT! Registration - On your online registration, make sure you select Site Coordinator. Hotel Arrangements o Make hotel reservations, if needed. If you would like your hotel room paid for (1 night for a DOC and 2 nights for a WOC), and if the budget allows it, please inform your Regional Director, and he/she will make your reservation. o Headquarters Hotel information can be found on the behindthewalls.com Event Information Page (Appendix A). Travel Arrangements o Make any necessary travel arrangements. o Plan to arrive by 10:00AM Thursday morning for a WOC. For a DOC, check with the Regional Director on the details of a Site Coordinator Meeting prior to the Final Checkout Meeting. o If flying, please check with the Regional Director for approved departure time at the conclusion of the event before purchasing airfare. o Check airport information on the Event Information Page for the event. o Flight Information should be sent to the Event Administrator (EA) as soon as possible. APPROXIMATELY TWO WEEKS BEFORE THE EVENT Review the Warden Letter (Appendix B) & Initial Checkout Form (3 or 4-page document, Appendix C) Note: If you do not have this information before the weekend prior to the event, please call the assigned Event Administrator. The Event Administrator will email all registered Teammates using the Teammate Email Template (Appendix D). It will include all the necessary information including the Teammate’s facility assignment. The Event Administrator will text all the registered Teammates notifying them to check their email. A phone blast will go out from the National Support Center with the same message. You will call all Rookie Teammates on the list to see if they have questions or concerns. This is the time to encourage and pray for them. If you have a large number of Rookies, consider dividing up your list with an Assistant Site Coordinator(s), and possibly some experienced Veterans. Add phone numbers for the Regional Director and Transportation Coach to your phone. Remember to Bring: o Site Coordinator Name Badge o Valid Photo I.D. o Appropriate clothing (see Warden Letter for your facility for clothing restrictions) o Event reminder information with important phone numbers Site Coordinator notebook/bag with a list of contents. Note: some facilities want to know exactly what you are bringing in, so it can be put on the Equipment List. Appropriate, professional/business casual attire for checkout meeting. (Let your Regional Director know if you need an updated BGBTW dress shirt or polo). If flying, make sure to let the Regional Director know if you will need a ride for the event. 5 UPON ARRIVAL AT THE EVENT If flying and there are delays or disruptions to your flight, alert the Regional Director and the Transportation Coach as soon as possible. Communicate with the Transportation Coach to secure a ride from the airport to the hotel. Check with the Regional Director to see if there is a Site Coordinator Lunch or Site Coordinator Meeting for the event. If you do not have your Site Coordinator Packet prior to your arrival at the event, please see the Regional Director. You will need this information to prepare for the Coordinator Meeting. You should find the following documents in your Site Coordinator Packet (examples in the appendices): o Key Personnel o Bios o Equipment Lists o Event Cell Phone Numbers List o Warden Letter (your facility) - 3-5 copies o Copy of the Initial Checkout, 3-page Form (your facility) o All Prison List (Drivers, Platform Guests, Staff, & Coordinators), if applicable o Your Facility Teammate List (Facility Assignments) o Site Coordinator's Checkout Checklist o Team Breakout Meeting Checklist o Registration Form o Large, gold, Facility Envelope o Master Schedule (in most cases this will be distributed at the event after it has been updated) Please organize information into your Site Coordinator Notebook, by tabs, prior to the meeting. There should be more than enough extra materials (tracts, study guides, Bible study by mail cards, Commitment Sheets) in your facility boxes. If not, see the Regional Director for more materials. You may consider moving these materials to a location where you can keep track of them. Replenish things in your Site Coordinator bag that you might use at the event, i.e., blank name badges, empty badge holders, pens, etc. Pray for your Teammates, detainees, the officials at your facility, etc. SITE COORDINATOR MEETING The Regional Director will cover all the specifics (Checkout and Warden Letter) about your facility from the Initial Checkout Meeting (held months prior to the event). This meeting may take place in person or over Teams/Zoom prior to the event. Re-read the Warden Letter (Appendix B) in your Site Coordinator Notebook to familiarize yourself with the facility. Also check to make sure details in this Warden Letter correspond with times and details on the Master Schedule (Appendix E), etc. In addition to the Warden Letter, be sure you have an updated Teammate list for your assigned facility. If needed, make arrangements for transportation to the afternoon checkout meeting of your facility. Make sure you have the accurate address for the facility and all other locations for yourself and the Teammates. 6 Be sure you have a Teammate Packet to be able to show and leave with the facility officials. Your Teammate Packets will contain the following: o 1 First Team Reply Slip & Envelope o 1 Multi-part Commitment Sheet o 5 English Tracts o 5 English Study Guides o 5 English Bible study by mail cards o 1 Spanish Tract o 1 Spanish Study Guide o 1 Spanish Bible study by mail card After returning from the final checkout meeting, report back to the Regional Director to confirm the plan or report any changes. CHECKOUT MEETING WITH FACILITY OFFICIALS Your notebook materials will contain a Site Coordinator Checkout Checklist (Appendix F). The following information will supplement that form. PRIOR TO DEPARTURE TO FACILITY: Bring photo I.D., name badge, facility handouts, your notebook, and a sample Teammate Packet to show to facility officials. If there is a Friday Night Banquet (WOC), secure map/directions for any facility officials who may want to attend. The facility staff can also be invited to the Tailgate/Equip & Ignite. Review list of Platform Guests on the Master Schedule (Appendix E) and make sure you are aware of any vehicle/special equipment needs for Platform Guests. Read Warden Letter (Appendix B) and familiarize yourself with key personnel. If the Regional Director has directed you to lead the Final Checkout Meeting, call the facility primary contact (received from the Regional Director) the morning of the meeting to confirm appointment with the appropriate staff as indicated on the Checkout. Pay attention to the route and drive time to your institution. Are there any detours, construction, etc.? If so, please notify the Transportation Coach and/or Regional Director. Will you have to make adjustments? Check with the Transportation Coach about getting a map if you do not have one in your records. They may also be able to tell you which GPS is best to use for the facility. Arrange transportation with the Transportation Coach if needed. It is customary to wear professional/business casual to the final checkout meeting. This is facility Staff’s first contact with you and first impressions last! Punctuality is everything. Our word should be kept with facility officials, and being late is unorganized and does not honor the Lord. Plan on being at the unit 30 minutes prior to the meeting to allow for traffic and clearing security. Take care of your business as quickly and efficiently as possible and get back to the Regional Director. These officials are busy and on the job. Respect their time! 7 AT THE CHECKOUT MEETING WITH FACILITY OFFICIALS The following items are designed to follow along with the Warden Letter. A. PRE-EVENT SITE COORDINATOR MEETING Introduce yourself and others if you are working with someone. Have one spokesperson at the meeting. The assistant can take notes and follow along to be sure the spokesperson has not forgotten anything on his checklist. Thank the officials for their time, let them know you are looking forward to working with them, and that you are there to be sure that everyone is "on the same page" as far as the schedule for the weekend. Remind them that you know they are busy, and your goal is to cover things quickly, yet efficiently, and clear up any questions or concerns they might have. Refer to all staff by their title (highly preferred) or Officer. DO NOT use the term "Guard." Make it clear that you understand that security is their greatest concern as it is ours and they have our total cooperation. Ask them to address all issues during the event with you. Give them your contact information. Provide the officials with your cell phone number as well as the hotel phone number and your room number at the hotel, if applicable. You are there to serve and help them. Distribute the stapled packets of the following event information that will be provided by the Event Administrator: Warden Letter, Master Schedule, Equipment List & Teammate List. You may make additional copies if needed. Let the officials know they can also make additional copies for staff members. B. SECURITY LISTS Explain the two lists of names (if applicable): o Facility List - unique to their facility, includes a list of Teammates assigned to their facility. o All Prison List - BGBTW Staff, Platform Guests, Drivers, Coordinators who may or may not be in their facility during the event. Note: Some facilities no longer accept an “All Prison List.” They prefer every person coming into their facility for the event to be on one list. If this is the case, the list will be updated by the Event Administrator. Also, Teammates and Bikers may be requested to enter at different locations of the facility, thus requiring separate lists. Again, this is usually known by the Regional Director/Administrator in advance, and lists will be provided accordingly. This information should be on the Checkout and/or Warden Letter. Request any security lists be kept secure and be destroyed immediately after the event. We want to do our due diligence and reduce the risk of identity theft as much as we can. C. HOURS AT THE FACILITY Confirm the arrival time and departure time from the facility for each day (from letter). Identify count and mealtimes and verify no conflicts with program times. D. SPECIAL PROGRAM SCHEDULE Review Master Schedule and Platform Guests, encourage them to review bios. Confirm program site(s) and start and end times. Explain why we don’t call our programs “Religious Services, Crusades, church groups, etc.” Discuss special needs for any Platform Guests. If asked, discuss equipment for Platform Guests (refer to equipment list only if required). 8 E. POSTERS Confirm the BGBTW event posters were received and are posted throughout facility. The Event Administrator will have confirmed delivery a month prior to the event. F. SPECIAL PROGRAMS Confirm what has been approved and entry procedures. Confirm what has been approved and entry procedures for motorcycles and/or trailers (for NASCAR, high wire equipment, bands, etc.). Make sure you are aware of any special needs these Platform Guests need and address them with the facility staff. Ask if keys to the motorcycles need to be collected and given to staff once the bikes are parked near the program stage/area. G. ITEMS FURNISHED BY THE FACILITY Confirm the location of the Break Room, any team meeting areas, and secure storage of extra materials. Will the facility be providing water and/or refreshments, or should Teammates bring change for vending machines? Confirm who is providing the sound system and if there is an adequate power cord. If the facility is providing, please confirm it is in good, working condition and adequate for the program. If we are using BGBTW sound equipment, there may be secure storage at the facility where the sound equipment can be kept overnight. If approval has been given for storage, the Site Coordinator will need to have the sound equipment at the Final Checkout Meeting. To ensure storage is available, the Regional Director should check a couple of weeks in advance and inform the Site Coordinator to make arrangements to bring the equipment to the meeting. NOTE: If you are planning on leaving the system at the facility, set it up and check to make sure it is in good operating condition before taking it to the meeting. Confirm any special electrical needs for a band and if necessary, ask to meet with appropriate staff. H. TEAMMATE ACCESS TO DETAINEES Discuss access to the number of detainees in living areas, lockdown areas, segregated areas, death row, etc. Determine the number of Teammates allowed at one time in each area. Normally we have access to these areas. Remind the officials you will use veterans who are accustomed to working in these special environments. Check to see if there are any areas that are off-limits. Ask for specific instructions for entering & exiting those areas. Request a map/layout of the facility. If one is not available, ask if they can sketch one out for you. It will be helpful to know how many housing facilities, populations, etc. I. LUNCH WITH THE DETAINEES Confirm lunch plans. List any unique info about meals (such as procedures and costs, if any). Assume no charges for meals unless identified on the Checkout/listed in the Warden Letter – do not bring up in discussion. Note: Any lunch cost would have been settled by the Regional Director/Administrator prior to the Final Checkout Meeting. If the facility is NOT providing a meal, make sure the Local Team Hospitality Coach knows how many meals you are going to need so that the Hospitality team can prepare sack lunches for your team. We always highly suggest staying at the facility for lunch and eating with the residents. It is too taxing on the facility staff to have volunteers exit and then reenter the facility. 9 J. CELL PHONE Confirm the use of a mobile phone for the Lead Site Coordinator. If a mobile phone has not been approved, always ask again. Sometimes, the decision can be changed. Some facilities allow us to bring a mobile phone in for the Site Coordinator to use. If a mobile phone is still not allowed, ask for contact procedures to reach outside personnel or for outside personnel to reach you. K. PHOTOGRAPHER/VIDEOGRAPHER Confirm whether a photographer or videographer has been approved. Confirm release forms and procedures. Note: If a photographer or videographer was not approved at the Initial Checkout Meeting, the Regional Director usually asks if there will be someone on staff who can take photos. If this is indicated, find out who that will be and ask them if we may access any approved photos that we can share throughout our ministry. L. TEAMMATE CLOTHING/IDENTIFICATION Confirm clothing restrictions from the letter. Are blue jeans or underwire bras (if you have female Teammates or Platform Guests coming to your facility) permitted? Are there any other restrictions? Note: The clothing restriction information is provided to us at the Initial Checkout Meeting and then provided to the Site Coordinator a couple weeks prior to making phone calls to your team. However, changes may occur at the Final Checkout Meeting. Teammates must have a photo I.D., BGBTW badge, and pen. A small pocket Bible is permitted but not required. There are almost always restrictions from bringing in items such as: wallets/purses, hotel/auto keys, lipstick, sun block, feminine products, change/currency, smart watches, etc. Are there vending machines and will they need change/currency for drinks or snacks in the Break Room? If BGBTW volunteers are allowed to bring in change/currency, what is the maximum amount? Ask for the procedure for handling any Teammate medication that may be required. Normally, we request Teammates requiring prescription medication bring only the quantity of medication required while inside the facility in a prescription bottle and that they declare the medication to the Staff during check-in (such as nitro pills/insulin/aspirins/inhaler/prescription medications/etc.). The rules/procedures vary greatly by facility. Show the facility staff the contents of a Teammate Packet. Specify that our Teammates will not give detainees anything except the What Do You Think? pamphlet, the Study Guide (for those who made a life-changing decision) and the Bible study by mail card. Our Teammates are specifically instructed that they do not give or take anything from detainees other than the three items listed above. M. FOLLOW-UP Explain the importance of a follow-up program to those who make a life-changing decision during the event. Ask to discuss this with the Chaplain(s). When discussing with the Chaplain, stress the importance of local churches being involved. If you have one or more churches lined up, provide their contact information and/or set a meeting to connect the Chaplain and church. N. OTHER MISCELLANEOUS ITEMS Review and make corrections to Key Personnel sheet (Appendix G). Be sure and give a copy of the changes to the Regional Director. Be sure to find out who will be the officer(s)-in-charge/point person for the event. If this is a Weekend of Champions, see if the same person (people) will be the officer(s)-in-charge for both 10 days. This is very important! If you run into any roadblocks, you will get the most help by going directly to the officer-in-charge. Also find out if all shift changes will be briefed on programs and agreements. Ask where the team should park their vehicles. In some cases, the facility will provide transportation. Double-check if transportation will be provided by the facility or we are responsible for providing our own transportation. See the Initial Checkout Form for previous agreement with the facility. Ask what the procedure will be for processing in. Are they going to collect driver’s licenses, keys, etc.? Ask if they have any unanswered questions at this time. Thank all for their time and help. Invite the facility staff and their families to the Tailgate/Equip & Ignite and the banquet (WOC). Provide an exact location, time, and map (if available). Ask permission to tour the program site(s). Be sensitive to the official's time and yours as you begin the tour. If your meeting lasted a long time, the tour might need to be brief. UPDATE: In the past we would ask for the procedure for our Teammates to correspond with inmates. We no longer ask and highly suggest that Teammates not correspond with inmates. Anyone who communicates with an inmate is at risk of being banned from going into any facility in the system. O. CONCLUDE WITH TOUR The program site is the most important area on the tour. Refer to the checkout to see where the facility is planning to have the programs and review the fourth page to see if the Regional Director sketched layouts for each primary and backup (bad weather) sites. The checkout should detail setup and the electrical situation. At the program site, determine if anything has changed or if there are any special needs to address. It is usually best to keep the program in the same location for the entire event. Double check that the area that is open to all the detainees and that the sun will not be in the detainees’ eyes (the Platform Guests are used to it and don't mind). Confirm that is the best location for acoustics/sound. Given the choice, outside in the yard (weather permitting) is usually best. Tour the available alternative site, in case of bad weather. The following are important items to pay attention to when checking a program area: o Elevation: A stage is preferred. The program can be seen and enjoyed by more detainees when the stage is elevated. Otherwise, you create a "down in front" situation that could create hostility in your crowd. A flatbed truck trailer makes for a good portable stage and may be provided by the Local Team if approved by the facility. o Location: It is difficult to have a good program if you are located too close to active basketball courts, ball fields, or weight piles that you cannot control. Look for a centrally located spot in the yard easily accessible from the dorms. Try to get recreation yard activities and distractions shut down or minimized during programs. o Lighting: The more light the better. Position program area so Platform Guests are looking into the sun, not the detainees. o Electrical Power: Quite often a program area is determined by the proximity of an electrical outlet for the sound system. The distance from the program site to an outlet will be noted on the Initial Checkout Form. Be sensitive to this, and if you suggest moving a program area, realize it is often difficult to find extension cords and it presents a 11 security risk to run cords too far from an electrical box. Some electrical outlets may be in a locked room or facility. Make sure we have access to someone with a key. Occasionally, events will use generators provided by the ministry. These are noted on the Initial Checkout Form and Warden Letter. In the case of some bands, 220v is required for equipment use. This should be indicated on the equipment needs for the Platform Guest. o Seating: If possible, try to create situations where detainees have an opportunity to sit down. If chairs or bleachers are not available, is there grass to sit on? A location where they can all be in front of the staging area is ideal. It helps to create a large crowd and makes it easier for the Platform Guest to deliver his or her program. Try to get several chairs on the stage for platform guests, and for several entertainers who need them for their program. Confirm that Teammates can sit among the detainees. o Keep Programs Out of the Chapel: Use the chapel for programs only as a last resort. Many detainees will not go near a chapel but will attend programs in the yard or gymnasium. Our goal is to reach the lost detainees. o Special Vehicles (Motorcycles, Cars, etc. if applicable): Placing bikes and a car on either side of the stage will help draw detainees to the front of the platform for the program. For motorcycles, display them wheel to wheel where the most chrome is visible by the audience. Keep this in mind when placing flatbeds or stages in yard areas, etc. Also, motorcycles and cars usually enter through the back or Sally Port gate. Check this drive area and see that no curbs, bumps, or potholes are greater than 4" for clearance. o Strength Athletes: Be sure you know what they plan to do during their performance and what items they will need to bring into the unit. For example, they might be bringing steel bars, baseball bats, metal frying pans, phone books, etc. Be sure that these items are on the equipment list that has been submitted to the unit and be sure they understand that these items will be brought in but kept under the strict control of the Platform Guest. Also, for weightlifters who will give a demonstration, determine in advance what type of setup they need (e.g., bench press bench, squat rack) and how much weight they will need if the unit is to provide. o Basketball Court/Flat Surface: Keep in mind you may have Platform Guests who need a basketball goal or a smooth surface. Look for areas and situations that will allow you to work this right into your schedule without a lot of extra adjustments. Moving the program area is not recommended. If the facility is providing the sound system, ask to see it. This is not always possible at the checkout meeting, but it is very helpful if you can. If you do not feel it is adequate, report back to the Regional Director and try to secure one of the portable systems that may be available. We know we have the most important message in the world. If the detainees cannot hear it, we help no one! A good sound system is critical to our events. If time permits, visit the housing/living areas, lockdown, death rows, medical, cafeteria, and any other special areas. You will have a good idea of the layout of the facility and the amount of area you will need to try to cover. Make sure you know where the Break Room and restrooms for Teammates are located. As you are touring, greet as many officials as possible. The more officers who know you, the easier it is to move to and from during the event. 12 At the conclusion of your tour, report back to the Warden or Security Captain if there are problems that need immediate attention or may be cause for concern during the event. If possible, try to resolve them before leaving. Thank the officials again for their time and assistance and remind them again of your arrival time in the morning. P. MEETING WITH CHAPLAIN (TIME PERMITTING): Let the Chaplain know you will be providing a copy of the Commitment Sheets at the conclusion of the event. Try to find out who to leave these sheets with if the Chaplain is not available, so they can pick them up later. Make sure you let the Chaplain know how valuable they are to the entire event, including the follow-up process. We are there to work with the Chaplain. Provide ample doses of appreciation and encouragement. Be sensitive to the fact that the Chaplain may or may not be interested in your visit but you respect their position and try to include them in the activities of the event. They have a very difficult job and you have no idea what is going on at that point in their lives. Inquire what is the procedure for detainees to get a Bible. Q. REPORTING BACK TO REGIONAL DIRECTOR After returning from the final checkout meeting, unless instructed otherwise, immediately report back to the Regional Director to confirm the plan or report any changes. TEAMMATE BREAKOUT MEETING Your notebook materials will contain a Teammate Breakout Meeting Checklist (Appendix H). The following information will supplement that form. If you have an Assistant Site Coordinator, determine before the meeting the job roles you will each assume. Make sure one person is the spokesperson at the meeting. The other can monitor the checklist to make sure everything is covered. Be certain you cover all of the material on the checklist. Veteran Teammates may have experienced a long absence and need to be reminded of information, and of course, Rookies need as much information as possible to put them at ease and help them to feel comfortable. Each facility and each event are different, so every bit of information you are giving them is important. You must have their undivided attention. Be confident, efficient, and to the point. The Teammates will not gain confidence in you as their leader if you are stumbling through your checklist and dragging out a meeting or losing control. At the conclusion of the Equip & Ignite time, you will be assigned to a meeting room or area to assemble with the Teammates assigned to your facility. The amount of time you will have available to prepare your team will vary from event to event, so flexibility and organization are critical. Be sensitive to the time and keep the meeting as short as possible while still covering all the information. Here are some tips to help you stay on schedule, build a sense of family, and provide all the information your Teammates will need: Keep the group close together and near you. You will probably not have a microphone and it is critical that they be able to hear you. 13 Ask your Teammates to verify that the facility assignment on their name badge matches the facility you are coordinating. If they are in the wrong place, please assist them in getting to the right place. Express appreciation that they have come, welcome them to your team, and open in prayer. Introduce yourself and give your contact information to your Teammates. Remind the Teammates to come to you, not the officials, if they are experiencing a problem in the facility. Cover details that are specific to the facility. You should not have to go over general details that were covered in the Equip & Ignite session with the exceptions of reminding them to lead with the tract, watch the Platform Guests, etc. Assign Prayer Partners (Rookies with Veterans). Encourage them to spend time praying for the event with their prayer partner throughout the event except when inmates are present. Veterans should ask the Rookie if they have any concerns or are experiencing any difficulties. The Coordinators and Veteran Teammates should try and answer any questions the Rookies may have, role play the tract when time permits, listen to their testimonies, etc. Let the Rookies know that they cannot possibly learn everything in just one event. We want them to have a great experience so they will come back! Encourage the Veterans and Rookies to exchange contact information. Help the Teammates finish filling out the Event Registration Card (Appendix I) completely, sign it, and turn it in. They need to tear off the white top sheet, which is for their records, and turn in the back card copy. Make sure the number of copies collected matches the number on your team, including you and any Assistant Site Coordinator(s). If your team has both male and female Teammates and you are going into a single gender facility, make sure the members of the opposite gender are paired up with a member of the gender represented by inmate population. For example, if you are going into a male facility, any women on the team selected one of three options on the registration form: o I am paired up with my spouse o I am paired up with a male family member o I am single and paired up with a single male Make sure they are paired up accordingly. Sometimes transportation is provided by the Local Team or the facilities and other times the Teammates are responsible for their own transportation. If Teammates have to provide the transportation, match people needing rides with those willing to provide a ride. Identify Teammates that need transportation and have them stand up. Match Teammates who have room in their vehicle and are available to drive with those needing rides. Make sure drivers and riders exchange contact information. Instruct the drivers to confirm that all riders in their vehicles have their photo ID, BGBTW badge, and a pen before leaving for the facility the next morning. Cover the departure time and location for those leaving from the hotel and arrival times at the facility for those who will be meeting there. Emphasize the necessity of promptness. You cannot remind your Teammates enough to be punctual. Give out the physical address of the facility for those who will be driving and provide maps and directions if needed. Communicate which GPS app(s) correctly or incorrectly map the route to the unit. 14 Provide a schedule for the day including program time, count times, lunch, and end times. Encourage the Teammates to talk up the programs to the detainees. Give your Teammates instructions regarding count times. If the facility has requested you to assemble in the Break Room for count, remind the Teammates it is extremely important they be there at that time. If your numbers do not check out at that time, officers assume the worst and get nervous about the whereabouts of those who missing. Discuss mealtimes and procedures. If there is a cost for lunch, the ministry will have already sent a check to the facility for the maximum number of Teammates and Coordinators. If the facility is not supplying lunch, make sure you get the number of sack lunches your team needs to the Hospitality Coach so they can be prepared and ready for you to pick up on time. Let your Teammates know where the Break Room will be and discourage them from bringing any wallets/purses or money for soft drinks or snacks unless instructed to do so. Most facilities provide refreshments for us. If the facility is not providing refreshments, and there is vending or refreshments for purchase, inform the Teammates how much money is allowed in the facility. Remind and inform the Teammates of any clothing restrictions and remind them how unforgiving the facilities tend to be about this. Discourage them from wearing clothing with religious sayings or images. It is also advisable not to wear athletic jerseys or team gear. Pay careful attention to the clothing restrictions from the facility. It may seem silly to remind them, but NO SHORTS! Determine if there are any special health needs with your Teammates. If medication must be brought into the facility, bring only enough for the day in the prescription container, and let the officers know before entering the facility what you are taking. If the facility has a different policy, share it with the Teammates. Discuss prohibited items such as mobile phones, smart watches, pocketknives, tobacco products, electronic devices, purses, wallets, excess money, etc. Remind Teammates to bring their photo ID, BGBTW name badge, a non-click pen, small Bible (optional), etc. Carry a few extra name badges and pens in case Teammates forget theirs. If you are unable to transport the sound equipment, ask for a volunteer who will be responsible for getting the equipment to and from the facility. Be sure and get their contact information. Assign a Bike Captain if needed. Do not forget to get their contact information. If you do not have a sound person from the Local Team or an Assistant Site Coordinator, determine if one of your Teammates can assist you with setting up and running the sound for the programs. Have them go through setting up and running as well as testing the equipment if you have it on hand. Stress the importance of being a good listener. Teammates will have time to visit with detainees about spiritual matters, especially if they show an interest in them initially by listening and letting them talk. It is important to cover key points of the Do's and Don'ts again. Do not drag this out but stress the importance of obedience to these rules. Be sure and emphasize those rules that are historically violated or are pertinent to the facility. Request that they re-read the Do’s and Don’ts again before going into the facility. o Do not become financially involved with inmates o Only hand out approved Bill Glass BTW materials o Do not accept anything from an inmate Remind them to respect and obey the facility staff. They are there for our safety! 15 Remind them to be quiet when processing in and out. Remind them to begin with the tract (attack with the tract) when the Platform Guest presentation is over. After the Gospel is shared and the opportunity has been given to the detainee(s) to make the life-changing decision, then they may have additional conversation. Remind them that if the inmates they are meeting with are already Believers (they have been taken through the tract and it is clear they have committed their lives to Christ), have them train those inmates on how to share the tract, give them a few tracts to use to do so, and record their name and number on the Commitment Sheet. Ask if anyone has any questions about the materials they will use. If needed, remind them on how to complete the Commitment sheet. Extra materials will be in box(es) in the Break Room or designated area. Let your team know to come to you or your Assistant Site Coordinator to stock up their packets prior to each scheduled program and for extra materials during the day. Teammates should not be allowed to help themselves. Some Coordinators put some extra materials in their facility approved bag, in order for them to be more accessible at the program site. Recap your departure times, clothing restrictions, bringing photo I.D., name badge, etc. Ask for any questions at this time. If it involves the whole group, answer it immediately. If it is an individual situation, ask the Teammate to visit with you after the meeting. Stay around to answer any questions and clean up the breakout meeting area. Remember to close in prayer! Before departing: o Collect any name badges that were not claimed for the facility in which you are coordinating. There may be some Teammates who missed the Breakout Meeting but will show up at the facility. Give name badge to Teammate after they fill out a reg card and have gone through a brief tract training. o Setup and test your sound system REMINDER: If a Teammates asks about corresponding with an inmate, tell them we do not recommend it as they risk being banned from going into any facility in the system. MORNING DEPARTURE TO FACILITY If transportation is provided for the team from the host hotel or other meeting place, conduct a roll call verifying everyone is present. Visually check that Teammates meet the clothing guidelines. Have Teammates show their photo ID. Make sure Teammates have their BGBTW badge and a pen. Remind Teammates to empty their pockets of all prohibited items; including but not limited to wallets, purses, nail clippers, tobacco products, pocketknives, and electronic devices such as cell phones, cameras, MP3 players, etc. Remind them of the facility’s policy regarding money. These items need to be left at the hotel or in a secured vehicle. On a Special Ops Charter Bus Trip, make sure valuables can be secured on the bus. It is a good idea to have a lock box or a tote with a combination or key lock. 16 Be sure you have all your supplies such as your Site Coordinator notebook/bag, box(es) of extra materials, sound system, speaker poles, extension cords, MP3 player, etc. If it is a Special Ops Bus Trip, make sure all food, beverages, and paper products are loaded. A detailed check list is essential. AT THE FACILITY ARRIVING AT THE FACILITY There will be occasions where Teammates (Rookie & Veteran) will let you know that they cannot be at the Equip & Ignite (i.e., work, travel) so we want to be flexible enough to be able to help fulfill our mission. When they arrive at the unit, they will come to you to get their name badge which you will have received following the E&I. You will need to pull aside the ones who did not go to the E&I and either you or one of the other Site Coordinators or assistants will take them through an abbreviated tract training and cover the do's and don’ts of that particular unit prior to the start of the first program. Remind your team once again to empty out their pockets and remove smart watches. Have your Teammates line up in alphabetical order by last name at the entrance with photo ID in hand. If there is an All Prison List, have those on the list form a separate line. Be on hand or delegate someone to assist facility officials with the check-in process. Keep the noise level to a whisper. Please stop talking if staff are addressing the group. Bikers will need to empty their saddlebags, storing gear, tools, etc. It is recommended to use a Teammate’s vehicle for storage. Please make sure that this designated Teammate remains at the facility until all items are claimed. Once Teammates and Bikers are processed in, have the facility staff escort the team to the designated Break Room for a brief meeting. Remind them of the location of the extra materials. Have them come to you to get extra materials. Do not allow them to rifle through the boxes. This will prevent some Teammates grabbing too many pieces and not leaving enough for others. Double- check with the facility staff that the room will be secured. Provide directions to the restrooms. If available, introduce any key officials, and allow them to address your team. Review the schedule for the day and emphasize the importance of being at the program area at the end of the day in order to exit the facility together (Bikers will depart from where they entered). If you are approved to go into non-program sites (secure housing, death row, etc.) and do not have a Site Coordinator available to supervise, select a Teammate you know to be capable of performing the function and make sure they know the schedule. Field any last-minute questions and pray. WHAT TO DO DURING DOWNTIME After processing in and at lunch, it is not uncommon for there to be a significant amount of downtime. When that occurs: Before the first program: o Remind the Teammates about talking during the programs and attacking with the tract o Encourage the Rookies to practice sharing the tract o Pray! 17 During lunch: o Pick 3 to 4 people who have testimonies of what happened that morning o Have your Teammates refill their packet materials o Talk about First Team and the important part Bill Glass Behind the Walls plays in assisting the local church and how First Team funds help us assist more o Talk about Local Teams and their role in making events happen PROGRAM AREA SET UP & LAYOUT As discussed in the Tour section of the final checkout, the program sites should already be confirmed and detailed by the Regional Director on page 4 of the Initial Checkout Form. Never hold your programs in the Chapel unless that is absolutely the only alternative. When a venue is available, always hold programs outdoors, on the rec yard or other area that allows for a large crowd. When setting up outdoors, remember you need electrical power, so discuss that with facility officials and plan to have the appropriate extension cords run to where you need them. Also, always set up the program so that the detainees do not face into the sun, unless there is absolutely no other alternative. Have the motorcycles, NASCAR or any other vehicles or “props” parked up front near the stage. This draws attention to the program and does not distract the audience (they will be looking at these items for sure). When parking the bikes, the best arrangement is to flank the stage with them, angled about 45º toward the center. If you are in a large program venue with a large sound system that has two speakers, try, and set the speakers as wide apart as possible. If you have to set them close together, flank them out slightly. When setting up indoors (such as in a gym or large multi-purpose room), remember to arrange the program area, if you have a choice, to give the detainees maximum visibility. If an indoor program site has bad acoustics, you may have special considerations so that the sound (especially if there is music) comes through clearer. One trick is to set the speakers on the floor (rather than on stands), put them on a blanket and perhaps put another rolled-up blanket in front of them. You may have to experiment with this. THE PROGRAM Remember, you are there first and foremost to make sure everything is running smoothly at your facility and your team's needs are being met. Your job is to provide the best possible situation for the Platform Guests to perform/speak and the Teammates to share the tract. Introducing the Program: What the Event MC (often the Site Coordinator) says from the platform throughout the program is important. It can affect the mood of the inmates and sets the tone for the following Platform Guest presentations. It is important to know the biographies (or “Bios”) of your Platform Guests (Appendix J) so you can introduce them. You must follow the Platform Guest Introduction Do’s and Don’ts (Appendix K). Whenever possible, have the opener introduce the closer when it is time for that transition. This saves time and the program looks smoother. 18 The Lead Site Coordinator should circulate throughout the facility to make sure Teammates are busy ministering, attacking with the tract, have enough materials, and are covering all areas, including Death Row, Segregation, Medical, etc. Before each program, check with the officer-in-charge of the program area and confirm the end time so you can determine the proper length for the program so that Teammates are given a minimum of 30 minutes to share. Communicate with each Platform Guest the amount of time they have for their portion of the program. If necessary, discreetly use the “5” (Minute) card as well as the “Huddle Up” cards provided. You should find a location where the Platform Guests can clearly see you and the card. A Platform Guest TEAM (Opener, Closer, or individual) should never go longer than 45 minutes for a two-hour program. 5-10 minutes before the allotted time comes to a close, circulate through the crowd letting the Teammates know to wind the conversation down. You can use the “5” (Minute) card for this. If you are on a large yard, make an announcement from the stage. Do everything you can to protect the Teammates sharing time! For each program, get the best count of inmates as you can for the facility envelope at the end of the event. Many times the lead officer on the yard will know the exact number. Throughout the event, be alert for officers and staff members who you would like to receive a thank you letter from the BGBTW office. There is a spot on the gold Facility Envelope to list this information. Be especially sensitive to the Rookie Teammates and encourage them throughout the event. Always be assisting, equipping, and igniting! If you have any issues that could affect the program schedule or Platform Guest transportation, please inform the Transportation Coach and Regional Director as soon as possible. Remember if you have a rechargeable sound system, make sure it gets recharged overnight. Determine if the MP3 needs to be recharged as well. WHAT TO DO WHEN THINGS DON'T GO AS PLANNED Despite best-made plans, things may not go as desired. We are dealing with many facilities that are always subject to change. We are dealing with “human events” and human nature. And perhaps most importantly, we are dealing with spiritual warfare. Consequently, things often do not go as planned. If you are prepared (and flexible). you can minimize the disruption or transition smoothly to a “Plan B.” Blessed are the flexible! First, remain calm and PRAY...remember “And we know that all things work together for good to them that love God, to them who are the called according to his purpose.“ Romans 8:28! Then address the situation. Here are a number of things issues that may pop up, but this is by no means an exhaustive list: Inclement weather (prohibits outdoor program) You get “slow walked” upon entering facility Platform Guest is late (with or without advance notice) Platform Guest does not show at all Prison official (“yard boss”) calls for yard to be cleared without notice Sound system malfunctions Inmates are turned out very late for the program Platform Guest will not stop talking (even after being given “signs”) Platform Guest does not “throw the net” (turn the conversation over to Teammates) 19 IF A PLATFORM GUEST IS (OR WILL BE) VERY LATE OR DOESN’T SHOW AT ALL This is discussed separately because of the obviously disruptive nature. If your Platform Guest is not there by a few minutes before program time, ask a unit official to find out if the Platform Guest has arrived at the facility. If they have not, inquire with the Transportation Coach. If you will not have a Platform Guest for a scheduled program, consider these “Plan B“ alternatives: Contact the Regional Director immediately for direction. You should never allow a detainee to give his/her testimony, “preach,” or even have the microphone. You never know their true story and how they are perceived by other detainees. This is very important! BEFORE LEAVING THE FACILITY AT THE END OF THE EVENT Collect the white and yellow copies of the multiple-part Commitment Sheet (Appendix L) from the Teammates The sheets should include Event and Facility name, the date, Teammate’s name recorded at top of form, and all columns totaled at the bottom of form. Make sure Teammates understand this form should only include those detainees that made life-changing decisions (record only one decision for each detainee) or were trained to share the tract. Teammates are to keep the pink copy of the decision sheet (remind them to pray for those on their list). When filling out the Facility Envelope, please note several new blanks regarding training inmates to share the Gospel. On some events, prior to the programs, we are given the opportunity to train inmates who already have relationships with Jesus to serve as Teammates. The first blanks are to record those inmates. In the last blank, combine the number from above with the number of inmates trained on the yard from the Commitment Sheets. Collect extra materials. Let the Teammates know they are welcome to keep extra tracts they may have. It helps if there is an Assistant Site Coordinator or Teammate(s) who can help sort the extra materials and pack neatly in the boxes to be returned to the home or regional office. Express your appreciation for your Teammates’ time and efforts. Remind them how important they are to the Bill Glass BGBTW ministry. Encourage them to join First Team using the First Team reply slip (Appendix M) included in the Teammate Packet. Remind the Teammates to check their email for an online survey. Let them know the survey results are reviewed and discussed early in the week by Regional Directors. We are always trying to improve our ministry. Conclude your time with them with a word of prayer. Try to shake each Teammate’s hand as they leave the facility and personally thank them. See if you can get some short videos from some Teammates about their experience. Encourage all of them to share the ministry results posts and create posts of their won, tagging the ministry. Double check to make sure that any BGBTW sound systems have been taken apart and packed for return to the designated meeting place or Regional Director. Make sure that all extension cords have been packed up. Remember to return the MP3 player separately from the sound system to the Regional Director. Give the white copies of the Commitment Sheets (Appendix L) to the Chaplain or distribute them however the Chaplain instructed in the Final Checkout Meeting. 20 Please complete all the information on the front of the gold Facility Envelope (Appendix N). Please print legibly. Don’t forget to include yourself in number of Teammates. Before turning in the envelope, be sure that all totals have been completed and filled in on the envelope. AS SOON AS YOU ARE IN YOUR VEHICLE, TAKE A PICTURE OF THE FRONT OF THE FACILITY ENVELOPE AND TEXT IT TO YOUR REGIONAL DIRECTOR’S MOBILE PHONE NUMBER. This is important, so we can get the results posted on social media, emailed, and sent out via phone blast to everyone in our database. Many of our Teammates love to share this. Keep in mind that there is a three-hour difference between the West Coast and East Coast, and we would like this information to be received by text and phone blast by 8:00 PM EDT. UPON RETURNING TO THE HOTEL/MEETING THE REGIONAL DIRECTOR Report to the designated meeting place the Regional Director has designated for you to return your extra materials, sound system, MP3 player, and gold Facility Envelope (Appendix N). The Facility Envelope (Appendix N) must be turned in before leaving the event. Do NOT take this envelope with you. It must be given to the Regional Director or someone else who can get it to the Bill Glass BGBTW office. Do not forget to identify any facility staff members who were especially helpful during the event so that a thank you letter can be sent from the BGBTW Office. Be sure you place Commitment Sheets (Appendix L), and goldenrod copies of the Event Registration Cards (Appendix I), inside the Facility Envelope. Have a safe trip home and thank you for your ministry to the Teammates! FOLLOWING THE EVENT Thank you letters will be sent to those noted on the facility envelope from the National Support Center on your behalf. If you want to send a thank you email to the Teammates that served in your facility, please work with the Regional Director for the event and follow the guidelines in Appendix O. Start a file of your notebook inserts for each event as you may work that facility again, or you may need to refer to it in remembering a certain officer, Teammate, etc. Be sure the Regional Director knows the upcoming events you will be attending and if you are available to coordinate. If the Director wants to use you on upcoming events, he will instruct you to register as a Siter Coordinator. If you know of an experienced BGBTW Teammate who you think will make a good BGBTW Site Coordinator, please contact your Regional Director. Thank you! 21 22 GLOSSARY OF TERMS Following are terms that are frequently used in conjunction with BGBTW events and our type of ministry inside correctional facilities. As a Site Coordinator, you should familiarize yourself with them all. This will enable you to understand our “ministry-speak,” some “prison-speak,” and enable you to better communicate with facility oﬃcials. Ad Seg. Administrative Segregation: a section or possibly even separate building inside a correctional facility where detainees are separated from the general population, supervised more closely and restricted in their movement about the facility. Oﬀenders are typically put there for disciplinary reasons, so they are generally considered more “hard core.” There are often diﬀerent types or levels of Ad Seg. Inside the facilities, this is sometimes generically referred to as “lockdown.” Also see “Close Custody” and “Protective Custody.” Also referred to as Secured Housing or SHU. Biker. A motorcyclist Teammate who usually brings his “bike” to a BGBTW event and is normally allowed to bring it inside the correctional facility. A number of Christian biker associations (e.g., CMA) partner with us on events and provide a very eﬀective tool for drawing people out to our programs. BGBTW. Bill Glass Behind the Walls; the name we usually call our ministry. Blitz. Much like the Special Ops, the Blitz is scheduled over one morning and afternoon (typically on a Saturday), and have been completed in as little as 9 hours. There are a few different options for the Blitz schedule, depending on the program times available by the facility. One option is serving breakfast followed by the training, and then programs at the facility. A second option is morning Worship and training preceding lunch and then programs at the facility. The food, worship and training take place at a host church. However, a facility is ideal if there is room to accommodate everyone. Teammates are responsible for their own transportation to the church and/or the facility. Block. A housing facility delineation indicating group of dorms, pods, or cells within a correctional institution. Breakout Meeting. The BRIEF meeting the Site Coordinator holds with assigned Teammates following the Equip & ignite. At this meeting he or she takes roll, hands out Teammate Packets and other materials, and instructs the “troops” on the particulars of their facility. Sometimes referred to as the “Team Meeting.” There is a speciﬁc Site Coordinator Breakout Checklist for this. Note: This meeting has recently been requested to only last for 15-20 minutes, since Coordinators are instructed to have more pre-event communication with the Teammates, and the Teammate Packet contents are covered at the Equip & Ignite. Break Room. The building, room, or meeting area inside the facility which they have designated for our Teammate meetings and breaks. Cell. A housing facility type usually found in Ad Seg or other high-security situations where oﬀenders are locked inside a small room (usually 1 or 2-person quarters). Cells are self- contained in that they have a bunk, sink and toilet. Typically, oﬀenders housed in cells have signiﬁcant restrictions on the time spent outside their cells. 23 Checkout Meeting. A visit to a correctional facility to meet with facility oﬃcials to review and conﬁrm the details of a BGBTW event in a structured manner. There are two types of checkouts: the “Director” or Initial Checkout Meeting, which normally occurs several months before the event, and the Site Coordinator Final Checkout Meeting, which normally occurs the day before the event. There is a speciﬁc Site Coordinator Checkout Checklist for this. Close Custody. A type of segregation where oﬀenders are separated from the general population, supervised more closely and restricted in their movement about the facility because of their being considered a higher security risk or have a record of institutional misbehavior. CO. See “Correctional Oﬃcer.” Commitment Sheet. The 3-part form (white-yellow-pink) used to record ﬁrst-time commitments, re- commitments, and Gospel trained inmates at the BGBTW events. For convenience, this form is also duplicated on the outside of the Teammate Packet. Disposition of the copies: white – to facility Chaplain; yellow – ministry copy, to be placed in Facility Envelope; pink – Teammate copy might be thought of as their “prayer list” after the event. Control Picket. A security checkpoint within a correctional institution that you have to pass by or through (and often have you ID checked) in order to enter a secure area. There is often a control picket at the front gate and typically one or more inside the facility. Control pickets are manned and usually have screens for real-time security video camera viewing. CoreCivic. Formerly CCA. See “Private Management Firm.” Correctional Facility. This generic term can refer to an adult prison, jail, trustee camp, treatment center, or other facility as well as a juvenile detention center, boot camp, halfway house, etc. Sometimes we also simply refer to these as “facilities.” Correctional Oﬃcer. The accepted term for referring to or addressing any oﬃcer of any rank (besides warden or chaplain) at adult correctional facilities. This may be shortened to just “oﬃcer.” Inside the facilities they are frequently referred to as “CO’s” or “bosses.” Note that the term “guard” is now considered outdated, and even demeaning. Sometimes the titles are diﬀerent at juvenile facilities. Count. The procedure at a correctional facility in which the entire population is physically counted, then veriﬁed against facility population records. Counts are mandated by the governmental entity with jurisdiction over that facility (federal, state, county, etc.). This normally takes place multiple times each day. Crossroad Prison Ministry Cards. The yellow cards customized for BGBTW (English and Spanish version)). Oﬀenders can mail postage free to register for a Bible Study Mentoring Program. Day Room. A large open area within a dorm or pod where oﬀenders are allowed to congregate, watch TV, etc. (under supervision, of course). Typically, day rooms contain tables and in some facilities, the detainees are fed here rather than going to a separate dining room. And, in some institutions we must hold our programs in the day rooms. 24 Day of Champions. A one-day event that usually takes place on a Saturday. There is a Tailgate/Equip & Ignite the Friday night before. This is currently the most common of the four BGBTW events. Also referred to as a “DOC.” Detainee. This term can also be used generically to refer to an “inmate” or person incarcerated in any type of facility, adult, or juvenile. Dedicate. A term that Bill Glass himself coined to describe an extremely committed, dedicated participant in our ministry. To quote Bill: “A volunteer chooses their own place of service; a ‘dedicate’ serves where they are called.” DOC. See “Day of Champions.” Dorm. A housing facility delineation which may refer to a building or section within a building where there is an open bunk arrangement for sleeping, as opposed to closed cells. Sometimes the term is used generically to just refer to a housing area. Do’s and Don’ts. A speciﬁc list of items or “rules,” relevant to our type of evangelism and proper conduct inside of correctional facilities. There are separate lists for Teammates and for Bikers (printed back to back). Duty Oﬃcer. The top oﬃcer at a correctional facility, on duty during a CFL event, has ﬁnal authority and decision power; normally this is a Warden or facility Superintendent, or subordinate oﬃcer designated by them. EA. See “Event Administrator” Equip & Ignite (E&I). A mandatory meeting for all participants at any event. The E&I may include Prayer, Worship Music, “Do’s and Don’ts,” explanation of Teammate Packet contents, and most importantly, the training on the BGBTW Tract. On WOC’s, the E&I occurs on Thursday evening before the event around 6:30pm. On DOC’s, it takes place on Friday evening around 6:30pm. The Equip & Ignite varies somewhat for a Special Ops or Blitz event as the training and worship is held the morning of the day we enter the facility (typically Saturday). Event Administrator. The BGBTW administrative assistant in the prison ministry department (might also be referred to as the “EA”) who is directly responsible for the myriad of details required for a particular BGBTW event. This includes registering and assignment of Teammates, responding to Teammate questions, hotel roommate matching (where applicable), assisting with program scheduling and assignment of PG’s, organizing and packing materials for use by Coordinators and Teammates at the event … plus a million other items. Previously called “Project Administrator” (or simply “PA”). 25 Event Checkout Form. A form currently entitled “WOC/DOC Detailed Schedule of Activities” that is completed at the Director or Final Checkout Meeting at the assigned facility. Coordinators should always obtain copies of this before their pre-event checkout as it contains vital information about the facility plus our program schedule. First Team. A monthly Reoccurring Gift program that helps sustain our ministry by providing an ongoing revenue stream that helps fund overhead costs. First Team members are exempt from event registration fees, plus enjoy a number of other “perks.” Friday Night Banquet. A special meal and program, normally a part of every Weekend of Champions (WOC) event. It takes place on Friday evening at a “host” church or other venue. At the Friday Night Banquet, testimonies are given, awards are presented, the Local Team is recognized, and sometimes Platform Guests give demonstrations. This is put on at the expense of the Local Team or donated by the “host” church, all Teammates are encouraged and expected to attend. Front Gate. Loosely refers to the front or main entrance to a correctional facility. Entry may be through a simple gate, control picket, door to a building, or other. Typically, our Teammates enter a facility through the front gate. Headquarters Hotel. The primary hotel where Teammates, Platform Guests and Staﬀ stay overnight for a BGBTW event. In the past, it has been the site for some or all of the meetings. Inmate. See “Oﬀender.” Key Personnel. The document which lists the BGBTW event management team, Coordinators, Platform Guests, as well as the individual facilities visited and their key oﬃcials. Local Team. A team of “dedicates” in a particular geographical area where a BGBTW event is held, who volunteer their time to help with the many behind-the-scenes logistics of planning, funding and successfully conducting the event. And, because of these volunteer eﬀorts, the ministry is able to do this with a small Staﬀ and relatively meager budget. Lockdown. See “Ad Seg.” Sometimes used to loosely refer to any highly secured area inside a correctional facility where oﬀenders are segregated, restricted, conﬁned to cells, or the like. In addition, can refer to the state of an entire correctional facility where all oﬀenders are placed on severe restrictions, perhaps even conﬁned to quarters, for disciplinary or security reasons (e.g., after a riot, major security breach, or the like). Master Schedule. The BGBTW event program schedule for all facilities included in the event. This is prepared in advance of the event but is frequently revised at the event because of unforeseen circumstances. Each Site Coordinator and the facility Staﬀ are given a copy of this. A Site Coordinator should always check this for changes during the event. Management Training Corp. (MTC). See “Private Management Firm.” NCIC Form. The uniform National Crime Information Center form that all Federal prison facilities require volunteers to complete before entry into a facility. Used to run background checks. These typically have to be turned into the facility 2-3 weeks in advance of the event date. 26 ODR. Oﬃcers Dining Room: the facility, located separately from oﬀender dining, where the prison oﬃcers are served meals. A common term used in Texas but not necessarily in other states. Oﬀender. The term most commonly used to describe those who are incarcerated in an adult facility. Synonymous with “inmate.” Can sometimes also refer to Juveniles, depending on the facility. Online Survey. Through JotForm, those Teammates serving on a BGBTW event can evaluate various facets of the event. Survey results are read and discussed by Regional Directors, other staff, and sometimes Site Coordinators shortly after an event at a debrief meeting. Platform Guest. A guest speaker or performer at a BGBTW event; their purpose is to draw attendees to our programs. They have been referred to as the “chum in the waters that attract the ﬁsh to the boat.” They help break the ice for the Teammates to easily transition to the “What Do You Think?’ BGBTW Tract. PG. See “Platform Guest.” PO. Parole Oﬃcer: a prison oﬃcial, usually based outside the correctional facility, who oversees oﬀenders who have been released on parole. Pod. A housing facility delineation that usually refers to section within a building where there is a day room and either open bunk sleeping arrangement, or cells surrounding the day room. Can mean the same thing as “dorm.” In some jails and high-rise facilities, we are required to conduct our programs in the pods because there is no rec yard or other program area available; in this case, it is said that we minister “pod-to-pod.” Prayer Partners. A pair of Teammates matched together (normally a Veteran and Rookie) at an event for the purpose of a “mentoring” as well as combined prayer. Private Management Firm. A commercial, non-government company who is under contract to manage a correctional facility. There are several of these, but the largest and best known are CoreCivic, GEO, MTC and LaSalle. Protective Custody. A type of segregation where oﬀenders are separated from the general population in order to be protected from other oﬀenders, perhaps because of the nature of their crimes, gang activities, threats on their life, or other reasons. Rec Yard. Recreational Yard: an outdoor area in a correctional facility used for oﬀender recreation. Often contains sports courts, ball ﬁelds, exercise equipment, jogging track, etc. Some facilities have multiple rec yards. It is always preferred that we conduct our programs on the rec yards; logistics and weather permitting. Resident. The term most commonly used to describe those who are incarcerated in a juvenile facility (typically ages 9-17). Most juvenile oﬃcials do not like for us to use the term “inmate.” However, sometimes the term “detainee” is used in lieu of “resident.” Each juvenile facility should be asked what terminology they prefer. Rookie. A ﬁrst-time attendee as a BGBTW Teammate. 27 Sally Port. The special entry gate at a correctional facility, usually located in the rear, where service vehicles may pass through a security inspection and enter the facility. This is typically where BGBTW motorcycles, the NASCAR (or other show cars), stunt bikes, bands, and Platform Guests with special vehicles or equipment enter the facility. Security List. A list of Teammates, Coordinators, Platform Guests, ministry staﬀ, drivers, and others who will be attending a BGBTW event and entering the correctional facilities. There are normally two separate lists: “facility” – for all Teammates assigned to a particular facility and “All Prison” – for Coordinators, Platform Guests, staﬀ, drivers, etc. who might go to multiple facilities. These contain detailed security identiﬁcation information about each person and are sent to the facility in advance of the event for their security checks. The lists are to be shredded by the facility immediately after the event. Site Coordinator Meeting. The Thursday (WOC) or Friday (DOC) morning meeting with all Coordinators. This is normally held around 10:00am at the hotel where the Event is being managed or another designated location. On some occasions, there may be a Site Coordinator Meeting associated with a multi-facility DOC the day before the event. Site Coordinator Packet. The package of materials (in a large envelope) given to each Site Coordinator which contains the forms, lists, maps, and other paperwork necessary for them to carry out their duties during the event. This envelope is normally pre-labeled with the facility name and Site Coordinator name. Special Ops. A type of an event that is advertised as a “12-Hour Mission Trip.” This type of event debuted in early 2018. All participants and supplies are loaded on a charter bus that departs early in the morning (typically Saturday). The facility visited is usually around 2 hours away from the departure location (hotel or church). Breakfast, Worship, and training all take place on the bus. The drop-down television screens are used for the “Do’s & Don’ts” video and BGBTW Tract presentation. Once at the facility, the programs and program times are very similar to a Day of Champions. Following the afternoon program, everybody returns to the bus for the trip back to the departure location. The return trip includes a time of fellowship, a “Victory” pizza party, testimonies from the day, and information about upcoming events. Spiritual Enrichment. (see Equip & Ignite) Study Guide. A special study/discipleship booklet based on Campus Crusade’s “Knowing God Personally” that is to be handed out to each person at an event who makes a commitment or recommitment to Christ. This is designed as an 8-lesson course and available in English and Spanish. Superintendent. The term normally used for the top-ranking oﬃcial in any juvenile correctional facility. Tailgate Party. A time of Food & Fellowship on the ﬁrst evening of a WOC (Thursday), or a DOC (Friday). It normally starts at 5:30 PM, prior to the Equip & Ignite (Training & Worship). Teammate. A BGBTW volunteer whose primary purpose is front-line evangelism and ministry to the detainees (adult or juvenile) at the correctional facilities. They are the lifeblood of the ministry. Team Meeting. See “Breakout Meeting.” 28 Teammate Packet. The envelope given to all Teammates for BGBTW events that contains our tracts, study guides and other materials that we use for ministry inside the correctional facilities. Contents of these packets are pre-approved by the correctional facilities at the checkouts. Throw the Net. A term often used to describe the invitation given by our Platform Guests at the end of their program; the purpose is for PG’s to open the door for Teammates to share the Gospel using our “What Do You Think?” tract. Note that on some occasions, the Site Coordinator will have to do this if the PG doesn’t. Veteran. A Teammate who has attended more than one BGBTW event and should have received “Rookie Training.” Warden. The term normally used for the top-ranking oﬃcial in any adult correctional facility. Weekend of Champions. A WOC is a three-day event which begins on Thursday evening with Equip & Ignite that includes Rookie Training (Equip) from 5:30PM to 6:00PM, dinner (Tailgate) from 6:00 to 6:30PM with food and drinks provided by the Local Team and the ministry and concludes with the Ignite session from 6:30PM to 8:00PM. The Equip & Ignite is followed by a brief breakout meeting, led by the assigned Site Coordinators, around 8:00PM. Teammates generally go into different facilities on Saturday, rather than returning to the same facility visited on Friday. Some exceptions: large facilities or reception centers with multiple security levels. In those cases, Teammates may visit the same unit on both days. Typically, there are special meetings throughout the day on Thursday, and a hotel location is designated as the headquarters hotel and may include a Hospitality/Control Room for Staff, Site Coordinators, Platform Guests, and Drivers. On Friday night, a host church will also provide a meal for the entire Team. This has been referred to as the Friday Night Banquet. Site Coordinators should encourage every Teammate to attend. Following the meal is a program which includes testimonies and presentations. It is also a time for Site Coordinators to remind Teammates of their hotel departures and arrival times at the Saturday facilities. “What Do You Think?” Tract. The BGBTW ministry’s standard Gospel presentation instrument. Though Teammates are certainly free to personalize their presentation, for uniformity and consistency purposes this is the only tract authorized to be used as the basis of that presentation. WOC. See “Weekend of Champions.” 29 30 APPENDICES A. Event Information Page B. Warden Letter C. Initial Checkout Form D. Teammate Email Template E. Master Schedule F. Site Coordinator Checkout Checklist G. Key Personnel H. Teammate Breakout Meeting Checklist I. Event Registration Card J. Platform Guest Bios K. Platform Guest Introduction Do’s and Don’ts L. Commitment Sheet M. First Team Reply Slip N. Facility Envelope O. Teammate “Thank You” Email 31 Appendix A Event Information Page 32 Appendix B Warden Letter 33 Appendix B Continued Warden Letter 34 Appendix C Initial Checkout Form 35 Appendix C Continued Initial Checkout Form 36 Appendix C Continued Initial Checkout Form 37 Appendix C Continued Initial Checkout Form 38 Appendix D Teammate Email Template 39 Appendix D Continued Teammate Email Template 40 Appendix E Master Schedule 41 Appendix F Site Coordinator Checkout Checklist 42 Appendix F Continued Site Coordinator Checkout Checklist 43 Appendix G Key Personnel 44 Appendix H Teammate Breakout Meeting Checklist 45 Appendix I Event Registration Card 46 Appendix J Platform Guest Bios 47 Appendix K Platform Guest Introduction Do’s and Don’ts 48 Appendix L Commitment Sheet 49 Appendix M First Team Reply Slip 50 Appendix N Facility Envelope 51 Appendix O Teammate “Thank You” Email If you would like to send a “Thank You” email to the Teammates that served with you on the event, please follow the guidelines below. 1. Communicate with the Regional Director for the event and let them know that you are planning on sending out the email. 2. Email format: a. Font – Use a single font, font size, and color for the entire email. b. Addresses: Put all addresses in the BCC field so that they cannot be seen by those receiving the email. Always include the Regional Director in the list. c. Content i. Be brief ii. Thank them for serving alongside you iii. Include the name of the event iv. Include the results from the event v. Encourage them to send in a story from the event (https://behindthewalls.com/story) vi. Express the hope of serving with them again vii. Include a short scripture if you would like d. In signing the email, use the following: You Name Volunteer Site Coordinator Bill Glass Behind the Walls 52

BGBTW Coordinator Training Manual September 2024 PDF

Document Details

Tags

Related

Summary

Full Transcript

Upgrade to continue