BOP Program Statement 5300.22 § 6

a. National Reentry Affairs Branch (NRB). Located in the Reentry Services Division, Central

Office, the NRB coordinates policy development and provides direction for volunteer services.

The NRB also serves as the Bureau’s liaison to agencies, organizations, and programs focusing

on volunteer services for the inmate population.

b. Regional Reentry Affairs Administrators (RAAs). The RAAs provide guidance in the

following areas to institution Reentry Affairs Coordinators (RACs):

■ Data collection.

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■ Networking.

■ Recruitment.

■ Technical assistance.

■ Training.

c. Reentry Affairs Coordinators (RACs). The RACs manage volunteer services at the

institution, including local recruitment, clearance and security compliance, training, file

management, and recognition of volunteers.

The RAC works with program managers and the Affirmative Employment Committee to recruit

volunteers who meet the needs of the inmate population. The RACs are supervised by a

designated Associate Warden and will be notified at the time of position acceptance and when

supervision changes occur.

d. Mentor Coordinators (MCs). MCs work with the RAC, mentor program managers,

chaplains, and other pertinent staff to develop resources to fulfill inmate mentoring services.

e. Program Managers. A program manager is defined as the department head or designee

responsible for the program or service being provided by volunteers. The program manager is

responsible for:

■ Maintaining a log to identify the names of the volunteer(s), date(s), and type(s) of service or

activity performed.

■ Overseeing the volunteer and the volunteer’s program, including any necessary scheduling,

tracking, and documentation.

■ Ensuring the volunteer’s needs are met and the volunteer complies with institution policies.

■ Coordinating with the RAC to ensure volunteers complete initial and refresher training as

needed.

■ Ensuring the volunteer candidates complete all required clearances and documentation per

the chart below.

The following table identifies the role of the Reentry Affairs Coordinator (RAC) and program

manager regarding volunteers and their documentation:

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Distribution of Duties Chart – RACs and Program Managers

Official Volunteer File Documentation/Duties RAC Program Manager

Volunteer Checklist (BP-A0578) X

Application for Volunteer Service (BP-A0580) or X

Level I Volunteer Application/Training Form (BP-A1070)

Volunteer Interview Summary (BP-A0585) X

Letters of Endorsement or Reference as appropriate X

Professional Credentials/License, if applicable X

Credentials of Religious Volunteer (BP-A0777), if X

applicable

Certification for Release of Information Completes form and submits to RAC.

(BP-A0673)

NCIC Check (BP-A0660) Completes form and submits to RAC.

NCIC (National Crime Information/NLETS and Wants Runs NCIC.

Check) Results

Fingerprint (FD-258)/CJIS Name Check Request (BP- X

A1069)/Results and Non U.S. Citizen Name Check

(BP-A1071)/Results

Volunteer Training Coordination X Attend training with departmental

volunteers.

Volunteer Training Agenda (BP-A1067) X

Volunteer Gratuitous Service Agreement and X

Training Certification (BP-A0483)

Volunteer Training Affirmation (BP-A1066) X

Acknowledgement of Receipt of Standards of X

Employee Conduct (BP-A0165)

Information Security Awareness Training X

Certification/Non-disclosure Agreement

Waiver of Escort and Supervision - Volunteers Completes form and submits to RAC.

(BP-A0484), if applicable

National automated volunteer system X

Moderate Background Investigation (MBI) X Responsible for all fees.

paperwork, if applicable

Tracking/maintaining documentation of volunteer X

hours and duties regarding programs

Processing of badges and accountability of badge X

paper

Notification of Approved Volunteers RAC notifies program Program manager notifies the volunteer

manager OVF complete and of approval to provide service.

badge is approved.

Release of Information Consent (BP-A0192), X

if applicable

Transitional/Mentor Volunteer Contact Form (BP- Program manager coordinates completion

A1068) of the form with the volunteer and

submits form to RAC for filing in OVF.

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Recognition of Volunteers Memos to CEO and program Program managers will attend the

managers, invitations to recognition event. If the PM is a

volunteers and guests, bargaining unit member, attendance will

coordination of special be highly encouraged.

recognition event.

Discontinuation of Volunteer Services Generate dismissal letter to

send to volunteer, copy of

dismissal letter sent to RAA,

remove volunteer from

national automated

volunteer system, remove

badges from control.

Letter of Endorsement. A Letter of Endorsement is required if a volunteer is representing a

volunteer organization. The letter is to be written on the organization’s letterhead. The

organization sponsor must not have been in an unfavorable standing with any Bureau

component.

Letters of Reference. Required when a volunteer is not represented by an organization and is

volunteering on his/her own merit. The volunteer must provide two letters of reference from

non-family members, in good standing with the Bureau, who can attest to the skills, credibility,

and integrity of the volunteer based on an established relationship of at least 6 months. The letter

should include their contact information. The program manager will obtain these documents

prior to a volunteer providing services. New letters are required for badge renewal.

Waiver of Escort and Supervision – Volunteers (BP-A0484). Required for volunteers with

unescorted badges. The form is completed when an unescorted badge is initially requested. A

Moderate Background Investigation (MBI) clearance must be completed prior to volunteers

receiving an unescorted badge. A new form must be completed for unescorted badge renewal.

The program manager will ensure this form is completed for volunteers who are issued

unescorted badges.

Moderate Background Investigation (MBI). When a program manager determines a volunteer

needs access to sensitive information, he/she notifies the RAC. The RAC requests Human

Resources to initiate an MBI clearance. An MBI clearance is required for volunteers with

unescorted badges. The program manager is responsible for all costs related to the MBI

clearance.

Transitional/Mentor Volunteer Contact Form (BP-A1068). A volunteer having any program-related contact with an offender’s family, ex-offender, or ex-offender’s family will complete this

form on a monthly basis. The volunteer submits the form to the program manager on a monthly

basis. The Program Manager ensures the RAC receives the form to file in the volunteer’s OVF.

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Credentials of Religious Volunteer (BP-A0777). This form is required for any level I or II

volunteer providing any type of religious service. He/she must have documentation reflecting

formal license, ordination, or endorsement from the respective faith community, along with two

letters of reference.

Release of Information Consent (BP-A0192). For any volunteer providing transitional or

mentor services, this form is completed by the inmate. It grants permission to the volunteer to

communicate with the inmate’s family/community. The form must be completed before the

volunteer has any contact with the inmate’s family or community on the inmate’s behalf. This

form is maintained in the volunteer’s OVF.

Professional Credentials/License. Required for any volunteer providing specialized services.

Maintaining volunteer documentation is the responsibility of the RAC. Assistance from a

program manager may be necessary when a volunteer needs to complete forms.