The Oklahoma Department of Corrections is the second largest state agency with more than 4,300 employees. For any organization this size, effective communications dictates effectiveness and success.
In an effort to ensure the agency provides accurate, timely, and consistent information, all inquiries as defined below will be channeled to the Community Outreach Unit via the Public Communications Form.
Information from the form automatically populates a spreadsheet and an email is sent to Community Outreach staff. Within 24 hours of receipt, Community Outreach will forward the information request to the appropriate senior staff member who, within a reasonable amount of time, will gather information, form a response, and forward it to Community Outreach for dissemination.
Correspondence from media or government official:
- Any DOC employee who receives a communication from media or any level of government official will complete and submit a Public Communications Form designating the requestor as one of those two entities.
Correspondence from the general public:
- Unit heads will complete and submit a Public Communication Form when they receive a request from the general public that necessitates attention beyond the unit’s normal work responsibilities (calls from inmate families about visitation, food, days remaining on sentence, health/mental health care needs, for example, should be handled at the facility level).
Correspondence from inmates:
- Correspondence that can be addressed at the facility level or by an entity as prescribed by policy, e.g. ARA, request to staff, PREA, sick call requests, etc., should not be forwarded to the Community Outreach Unit.
- Unit heads will complete and submit a Public Communications Form for all other inmate-authored correspondence.
Staff must complete and submit the Public Communications Form before the end of their shift.
Participation is paramount to enhancing the agency’s ability to serve the public and ensure the accurate, timely, and uniform response to the public.
A password is required to open the tracking form. The password can be requested by emailing Kim Rotelli at firstname.lastname@example.org. Once you enter the password, you are ready to complete the form. When finished, click the submit button.