When special circumstances require an extra visit: requesting superintendent approval at Eastern Regional Jail

Eastern Regional Jail does allow special visits beyond the normal visitation policy, but only in verifiable extenuating circumstances. In plain terms, that means there has to be a specific reason that can be confirmed (not just a preference or a scheduling conflict), and you’ll need approval before you show up. The key detail is timing: special visits must be pre-approved by the facility Superintendent, so the goal is to make the request early and be ready to explain what makes your situation an exception.

A special visit isn’t something a front desk staffer can simply “okay.” Eastern Regional Jail requires the facility Superintendent to pre-approve special visits, and approval is discretionary - even with a good reason, it’s still a decision the Superintendent makes.

Suggested Step By Step Checklist

• ✓ Write down the reason you’re requesting a special visit, using clear dates and a short explanation
• ✓ Gather any documentation that supports the situation (for example, a doctor’s note, hospital paperwork, or an obituary/funeral notice)
• ✓ Have the incarcerated person’s name and identifying details ready before you call
• ✓ Make a note of the day you’re requesting, any time constraints, and a backup option if your first choice can’t be approved

1. Call at least one day ahead - Eastern Regional Jail requires visitors to call at least a day in advance of the intended visit, and that timing matters even more when you’re asking for an exception.
2. Use the visitation phone line - call 304-267-0045 or 304-267-0048 and tell staff you’re requesting a special visit due to extenuating circumstances.
3. Ask how to submit verification - explain what documentation you have and ask what format they will accept and how they want you to deliver it.
4. Confirm any background-check steps - if you’re told background check approval is needed for your situation, follow the facility’s instructions and ask what’s required from you.
5. Get clear next steps and a follow-up point - ask when you should expect an answer and what you should do if you don’t hear back before the date you’re requesting.

Special visit decisions are handled case by case because they depend on what the circumstance is and what can be verified. That also means timelines can vary - you may get an answer quickly, or you may need to wait for the request to move through the right chain of approval. It helps to plan for both outcomes. When you talk with staff, ask what your options are if the special visit can’t be approved - for example, whether you should keep your regular visit scheduling plans, or use phone/video contact in the meantime if that’s available to you.

To start a special-visit request, call Eastern Regional Jail’s visitation numbers: 304-267-0045 or 304-267-0048. Tell them up front you’re asking for a special visit that needs Superintendent pre-approval, and that you can provide verification for the extenuating circumstance.

1. Open with a clear request - “Hi, I’m calling to request a special visit due to extenuating circumstances, and I understand it needs Superintendent pre-approval.”
2. Ask what they need from you - “What documentation can I submit to verify the situation, and what’s the process for getting it reviewed?”
3. Confirm scheduling timing - “I know visits must be scheduled at least a day in advance. What’s the soonest this request could be considered?”
4. Cover background-check requirements if they apply - “Do I need background check approval for this visit? If yes, what do I do next?”
5. Document the conversation - write down the date/time of your call, the name (or title) of who you spoke with, and what they told you to do.
6. Follow the submission instructions exactly - if staff tell you to send paperwork by a specific method, do it that way and keep a copy for yourself.
7. Follow up if you don’t get an answer - call back before the requested date and reference your earlier call and any instructions you were given.