How to Request a Video Conference with an Inmate at South Woods: The 48‑Hour Rule Explained

Need a video conference with someone at South Woods? Plan around the 48‑hour fax rule. Your request must be faxed to the facility coordinator at least 48 hours before your requested date - weekends and holidays don't count toward that window. Here's how to time your request, when conferences are typically scheduled, and what to do if you're missing the fax number or contact info.

The facility coordinator handles video conference requests, and submission must be by fax. Think of the fax as your "clock start." Your request needs to arrive at least 48 hours before the requested day, excluding weekends and holidays from that count. Start with the VTC request form and send it early.

• ✓ Use the VTC request form and submit it by fax
• ✓ Fax the request to the appropriate institution and coordinator
• ✓ Send it at least 48 hours before the requested day
• ✓ Count the 48 hours excluding weekends and holidays

Video conferences run Monday through Friday, 8:00 AM to 4:00 PM. Request a time outside that window and you'll need to reschedule.

There's also a practical cutoff near day's end - conferences should start no later than one hour before closing whenever possible. Late-afternoon slots are harder to accommodate. Aim earlier if you can. That gives time for check-in, setup, and any unexpected delays.

Don't have the facility fax number? Not sure who the coordinator is? Contact the NJDOC Videoconferencing Program Office for help. Phone: 609-826-5642. Fax: 609-984-8284.

Give yourself extra lead time. No agency gets scheduling priority, so availability can fill up fast - especially for popular days or late time slots.

1. Fill in the inmate’s information - Enter the inmate’s name and inmate number exactly as listed.
2. Choose your requested schedule - Add the requested date, the start time, and the approximate length of the conference.
3. Identify the requesting office - List your agency, and include county/region/municipality if your agency has more than one office or site.
4. Add a clear point of contact - Provide the contact person’s name and include their work phone, cell phone, email, and fax number.
5. Mark whether you’ll fax documents to the inmate that day - Indicate FAX Yes/No if you will be faxing a document to the inmate on the day of the videoconference.
6. Sign and date the request - Include today’s date and the signature so the request is complete before you fax it.
7. Fax it with enough lead time - Send the request to the appropriate institution and coordinator at least 48 hours before the requested day, excluding weekends and holidays.

Practical-tips-checklist

• ✓ Pick a weekday time within the 8:00 AM–4:00 PM operational window
• ✓ When possible, request a start time that’s at least one hour before closing
• ✓ Count the 48‑hour lead time excluding weekends and holidays
• ✓ Make sure the VTC request form is complete before you fax it
• ✓ Include your contact person’s phone and fax number so staff can confirm or adjust scheduling
• ✓ If you don’t have the right facility fax/contact, call the NJDOC Videoconferencing Program Office (609-826-5642) or fax them (609-984-8284) for guidance

Scheduling is first-come, first-served. If timing matters - court deadlines, tight travel schedules, limited availability - send your fax as early as possible.