Gatekeeping in Advocacy — How to Get Past “No Access”

A calm, step-by-step plan to identify gatekeeping, reduce friction, and move your request to someone who can actually say “yes” — without burning out.

≈ 7–12 minute read
Safety-led & predictable

Gatekeeping shows up as “we don’t do that”, “that’s not our process”, or endless deferrals. Strategic Self-Advocacy (SSA) treats gatekeeping as a workflow problem, not a personal failure. This guide gives you a short set of moves to route around blockers and get to a decision-maker.

Use the 6-step plan below. Each step is short, concrete and designed to work under stress.

What do we mean by “gatekeeping”?

Gatekeeping is when a person or process blocks, delays, or diverts a legitimate request before it reaches someone with the power to approve it. In the Strategic Self-Advocacy Funding Impact System (SSA-FIS), we reduce gatekeeping by aligning your request with policy, risk and timing — and by giving staff an easy “yes”.

Policy-aligned
Clear pathways
Evidence-first
Trauma-informed

Your 6-Step Gatekeeping Plan

0 of 6 steps completed
1

Name the decision and the decider

~1 min
Identify the decision and decision-maker role

✓ Be precise

  • State the exact outcome you want approved (item, hours, access, adjustment) by a date.
  • Write the role/title of the person who can approve it (not just a first name).
  • Subject line you can reuse: [Request-01] Approve by DD/MM — evidence included
2

Spot the gatekeeping pattern

~1–2 min
Recognise deflection patterns

✓ Label and move on

  • Common patterns: “that’s not our process”, “we’ll review later”, “we don’t fund that”, “come back after X”.
  • Your move: acknowledge, then route to policy + risk + decision-maker.
  • Keep one line per deflection in a log.
3

Assemble Minimum Viable Evidence (MVE)

~2–3 min
Evidence pack for decision-makers

✓ Decision-grade, not perfect

  • One-page summary + attachments (photos/logs/letters/quotes).
  • Show risk if refused (safety, statutory duty, participation impact).
  • File names: YYYY-MM-DD_context_item.pdf

Download (optional placeholder): SSA MVE Worksheet (PDF)

4

Use the SSA “anti-gatekeeping” script

~2 min
Structured script

✓ Paste-ready message

  1. Context: “I’m requesting by DD/MM due to .”
  2. Policy: “This aligns with .”
  3. Ask: “Please forward this to the role who can approve (title), or let me know their contact.”
  4. Attachments: “Summary + evidence attached; table below.”

Mini table: Item • Qty • Cost • Evidence link • Outcome measure.

5

Choose channel & cadence (with pre-booked follow-up)

~1–2 min
Channel and timing

✓ Reduce deflection opportunities

  • Email with attachments; CC a shared mailbox if required by policy.
  • In the email: “If I don’t hear back by DD/MM, I’ll follow up on DD/MM+2.”
  • Log reference numbers and names in one place.
6

Escalate safely (complaint or external route)

~1–2 min
Safe escalation

✓ Keep it calm & documented

  • Forward the same pack (summary + evidence) to the manager/decision-maker.
  • Use trauma-informed language; don’t apologise for safety needs.
  • If blocked, switch to a formal complaint or relevant external body; bring an advocate.

Tools, downloads & supports

SSA Anti-Gatekeeping Pack

  • One-page request template (DOCX): Download
  • AAC “Please route to decision-maker” card (PNG): Download

Ask an Advocate

Need help applying this to your case?

We can help map the decision path, assemble the minimum viable evidence, and prepare scripts that reduce gatekeeping.

Ask an Advocate Ask an Advocate

Final note: Gatekeeping isn’t personal — it’s a workflow. Small, predictable moves route your request to a real decision.

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