What Makes Politicians Tick Politicians have some common characteristics that make the outcome of advocacy efforts more predictable. Knowing these characteristics, and knowing how to take advantage of them, can improve your chances for success. Politicians hold public office to help others. Politicians like to be asked. Politicians are good learners. Politicians do not know everything. Politicians have many demands on their time. Politicians do not have sufficient resources to meet the demands made on them. Politicians are always running for office. Politicians respond to crises. Politicians behave differently when they know they're being watched. Politicians like to be thanked. Politicians love good press! ---------------------------- Rules For Effective Advocacy Most of what a good advocate does is intuitive and grows out of a few basic principles. Following is the core set of principles on which most advocates agree. Try to remember these principles when you become discouraged, entangled in detail, or simply confused. They may help clear your head, renew, and redirect your energies. 1.) Ask for what you want. 2.) Be specific in your request. 3.) Be ready to work hard. 4.) Find a legislative champion. 5.) Organize, coordinate, orchestrate. 6.) Touch all the bases. 7.) Stay flexible, be opportunistic. 8.) Keep it simple. 9.) Assume the perspective of others. 10.) Build and preserve your credibility. 11.) Anticipate and deal with your opposition. 12.) Be prepared to compromise. 13.) Never burn your bridges. 14.) Target your efforts. 15.) Honor the staff. 16.) Track your progress. 17.) Be persistent. 18.) Follow up. What's CEC Newsworthy? The CEC Special Education Advocacy Handbook provides general tips on how to access and use the media to your best advantage. But how do you know what issues the press will really respond to and want to give coverage to? And what should your main goals be in your interactions with the media? Here are some guidelines: Your Four CEC PR Goals To serve the goal of improving educational outcomes for students with exceptionalities. To heighten the visibility, understanding, and appreciation of special educators. To increase CEC membership. To increase the recruitment of persons into the special education profession. Is it News? One of these three elements can be found in stories that get press coverage: Increasing public awareness -- By increasing public awareness of the truth, you provide a balanced view of the issues at stake. Stories can expose the peril of the alternatives or provide solutions. Solutions to a problem -- When your product or service (e.g., membership/conference) provides a solution to a problem or meets the needs of an audience, publicity can be generated. Responding as an expert -- Press will seek you out when you are perceived as being a credible expert in a field. Your story ideas can relate to the following as well: current events, recognized achievement, area of influence, large interest base, human interest, milestones, controversy, personal significance, or neighborhood factors. "You Are Already An Accomplished Advocate!!" ---------- THE TEN COMMANDMENTS OF JOINING THE GAME I. Thou shalt talk to thy lawmaker -- especially before the session when plans get made. II. Thou shalt have thy lawmaker and legislative aides draft a good bill and introduce it early in the session. III. Thou shalt keep tabs on which committee is debating the bill and visit undecided committee members, write letters, or call them on the phone to offer thy thoughts. IV. Thou shalt volunteer to testify at a hearing -- real-life stories deeply impress lawmakers -- and thou shalt be prepared to outlast long delays. V. Thou shalt not expect thy meagerly paid lawmaker to buy lunch -- try the cafeteria for healthy food below capital city prices. VI. Thou shalt not believe that public marches around the Capitol sway votes, but do ask sympathizers to write letters and visit lawmakers. VII. Thou shalt not bother lawmakers while they are in committee or on the chamber floor and thou shalt be polite -- angry threats and shouting matches never help. VIII. When watching legislative action from the public galleries, thou shalt not break rules against taking photographs, eating food, or reading newspapers. IX. When thy bill passes and goes to thy governor, thou shalt visit, write, and call him or her with concrete reasons to sign it into law. X. Upon success, thou shalt send thank-you cards to lawmakers, lobbyists, and others who helped. CEC thanks CASE Executive Director Jo Thomason for this information. ---------- BASIC WAYS TO COMMUNICATE WITH POLICY MAKERS There are a number of ways to communicate with policy makers--be they legislators who enact policy or agency staff who implement policy. Regardless of the communication vehicle being used, following are some general principles for good communication to keep in mind. * Keep jargon at a minimum. * Be concise and to the point. * Reinforce good decision making. * Communicate before decisions are made. * Continue communication to meet changing needs. * Be dependable and honest. * Use the talents of other good communicators. * Remember you represent others. * Remember what you communicate may be shared. * The message is more important than the medium. Letter Writing Officials and their staffs pay careful attention to their mail since it forms the major body of public and voter sentiment on pending legislative activity. Many persons find it difficult to know how to communicate with their legislator. Often, form letters with identical wording and petitions are used. Most legislators, however, place little weight on such an approach. The type of letter that is most appreciated and helpful is one that is carefully thought out and represents an individual's point of view concerning the bill or legislative matter that is being considered. It should explain how the measure will benefit the writer or the community, or how the measure can be improved. This is particularly important in letters from a constituent. Since everyone does not have the same base of information or experience, letters should have clarity and simplicity, and at the same time reflect respect for the intelligence of the legislator and his staff. A policy or bill should be specifically referred to by its title and number. An outline to follow when writing a letter: 1. Introductory paragraph a. The reason for your letter--including the policy or bill title and number. b. Describe yourself. c. What action you are seeking. 2. The body of the letter a. Communicate the reason for the action being sought by using: -historical facts -data -credible opinion -impact data -viable alternatives -personal experience -weaknesses of opposing points of view -logic b. Describe what impact the action will have on the community. 3. Letter closing a. Restate action sought. b. Express appreciation for consideration of views. c. Indicate willingness to help. d. State what response you are seeking. Other points to keep in mind when writing letters: * Be careful of grammar, spelling, and punctuation. * Don't threaten or question integrity. * Be concise. * Be legible. * Avoid jargon. * Check for clarity. * A postcard saying, "I hope you will be able to support S.B. 405" is better than no correspondence at all. * To avoid antagonizing, give reasons for disagreeing and refrain from outright or veiled hints that the position on legislation may cost a vote. * Officials are accustomed to receiving letters criticizing them for action they take. However, one of the greatest rewards legislators can receive -- and one that is perhaps most cherished -- is a simple letter thanking them for their performance. How to Address Letters State Senator Dear Senator Doe The Honorable John Doe State Senate State House Springfield, Illinois 62706 State Representative Dear Mr. Doe or House of Representatives Dear Representative Doe State House Springfield, Illinois 62706 Governor Dear Governor Doe The Honorable John Doe State House Springfield, Illinois 62706 United States Senator Dear Senator Doe The Honorable John Doe United States Senate U.S. Senate Washington, DC 20510 Member of Congress Dear Representative Doe The Honorable John Doe Member of Congress U.S. House of Representatives Washington, DC 20515 Telephoning 1. Prepare in advance the major points you want to convey. 2. Identify yourself, affiliation, and purpose of call. 3. If the policy maker is not available, talk to staff responsible for education issues. 4. If call is to be returned--give telephone number and when you will be available. 5. Be courteous and succinct. 6. Be prepared to answer questions or provide related information. -------------------------------- Telephone Procedure 1. Call (202) 224-3121 (Capitol switchboard) and ask for Senator's (NAME) office. 2. Tell whoever answers the telelphone your name and where you are from. Ask to speak to the Senator about a matter concerning funding for education of individuals with disabilities. 3. If the Senator is not available, ask to speak to an aide who handles this matter for the Senator. Be sure to keep the name of the aide for future calls. 4. Tell the Senator or aide that Senator (NAME), of (STATE), plans to offer an amendment in the (NAME OF COMMITTEE) (of which Senator (NAME) is a member) to (EXPLAIN WHAT THE AMENDMENT WILL DO). You support the amendments for (CITE SOME REASONS). (If you are speaking for others, or represent an organization, be sure to mention that at this point.) Ask if the Senator will support the amendment. Yes, no, or undecided? If yes, ask if the Senator will be there to vote? If no, will he give his proxy to Senator (NAME OF PERSON OFFERING AMENDMENT)? If the Senator is opposed to the amendment, ask why. Give your arguments to the contrary, then get others to call. If the answer is undecided, ask when a decision will be made. Let them know you will call back at that time. In the meantime, get others to call. 5. Thank the person you spoke with. Be courteous; you will probably need to talk to them again. Visiting A personal visit with a member of Congress is an effective way to emphasize your interest in an issue or bill. A visit with your U.S. Congressman can occur either in Washington, D.C., or at his or her State offices. Some tips for planning a meeting with an elected official: 1. Make an appointment. Explain the reason for the meeting, the time needed (usually no more than 30 minutes), and identify any other individuals who will be in attendance. 2. If others are going, decide who will present the information and how it will be presented. One possible format is to present the issue, the impact of the issue, and then possible solutions. 3. Prepare and/or collect any supporting materials to accompany your presentation. (It is helpful to have materials that you can leave with the legislator.) 4. Learn the facts regarding your issue, both legislative and any others related to your position. 5. Practice your presentation. 6. Learn about the legislator. Try to find out positions taken on similar issues. 7. Get to know the staff...they are key people to develop a rapport with. Some tips for conducting a meeting with a policy maker: 1. Be on time. Don't be disturbed if you have to wait since there may have been unavoidable delays or changes in the schedule. 2. When you arrive, introduce yourself to the secretary. If you have a calling or business card, give one to the secretary. 3. When you meet the legislator (or staff person), introduce yourself and identify the group you are representing. If you are a constituent, share that as well. 4. State the reason for your visit concisely and accurately. Limit the number of issues you discuss and refer to bills by name and number. 5. Give the legislator essential information, review the critical points, describe the impact of the legislation and share your recommendation. 6. If your legislator has already publicly supported your position, express your thanks and tell him or her how much his or her efforts are appreciated. If your legislator has not yet committed to your position, clearly state reasons for supporting your position, and let him or her know you would appreciate his or her support. If your legislator is not supportive of your position, give him or her the information and politely ask him or her to reconsider the issue. 7. Be prepared to answer questions. 8. If possible, leave fact sheets or supporting materials with the legislator. (It may be helpful to include a contact name and number with the materials in case other questions arise.) 9. Have a picture taken with the official if possible. Use the picture in local newspapers to provide publicity for the official and your organization. 10. Thank the legislator for his or her time and leave promptly. Some suggestions for following up on a meeting with a policy maker: 1. Immediately after the meeting, record what occurred--who you met with, issues discussed, responses received, and any follow-up needed. 2. Write a thank-you letter to the official. Summarize points made and include any follow-up information requested. Wiring Western Union provides two special services for persons wishing to register their positions with elected representatives: 1. Personal Opinion Telegram--allows a person to send a message of 20 words to elected Representatives, Senators, or even the President, for $9.95 (just text). 2. Mailgram Message--for longer messages, up to 50 words (including sender's and receiver's name and address, salutation, and close) for $17.95. For more information on these and other services write to The Western Union Telegraph Company, 1 Lake Street, Upper Saddle River, NJ 07458, or call your local Western Union office. Toll-free numbers are listed in local telephone directories. Testifying Legislative committees often hold hearings to gather information on a particular issue or piece of legislation. Being selected to testify before a legislative committee provides you with a valuable opportunity for advocating for improved educational opportunities for individuals with disabilities or for individuals who are gifted. Some suggestions to keep in mind if you are invited to testify: 1. Do your homework. Gather as much information as possible about the issue. Talk to key people in your organization and the field. 2. Learn what "the opposition" says and prepare responses to their concerns in case a committee member asks questions. 3. Determine the best person to serve as the witness who presents testimony. The testimony should be delivered by a knowledgeable, articulate person who is familiar (or has been thoroughly briefed) on the issue(s). 4. Prepare a draft of the testimony and get feedback from several persons in the field and in the federation or division. 5. The beginning of the testimony should include: * the name and occupation of the witness. * the name of the group on whose behalf the testimony is being given. * a brief statement on why you support or oppose the bill. 6. Include in your testimony evidence to support your position, real-life examples of the impact of the legislation, and alternatives for those areas of the legislation that you oppose. Remember that examples of your own personal or professional experience provide the best supporting evidence when intertwined with other factual information. Related Activities for Building Rapport with Policy Makers In addition to the basic forms of communication previously presented, several activities also may be used to build a strong rapport with policy makers. Some activities to consider: 1. Invite the policy makers to learn more about the education of individuals with disabilities or those who are gifted. * Arrange for your official to visit special education classrooms or facilities in his or her district or state. * Sponsor a special day to conduct a tour of several special education programs. * Host a luncheon or dinner for the official to meet key special education leaders and/or professionals. 2. Prepare an annual report to legislators explaining the status of services to children with exceptionalities in their districts. Such reports should include statistics of the number of children served and not served, a description of programs offered, size of the community involved, and additional services needed. Legislators are always interested in receiving such reports and will often publish them in the records of the legislature. 3. Invite the legislator to speak or attend an organizational meeting or banquet. 4. Recognize legislators who have acted in the best interests of children with exceptionalities by presenting legislative statesmanship awards to them or by dedicating educational facilities in their names. When attempting to involve a policy maker in local activities, consider the following: 1. A legislator's time is at a premium. Make arrangements through his or her local business office well in advance. Follow through on a regular basis to confirm attendance. Leave the schedule flexible enough to accommodate minor changes. 2. Government officials greatly depend on publicity. The best payment is to provide extensive press coverage. Assistance is usually available from their offices. 3. Cooperate with legislators' staffs well enough in advance so they are prepared for their audience. 4. Be sure that any information presented to the legislator is accurate. 5. Legislators will be more interested in participating in local improvement of services to children with exceptionalities if they can identify community interest. Therefore, involve as many community groups as possible. Determining the Proper Timing and Amount of Energy to Expend on Communication For effective political action, it is essential for you to know when to use the techniques of communication, who the appropriate targets of communication are, and how much communication to direct at selected targets to accomplish an objective, yet not exhaust future resources. Keep in mind the following tips: 1. Many bills arouse very little public comment. Eight to ten letters to a legislator from scattered parts of the state are ordinarily something the legislator will notice. 2. Usually only a small amount of effort is needed to attract legislators' attention. But where there is opposition, a stronger effort is needed. All-out support is essential at critical points on major issues. 3. Determine which level of effort is needed on an issue: (1) some response may require a few letters or telegrams to be sent; (2) a strong response may require at least one letter or telegram to be sent from each local chapter; and (3) an all-out effort may require numerous responses to be sent from each local chapter. 4. Assuming that most members of your network will help sometimes, but very few can always be relied upon, fit the amount of effort to the target. The more important the target, the greater the effort should be. 5. Some effort, or even a strong effort, needs to be made from time to time to check the responsiveness of the communication network and to be sure members understand their role. 6. Chart the progress of bills and be ready to act quickly. 7. Ask someone in the legislator's office to notify you about times and places for hearings early enough to allow you time to communicate with legislators. 8. Evaluate your efforts in terms of progress made over a period of time. Remember that some legislators' proposals are reintroduced and lost repeatedly until enough policy makers are convinced of their constructive value. ---------- DO'S AND DON'TS WHEN DEALING WITH ELECTED OFFICIALS Make an appointment. Arrive unexpected with the idea of seeing the official. By letter or phone. Confirm the appointment. Appointments with legislative aides are also available. (Ask for the aide responsible for the issue(s) you wish to discuss.) Be on time for the visit. Be late for the visit. Be positive and friendly. Be confrontational. (Don't threaten or berate the official.) State the reason for your visit. Try to discuss several different issues. Be concise and specific. Introduce yourself and identify the group you are representing. Briefly describe the issue(s). Refer to bills by name and number (e.g., budget reform, "Budget Process Reform Act," H.R. 3732). Limit the number of issues to be discussed. State your position and recommendation on the issue(s). Provide reliable data/facts to support your position. Give incorrect information. Personalize the issue(s). Tell how the bill or action will affect you, your relatives, friends, or neighbors. Leave a written summary of your position. Leave issue papers or other lobbying documents. Fact sheets on issues can be left. Also leave your name, address, and phone number. Have a picture taken with official, if possible. Make a funny face or obscene gesture while your picture is being taken with your Member of Congress. Use the picture in local newspapers to provide publicity for the official, your organization, and the issues discussed. (If picture is not taken and meeting is a good one, ask for a photo of the official and some background material.) Write a thank-you letter. Forget to write a thank-you letter. Thank the official for the visit. Summarize the visit. Identify follow-up steps committed by the official and you. Ask for the official's commitment. Request a reply. Send a photo print (if taken) identifying persons in photo and date. (Enlargements have a better chance of appearing on office wall/desk.) Arrange for your official to visit students with exceptionalities in various classrooms in his/her state or district. Ignore the member for the rest of the year. Have others write letters. Write about one issue only. If writing about a bill, refer to the title and number. Be brief. (One or two pages, if possible.) Be specific. (Tell your position on the issue and why you hold that position.) Share personal experiences. Ask for the official's commitment. Request a reply. copyright _ 1996 The Council for Exceptional Children Last updated: August 16, 1996 URL: http://www.cec.sped.org ---------- Making the Most of Meeting with Legislators 1. Remember to get aide's and secretary's names before you call. Use their names and make notes for later contact. 2. Call for an appointment. Do this from your home district for your local delegation even if you will be meeting in your State Capitol. Let the legislator know you will be in the Capitol even if you are not sure when you can meet with him/her. Ask when might be a good time to stop by. 3. Have a fact sheet for each topic you need to discuss. 4. If you are to discuss a bill, know the names of all sponsors and co-sponsors. 5. Before the meeting, custom highlight your fact sheet and staple one of your cards or a note with your name and address to the corner of the sheet. Leave this with the legislator. 6. If possible, add a note to the fact or attach information illustrating direct benefit to that legislator's district. 7. Rehearse a one-sentence description of your mission. 8. Be prepared to relate at least one quick real life example of the need for the action you are advocating. If time permits, this is a very effective strategy. 9. Consult a booklet listing your state legislator along with relevant background information (including which other counties he/she may represent, political party, committee assignments, personal history, awards, special notes about contacts or connections). 10. Call the number in your state capitol providing updates on bills, to find out exactly where the bill is in process. This is important because the legislator may ask "where the bill is" and whether it is "moving." 11. Have your notebook and calendar handy in case the legislator asks for a follow-up meeting or for additional information. 12. Be aware of the legislator's busy schedule and do not stay longer than 5 minutes unless s/he asks you to stay. 13. If the legislator cannot meet with you for some reason, meet with staff and leave personal note summarizing your mission. 14. Write a follow-up letter thanking the legislator and/or staff for time spent on your issue and include a brief summary of action to be taken. 15. Keep the legislator informed of progress or problems concerning your interest. CEC's Department of Public Policy ---------- Understanding How the U.S. Congress Works I. How a Bill Becomes Law: Steps in the U.S. Federal Legislative Process 1. Most bills can be introduced in either house. The procedure by which a bill becomes a law is much the same regardless of where the bill originates. In this example, the bill is first introduced in the Senate, given a number, and referred to the proper committee. If a bill overlaps the jurisdictions of two or more committees, it may be referred simultaneously or sequentially to them so that each may deal with the sections of the bill appropriate to its jurisdiction, or it may be referred to one committee for purposes of legislative strategy. 2. The Senate committee refers the bill to an appropriate subcommittee where the members will explore various sides of a subject through oral and written testimony given during public hearings on the bill. Since the entire legislative body does not attend, all legislators who eventually vote on the bill lean heavily on the written, publicly available proceedings and the recommendations of the committee or subcommittee. Congressional committees are increasingly exerting "legislative oversight" to monitor the implementation and evaluate the effectiveness of enactments through the use of hearings and written testimony. 3. The full committee meets in executive session (i.e., only members attend), sometimes closed, to consider the facts. It may "kill" the bill, approve it with or without amendments, or draft a new bill. Such sessions are known as "executive markups." 4. If the committee recommends the bill for passage, it is then listed on the calendar (i.e., an agenda or list of pending business). When the committee recommends placing a bill on the calendar, it is said that "the committee has reported favorably." 5. The committee prepares a report which includes the purposes and scope of the bill, an explanation of committee amendments, proposed changes in existing law (along with existing law as is), a section-by-section analysis of the bill expressing views of department and agency heads whose views are solicited, minority views, and long range cost estimates. 6. The bill comes up for debate (in the Senate). Depending on the degree of controversy, debate may last from a few hours to several weeks. Amendments may be added. The bill is then voted on. 7. If the bill passes, it goes to the other body, in this case the House of Representatives, and is referred to the proper committee. However, similar bills on the same subject may move through both house chambers concurrently. 8. Hearings may be held by the committee(s) to which the bill was referred. 9. The committee may reject the bill, prepare a new one, or accept the bill with or without amendments. 10. If the committee recommends the bill for passage, it is listed on the calendar and is sent on to the Rules Committee. (Note: Only the House of Representatives has a Rules Committee.) 11. The Rules Committee is one of the most powerful committees in the House of Representatives. After a bill has been recommended for passage by the committee to which it was referred, the Rules Committee can block it or clear it for debate before the entire House. (If a bill is blocked, a discharge petition, signed by 218 members of the House, can clear the bill for House consideration. The procedure of obtaining a discharge petition seldom succeeds.) 12. The bill goes before the entire body, is debated, and is voted on. 13. If the bill is passed by the second body but contains major differences from the first body's version, either house may request a conference committee. Representing both parties, the conferees meet and try to reconcile the differences between the two bills. 14. Generally, they reach an agreement and report back to their respective houses where the agreement is either accepted or rejected. The compromise version is generally referred to in common parlance as the "conference report." 15. If the report is accepted by both houses, the bill is signed by the Speaker of the House and the President of the Senate and is sent to the President of the United States. 16. The President may sign or veto the bill within 10 days. If he does not sign within 10 days and Congress is still in session, the bill automatically becomes law. If Congress has adjourned before the 10 days have elapsed and the President has not signed the bill, it does not become law. This is known as a "pocket veto." If the President returns the bill with a veto message, it may still become law if passed by a two-thirds majority in each house. This is called an "override." Failure to override is referred to as "sustaining a Presidential veto." If one house sustains, the other house need not vote at all. Note: Any bill that is not acted upon before a Congressional session terminates must be reintroduced in one of the houses when the new session begins. II. Authorizing Legislation and Appropriating Funds In the Congress of the United States, it is most important to be aware of two quite distinct legislative processes, appropriations and authorizations. These processes involve separate committees as well as separate legislative bills. Authorizing committees create programs, set general directions, and alter existing federal programs. In fact, they do everything but actually provide the dollars. There are numerous authorizing committees in both houses of the Congress. The primary one in the Senate that is concerned with programs for children with exceptionalities is the Labor and Human Resources Committee. The primary one in the House that is concerned with programs for children with exceptionalities is the Education and Labor Committee. It is the function of the Senate and House Appropriations Committees to determine how many dollars shall be allocated. There is only one Appropriations Committee in each of the houses. All appropriations bills must initiate in the House. Budget Committees exist in both houses with a charge to set overall budget priorities for each fiscal year, which begins on October 1. It is vital that the dual system of the U.S. Congress be kept in mind. A battle may be won with the authorizing committees by creating or changing a program, but if that program is to have meaningful financial support, energies must be shifted to the appropriations committees. When a fiscal year begins and Congress has not yet enacted all the regular appropriations bills for that year, Congress passes a joint resolution, "continuing appropriations" for government agencies at rates generally based on their previous year's appropriations. .