Communicating with Policymakers

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Communicating with Policymakers

• Advocacy Tips for Agencies Serving Crime Victims

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Communicating with Policymakers Document Outline

• The Policymaking Process
• Advocacy Tips
• Skills and competencies
• First things first
• Build a coalition
• Take action
• Tips in Brief
• Resources

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The Policymaking Process1

• Public policy can be impacted at any of the
  following stages of the policymaking process
• Identification of Policy Problems
• Agenda Setting
• Formulation of Specific Policy Proposals
• Legitimization of Policies
• Implementation of Policies
• Policy Analysis
• The following slides review each of these stages

1Based on Dye, T. (2002). Understanding Public
Policy. Upper Saddle River, NJ Prentice Hall.
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The Policymaking Process Identification of
Policy Problems

• Broadly defined, policy is whatever government
  does or chooses not to do.
• Only those issues that are publicly defined as
  policy problems become possible targets for
  government action.
• Violence against women, for example, only became
  a target for government intervention after the
  social climate accepting this form of violence
  began to shift.
• Often the challenges faced by crime victims go
  unnoticed by the community raising awareness is
  a critical first step toward effective advocacy!

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The Policymaking Process Agenda Setting

• Agenda setting is the informal process through
  which government decides what problems will be
  targeted for government action. Not all problems
  that can be addressed will be addressed.
• For example, although the importance of child
  abuse prevention is widely discussed, it has been
  difficult to achieve sustained public funding for
  prevention efforts.
• Focusing the attention of policymakers on
  problems of importance to the clients you serve
  will facilitate getting those issues on the
  agenda.

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The Policymaking Process Formulation of
Specific Policies

• The development of a bill is a critical step in
  the legislative process. The content of a bill
  will ultimately shape and limit the bills
  function.
• For example, VOCA specifies how funds can and can
  not be used once these limitations become law
  they are more difficult to change.
• Anyone, from the President to you or I, can write
  a bill. However, only a legislator (i.e., Senator
  or Representative) may introduce a bill to the
  Senate or House for consideration.
• Preparing pro-active legislation or working with
  legislators to write a bill is a great way to
  make sure the interests of crime victims are
  represented.
• Authorizing vs. Appropriations
• Legislation is passed (authorized) and funded
  (appropriations) through two separate processes
  and two separate bills.
• It is critical to make sure that funding is
  allocated in the budget to support authorized
  legislation during the appropriations process.
  Many authorized programs have not been
  implemented because they were not ultimately
  funded.

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The Policymaking Process Legitimization of
Policies

• In order to become law, a bill must pass through
  both the House of Representatives and the Senate.
• When a bill is introduced, it is typically sent
  to a committee or subcommittee for mark-up
  (amendments or changes) and public hearings. Many
  bills never make it out of committee.
• If a bill makes it out of committee, it is placed
  on the legislative calendar. A bill placed too
  late on the calendar may not be debated.
• If a bill gets to the House or Senate floor, it
  is debated, possibly amended, and voted on. A
  bill can be sent back to committee or dropped
  completely if it doesnt pass.
• A bill that passes one house goes through this
  same process in the second house of the
  legislature. Any changes have to be approved by
  the original house.
• The final bill must be approved, in the same
  form, by both houses and signed by the President
  (federal) or Governor (State of Michigan).
• See the (federal) path from bill to law on the
  next slide...

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The Federal Legislative Process
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The Policymaking ProcessLegitimization of
Policies

• For more information on the legislative process
  in Michigan, visit
• http//www.legislature.mi.gov/mileg.asp?PagePubli
  cations
• http//house.michigan.gov/citizens_guide.asp
• For more information on the federal legislative
  process, visit
• http//thomas.loc.gov/home/lawsmade.toc.html
• http//bensguide.gpo.gov/9-12/government/national/
  legislative.html (especially for kids!)

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The Policymaking Process Policy Implementation

• Policies are implemented by the agencies,
  departments, and bureaus that make up the federal
  and state bureaucracies.
• Bureaucratic agencies are not intended to decide
  policy questions, but translating law into
  practice requires addressing policy issues.
  Consequently, the bureaucratic system plays a
  critical role in determining what policies mean
  in practice.
• For example, the Violence Against Women Act
  (VAWA) requires that states honor one anothers
  orders of protection however, that law is
  interpreted and implemented in various ways by
  police departments across the country.
• Rules and regulations are published in the
  Federal Register for public comment before they
  are enacted by bureaucratic agencies.
• You can make sure your clients interests are
  considered in this process by visiting
  http//www.regulations.gov/fdmspublic-bld61/compon
  ent/main

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The Policymaking Process Policy Analysis

• Policies are evaluated in two ways
• Impressionistic Policy Analysis
• Often policy is evaluated based on anecdotal
  stories, media attention, interest group
  lobbying, and other such impressionistic methods.
  
• Systematic Policy Analysis
• Occasionally, the impact of policy is assessed
  using formal research methods.
• Both types of evaluation impact the future of the
  policy.
• You produce information of both kinds
• Share your clients stories with policymakers
  these stories can be very impactful.
• Share your evaluation results with policymakers
  help them see the value of supporting services
  for crime victims.

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Advocacy Tips

• Advocacy can involve ANY of the steps described
  above!
• Advocacy by nonprofit organizations is both legal
  and effective.
• However, nonprofits are non-partisan - they may
  not advocate or lobby for specific candidates or
  for a specific political party.
• Advocacy is different from lobbying, which is
  also legal for nonprofits.
• The Michigan Lobbying Act and the IRS regulate
  the lobbying activities of non-profits
• The Michigan Lobbying Act specifies that
  organizations spending more than 500 to lobby a
  particular public official or 2,000 to lobby
  over a 12 month period must register with the
  IRS, which is not difficult.
• To learn more about lobbying regulations in
  Michigan, please visit www.mnaonline.org/lobbyinfo
  .asp
• Additional Federal regulations apply to agencies
  receiving federal grant dollars.
• For example, the language of the Victims of Crime
  Act specifies that VOCA grant funds can not be
  used to support victim legislation or
  administrative reform, whether conducted directly
  or indirectly.

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Advocacy Tips Skills Competencies2

• Advocacy efforts are more likely to be effective
  when they are
• specialized focus your efforts on a specific
  issue.
• thoroughly researched do your homework.
• collaborative work with other agencies your
  community.
• persistent be sure to follow-up.
• based on the position that there are many
  possible solutions be open to alternatives.
• personal - building relationships is the key to
  successful advocacy.

2Based on the Childrens Defense Fund
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Advocacy TipsFirst Things First Do Your
Homework

• Get to know the issue.
• Know whats been done in Michigan and in other
  communities.
• Know the alternative policy approaches.
• Know the research
• Search online databases for relevant journal
  articles through a university server.
• Try www.findarticles.com, www.scholar.google.com,
  or www.ncjrs.gov/abstractdb/search.asp to find
  publicly accessible research articles.
• Know the costs and benefits of the policy.
• Get specific about what you want to accomplish so
  that you can focus your efforts.

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Advocacy TipsFirst Things First Do Your
Homework

• Get to know the people involved
• Who are your senators and representatives?
• Find your State of Michigan Senator at
  www.senate.michigan.gov/SenatorInfo/find-your-sena
  tor.htm
• Find your State of Michigan Representative at
  house.michigan.gov/find_a_rep.asp
• Find your U.S. Senator at www.senate.gov/general/c
  ontact_information/senators_cfm.cfm
• Find your U.S. Representative at www.house.gov/
• Who sits on the committee that would handle this
  issue?
• Michigan Senate committees
• www.senate.michigan.gov/senatecommittees/new20ru
  lesandcommittees.htm
• Michigan House committees
• house.michigan.gov/committees.asp
• U.S. Senate committees www.senate.gov/pagelayout/
  committees/d_three_sections_with_teasers/committee
  s_home.htm
• U.S. House committees
• www.house.gov/
• Who are your likely supporters and opponents in
  the legislature and in interest groups?
• Connecting with policymakers on a personal level
  is critical to building a working relationship.
• Learn about who they are and what is important to
  them.
• Find out what you have in common and work from
  there.
• Always treat policymakers with respect and show
  your appreciation for the work that they do.

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Advocacy TipsFirst Things First Do Your
Homework

• Analyze and track proposed legislation
• Identify the purpose and goals of the bill, both
  overt and covert.
• Examine the bills contents.
• What will the bill accomplish and not accomplish?
• Identify the financial implications of the bill.
• Are there plans to make sure the cost is covered
  in appropriations?
• Identify supporters and opponents of the bill.
• Establish the bills legislative history
  sponsor.
• Identify the bills pros, cons, and alternatives.
• State of Michigan legislation can be tracked at
  http//www.legislature.mi.gov/
• Federal legislation can be tracked at
  http//thomas.loc.gov/

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Advocacy Tips Build a Coalition

• Coalitions of agencies bringing a shared message
  have a more powerful impact than an agency acting
  alone.
• When conflicting messages are delivered to
  policymakers by agencies doing similar work, each
  agencys message is weakened.
• Socollaborate with other agencies with similar
  positions and interests.
• Hold informal gatherings of agencies in your
  community to talk about policy issues.
• Develop a formal coalition of agencies in your
  community.
• Work together to formulate a cohesive message.
• Share legislative updates with one another
  through email or a website.
• Deliver your coalitions message with the backing
  of each agency.
• Work with community members and incorporate
  survivors into your policy work.
• Develop a coalition of agencies local
  policymakers.
• Meet together to discuss important issues facing
  crime victims in the community.

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Advocacy TipsTake Action

• There are many ways to communicate your message
  to policymakers.
• Check out the next few slides for tips on
• Involving your legislator with the activities of
  your agency
• Writing a letter
• Meeting in person
• Getting the community involved
• For more information, be sure to read Nonprofit
  Legislative Advocacy 101 in the Fall 2004 edition
  of The Michigan Advocate.

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Advocacy Tips Take ActionFamiliarize
Policymakers with Your Agency

• Policymakers need to know the importance of the
  work that you do and to see the needs of the
  victims you serve.
• Share written material on your agency with
  policymakers, such as your annual report or
  newsletters.
• Highlight positive evaluation results
  cost/benefit information.
• Emphasize the need that you meet in the
  community.
• Include personal touches, such as survivor
  stories or photographs, to illustrate your
  points.
• Clearly articulate the policy implications of
  your work.
• Update policymakers on the work of your agency
  share important milestones.
• Invite policymakers to agency meetings and
  events.
• Invite policymakers to your agency for a site
  visit.
• Seeing your work can have a lasting impact!
• Always remember to say thank you!

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Advocacy Tips Take Action Write a letter

• Just a few personal letters on a specific topic
  can get a legislators attention.
• When writing a letter to a policymaker, keep the
  following tips in mind
• Be professional.
• Address your letter properly, and check your
  grammar and spelling (see the template on the
  next slide).
• Know your audience.
• Different individuals will find different
  messages persuasive.
• Know the issue.
• Communicate the most salient and persuasive
  points.
• Always be truthful.
• Be clear, concise, and organized.
• Limit your comments to one (1) typed page.
• You can always include supporting documents, such
  as a position paper or resource list.
• Give examples.
• Let your legislator know how the issue impacts
  the community s/he represents.
• Make specific recommendations for action.
• Be courteous and respectful, but not apologetic.
• Use your own words and letterhead.
• Post cards, email, and form letters tend to be
  less influential.
• Mail letters to State officials, but fax them to
  U.S. officials.

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Advocacy Tips Take Action Write a letter a
template

• Your name
• Your address
• Date
• The Honorable Mary Smith
• United States Senate (or House of
  Representatives)
• Washington, DC 20510 (20515 House)
• Dear Senator Smith (Dear Representative Smith)
• Text of the letter
• State who you are and the issue about which you
  are writing.
• Explain how the issue impacts you or your work.
• Describe the facts of the current situation and
  justify the need for action.
• Explain what action you would like taken.
• Request a response.
• Sincerely,

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Advocacy Tips Take ActionMeeting in Person

• Meeting in person can be even more effective than
  a phone call.
• When meeting in person, be sure to
• Schedule the meeting in advance.
• Meet on home ground in his or her district when
  possible.
• Make a personal connection.
• Did you go to the same high school? Do you both
  run? Do you share a love for Golden Retrievers?
• Show appreciation for his or her work.
• Find a vote you agreed with and say thank you.
• Be respectful of his or her time.
• Be punctual.
• Keep the meeting brief.
• Do not be disappointed if you end up meeting with
  a staff person.
• Staff provide legislators with the information
  they use to make decisions and are critical to
  the legislative process. Building relationships
  with legislative staff is very valuable.
• Be prepared to communicate your message.
• Provide specific information, request a specific
  action, and be available to answer questions or
  provide more information.
• Ask for his or her position on the issue.
• Provide your contact information.
• Send a thank you note the next day.

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Advocacy Tips Take ActionMaking a Phone Call

• The tips for meeting in-person apply here as
  well, but be particularly sure to
• Be courteous and respectful toward everyone you
  speak with.
• Ask to speak with your representative or senator.
  
• If he or she is unavailable, remember that staff
  play a critical role, and they might be able to
  give you more time to discuss your position.
• Establish a bond and show appreciation.
• Be clear, specific, and concise.
• This is particularly important on the phone you
  wont have the benefit of non-verbal cues.
• Keep it brief and to-the-point.
• Provide contact information and stress that you
  are available to answer questions or provide more
  information.
• Send a thank you note the next day.

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Advocacy Tips Take ActionGet the Community
Involved

• Raising awareness in your community can influence
  the political agenda and impact policy decisions.
• To get the community engaged
• Hold community forums to discuss issues facing
  victims of crime.
• Host letter-writing or calling campaigns.
• Host community breakfasts to discuss policy
  issues.
• Hold a rally or press conference.
• Get policymakers involved with these community
  events.
• Be sure to involve the media!

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Advocacy Tips Take Action Other Approaches

• Become even more involved by
• Testifying
• Committee meeting schedules are posted online for
  both the federal and state government.
• Preparing a brief or position paper
• Preparing pro-active legislation
• Work with a legislator to introduce a bill.

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Advocacy Tips In Brief10 Strategies

• Expand dialogue among your agency partners
  regarding creating a shared agenda for advocacy
  a shared vision communicated by several agencies
  is particularly persuasive.
• Use your agencys email system or website to
  share information about State and national policy
  issues (e.g., opportunities to testify,
  exciting/troubling developments, upcoming votes,
  etc.).
• Write letters to policymakers that are endorsed
  by your agency on agency letterhead.
• Include policymakers in your work to help them
  see the importance of what you do and the
  challenges facing the clients you serve. Invite
  policymakers to meetings, presentations, events,
  or to tour your facility.
• Send policymakers resource materials produced by
  your agency to help them become familiar with
  your work.
• Include the policy implications of your work in
  presentations and in resource materials.
• Build ongoing, trusting relationships with
  legislators and legislative staff relationships
  are the key to successful advocacy.
• Encourage public dialogue regarding the tangible
  effects of policy choices on crime victims.
• Send a member of your staff to testify at
  legislative hearings.
• Prepare and submit pro-active legislation.

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Where to go for more information

• National Association of VOCA Assistance
  Administrators
• www.navaa.org
• National Organization for Victim Assistance
• www.trynova.org
• Federal Office for Victims of Crime
• www.ojp.usdoj.gov/ovc/
• Michigan Nonprofit Association
• www.mnaonline.org
• Charity Lobbying in the Public Interest
• www.clpi.org
• Alliance for Justice
• www.afj.org
• OMB Watch
• www.ombwatch.org

• Michigan Crime Victim Services Commission
• http//www.michigan.gov/mdch/0,1607,7-132-2940_318
  4---,00.html
• Independent Sector
• www.independentsector.org
• Michigans Children
• www.michigangschildren.org
• State of Michigan
• www.michigan.gov
• Federal Government
• www.firstgov.gov
• Library of Congress
• www.thomas.loc.gov
• APA Public Policy Office
• www.apa.org/ppo