Communicating with Policymakers

Advocacy Tips for Agencies Serving Crime Victims

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

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.

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!

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.

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 bill’s 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.

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 doesn’t 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...

Bill Introduced Bill Introduced

Referred to Committee than Subcommittee

Referred to Committee than Subcommittee

Subcommittee hearings and markup

Subcommittee hearings and markup

Subcommittee Approves Subcommittee Approves

Committee Consideration Committee Consideration

Committee Reports Out Committee Reports Out

Committee Report Filed Committee Report Filed

Senate Floor House Floor

Senate amends House Bill

House amends Senate Bill

Senate Floor House Floor

Conference Committee & Report

Adoption by both houses

White House – approve or veto

Senate HouseThe Federal Legislative Process

The Policymaking Process:Legitimization of Policies

For more information on the legislative process in Michigan, visit: http://www.legislature.mi.gov/mileg.asp?Page=Publications 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!)

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 another’s 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/component/main

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.

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.”

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 Children’s Defense Fund

Advocacy TipsFirst Things First – Do Your Homework Get to know the issue.

Know what’s 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.

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-senator.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/contact_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/new%20rulesandcommittees.htm Michigan House committees:

house.michigan.gov/committees.asp U.S. Senate committees: www.senate.gov/pagelayout/committees/d_three_sections_with_teasers/

committees_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. Give them every reason to believe that you and the information you provide are trustworthy.

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 bill’s 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 bill’s legislative history & sponsor. Identify the bill’s 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/

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 agency’s message is weakened.

So…collaborate 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 coalition’s 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.

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.

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!

Advocacy Tips: Take Action Write a letter Just a few personal letters on a specific topic can get a legislator’s 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.

Send thank you notes when s/he provides helpful information or services, or votes as you asked.

Advocacy Tips: Take Action Write a letter – a template

Your nameYour address

Date

The Honorable Mary SmithUnited 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,

Your name & position

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.

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 won’t 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.

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!

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.

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 agency’s 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.

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_3184---,00.html

Independent Sector www.independentsector.org

Michigan’s 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