From the main search page, search by the official's last name. To avoid duplicates, it is essential that you NEVER type in an official's first name. If it is a somewhat common last name, feel free to limit the search by state. If multiple people with the same or similar name appear, this is a possible dupe situation, in which case you should either resolve the dupe (Check out the Dupes page) or write down the candidate ID number and put it in the Dupes Tracking Sheet. If the person you are looking for is still not appearing, add the person into admin using the instructions on the Adding Someone Into Office page or let your supervisor know.
To start off, go to the person's individual profile in admin.
Offices Tab:
- Remove person from previous office if necessary (see: Removing Someone from Office)
- Under "Office History," click "Add New." If the person has previously held an office, the information will automatically show up when you add a new office. If you cannot find any information for a certain field, be sure to clear that field.
- Select the appropriate Office Title from the drop down menu.
- Add/update Office Election and Appointment Dates. If the person is currently in office, change the status to "Active." If the person has not yet taken office, change the status to "Elected," and make a note to yourself to change the status to "Active" on the appropriate date.
- "Party": put the party as it appears on the official government website for that office. If the party is not listed, see the instructions for Adding A Political Party.
- "State": list the appropriate state. If it is a federal office (other than congress), select "National."
- "District:" select the district as it appears on the official government website for that office. If the needed district is not showing up, contact your supervisor or put in a Mantis request, being as specific as possible. Newly-elected/appointed U.S. Senators should typically be marked as "Jr.," unless the other seat is open. Look up the other U.S. Senator in that state and be sure to change this other Senator's office information ("district") to read "Sr."
- Web Import ID: leave blank unless it is a member of Congress or the U.S. Senate. This ID is used to import that officials votes from Congress.gov, so it is critical that is entered correctly. You can find the correct format of web ID's for the U.S. Senate and U.S. House on Congress.gov's Roll Call Votes. If you have any questions, consult the Key Votes Director.
- Add Committee Assignments and Leadership Positions as necessary. If they are not yet available, make a note to add this information at a later date.
Addresses Tab:
Be sure to select the appropriate office, and not the campaign address. Using the official's website, add all addresses and web addresses using the following guidelines:
State Legislators' Address Types
Congressional Address Types
Statewide Officials Address Types
Entering New Addresses
City, State & Zip
Phone & Fax Numbers
E-Mail & Web Addresses
Bio Tab:
- Under "Political Experience," change the dates of their previous office to reflect the fact that they have left office (if applicable). Add the current office and dates. If the person assumed office by appointment or special election, have a separate line noting this. See the Political Experience Guidelines for exact methods and formatting rules.
- Check with your supervisor and update the rest of the Bio if necessary. Be sure to closely follow the standards of the Biographical Information Guide.
- Click "Save."
