Wiki source for AddingSomeoneintoOfficeManually
@@===**Adding Someone Into Office Manually**===@@----
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 Dupes page]]) or write down the candidate ID number and put it in the [[https://docs.google.com/spreadsheets/d/1ePmLred45naYs4_oDGwBh29SEq7ZH4LcZwGn-2Byicw/edit#gid=829822144 Dupes Tracking Sheet]]. If the person you are looking for is still not appearing, add the person into admin using the instructions on the [[http://wiki.votesmart.org/AddingSomeoneintoOfficeManually Adding Someone Into Office page]] or let your supervisor know.
To start off, go to the person's individual profile in admin.
**Offices Tab:**
~1) Remove person from previous office if necessary (see: [[RemovingSomeoneFromOffice Removing Someone from Office]])
~1) 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.
~1) Select the appropriate Office Title from the drop down menu.
~1) Add/update [[Office 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.
~1)"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 [[AddingAPoliticalParty Adding A Political Party]].
~1) "State": list the appropriate state. If it is a federal office (other than congress), select "National."
~1) "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 [[http://www.mantis.votesmart.org 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."
~1) 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 [[https://www.congress.gov/ 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 [[https://www.congress.gov/roll-call-votes Roll Call Votes]]. If you have any questions, consult the Key Votes Director.
~1) Add [[Committees Committee Assignments]] and [[IndividualsLeadershipPositions 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 State Legislators' Address Types]]
[[Cong Congressional Address Types]]
[[Statewide Statewide Officials Address Types]]
[[New Entering New Addresses]]
[[Zip City, State & Zip]]
[[Phone Phone & Fax Numbers]]
[[Email E-Mail & Web Addresses]]
==Bio Tab:==
~1) 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 [[Experience Political Experience Guidelines]] for exact methods and formatting rules.
~1) Check with your supervisor and update the rest of the Bio if necessary. Be sure to closely follow the standards of the [[BioGuide Biographical Information Guide]].
~1) Click "Save."
==Photo:==
See instructions for [[http://wiki.votesmart.org/Photos photos]]
==Web Check:==
Look up the list of officials for that office on the [[https://votesmart.org/officials#.XJlMRHU3kfI Live Website]] and confirm that the newly added official is showing up properly.
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 Dupes page]]) or write down the candidate ID number and put it in the [[https://docs.google.com/spreadsheets/d/1ePmLred45naYs4_oDGwBh29SEq7ZH4LcZwGn-2Byicw/edit#gid=829822144 Dupes Tracking Sheet]]. If the person you are looking for is still not appearing, add the person into admin using the instructions on the [[http://wiki.votesmart.org/AddingSomeoneintoOfficeManually Adding Someone Into Office page]] or let your supervisor know.
To start off, go to the person's individual profile in admin.
**Offices Tab:**
~1) Remove person from previous office if necessary (see: [[RemovingSomeoneFromOffice Removing Someone from Office]])
~1) 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.
~1) Select the appropriate Office Title from the drop down menu.
~1) Add/update [[Office 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.
~1)"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 [[AddingAPoliticalParty Adding A Political Party]].
~1) "State": list the appropriate state. If it is a federal office (other than congress), select "National."
~1) "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 [[http://www.mantis.votesmart.org 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."
~1) 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 [[https://www.congress.gov/ 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 [[https://www.congress.gov/roll-call-votes Roll Call Votes]]. If you have any questions, consult the Key Votes Director.
~1) Add [[Committees Committee Assignments]] and [[IndividualsLeadershipPositions 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 State Legislators' Address Types]]
[[Cong Congressional Address Types]]
[[Statewide Statewide Officials Address Types]]
[[New Entering New Addresses]]
[[Zip City, State & Zip]]
[[Phone Phone & Fax Numbers]]
[[Email E-Mail & Web Addresses]]
==Bio Tab:==
~1) 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 [[Experience Political Experience Guidelines]] for exact methods and formatting rules.
~1) Check with your supervisor and update the rest of the Bio if necessary. Be sure to closely follow the standards of the [[BioGuide Biographical Information Guide]].
~1) Click "Save."
==Photo:==
See instructions for [[http://wiki.votesmart.org/Photos photos]]
==Web Check:==
Look up the list of officials for that office on the [[https://votesmart.org/officials#.XJlMRHU3kfI Live Website]] and confirm that the newly added official is showing up properly.
