Revision history for BulkCandidateContacts
Additions:
[[https://docs.google.com/document/d/1BqH5yooZyuo-6JLoythTw0KvASwSPxf23aL5tmwXotE/edit 1. Initial Mailing]]
[[https://docs.google.com/document/d/15s1Pz5vLE0qsXBYuvFqRbXOCZcqjQJxMID1s2mDCjz0/edit 2. Confirmation Email]]
[[https://docs.google.com/document/d/1f6J8ZYFOUlgA6iZM0lk1fUx-JsXA3eRLDchtJDz6Yig/edit 3. President's Message Email]]
[[https://docs.google.com/document/d/1OA8Z6j6MTs6MkEPbdhObdl2xR0knJR83QHq54u6x12M/edit 4. Nag Email Mailing]]
[[https://docs.google.com/document/d/1nZ1o_DC2KGxLVqT7zdHhvC772QErPv2gox7ulTM40b0/edit 5. Hail Mary email]]
The Political Courage Test Administrator will reference the Elections Department Master Calendar to determine when to send out each form of bulk email communication. The Confirmation, Nag, and Hail Mary emails all use a similar process, although the text and subject lines vary from message to message. Refer to the previously approved text for each bulk email. The process works as follows:
- Check the "unpassed candidates" box
- As soon as the list is generated, scroll through the generated list to make sure the state and office levels are correct
- Copy and paste the email content (subject line and body) from the file on the NPAT drive into the admin email textbox
- Email lists longer than 100 emails sometimes send messages straight to candidates' spam folders, or fail to send. To avoid this issue, you can split the contacts into smaller groupings, by state and/or office. It can also help to space out these groupings, with 10 or 15 minutes between emails. After sending to the first group, you will need to start the process over and generate the list again. Make sure to follow all the steps again while doing this. Note that it is easy to make a mistake and miss checking a box while quickly generating subsequent lists!
[[https://docs.google.com/document/d/15s1Pz5vLE0qsXBYuvFqRbXOCZcqjQJxMID1s2mDCjz0/edit 2. Confirmation Email]]
[[https://docs.google.com/document/d/1f6J8ZYFOUlgA6iZM0lk1fUx-JsXA3eRLDchtJDz6Yig/edit 3. President's Message Email]]
[[https://docs.google.com/document/d/1OA8Z6j6MTs6MkEPbdhObdl2xR0knJR83QHq54u6x12M/edit 4. Nag Email Mailing]]
[[https://docs.google.com/document/d/1nZ1o_DC2KGxLVqT7zdHhvC772QErPv2gox7ulTM40b0/edit 5. Hail Mary email]]
The Political Courage Test Administrator will reference the Elections Department Master Calendar to determine when to send out each form of bulk email communication. The Confirmation, Nag, and Hail Mary emails all use a similar process, although the text and subject lines vary from message to message. Refer to the previously approved text for each bulk email. The process works as follows:
- Check the "unpassed candidates" box
- As soon as the list is generated, scroll through the generated list to make sure the state and office levels are correct
- Copy and paste the email content (subject line and body) from the file on the NPAT drive into the admin email textbox
- Email lists longer than 100 emails sometimes send messages straight to candidates' spam folders, or fail to send. To avoid this issue, you can split the contacts into smaller groupings, by state and/or office. It can also help to space out these groupings, with 10 or 15 minutes between emails. After sending to the first group, you will need to start the process over and generate the list again. Make sure to follow all the steps again while doing this. Note that it is easy to make a mistake and miss checking a box while quickly generating subsequent lists!
Deletions:
2. Confirmation Email (& calls to Congressional candidates)
3. President's Message Email
4. Red Card Mailing
5. Nag Email Reminder
6. Hail Mary email (& calls to Congressional candidates who have a completed but not submitted PCT)
===Initial Mailing===
The Political Courage Test Administrator will reference the PCT Master Calendar to determine when to send out each group's initial mailing. In preparation for the initial mailing, the administrator will coordinate with Elections Monitoring and Profiles staff to ensure the candidate lists are up-to-date with as much contact information as possible. Follow these steps to prepare the Initial Mailing:
- Select all states you're mailing the PCT to
- Check the "unpassed candidates" box
- Select "Show Mail Merge Candidate List" (or Bulk Email if needed)
- Select update passwords if including passwords in the communication (typically, you will do this for the initial mailing only. For secondary contacts, this will override any password sent in previous contacts. At the same time, if you are including passwords in the communication and don't select "update passwords," it will give you UNUSABLE passwords which you don't ever want to give out. Verify with your supervisor what should be done with each contact if it's not clear.)
- **Before processing the mail merge, check the candidates listed to make sure you have all of the states in the group, and the correct office(s) that you are administering to**
- Click the Process Mail Merge button. This will create a data file you'll open with Excel or Calc. When opening your mail merge sheet make sure "tab" is the only separator selected.
- Save as a XLS file and make sure to "keep current format"
- Make sure all data is under the correct heading (that nothing shifted columns during the import, which can happen if other separators are selected along with "tab") - **also be sure to check the sheet for any special characters or other display issues that will impact the mailing**
- Document the total number of rows in this file- this will give you an idea of how many letters you will need to print.
- Sort the data ("data" -> "sort data") to be ordered by state (ascending) and then lastname (ascending)
- Send the xls sheet to yourself over email so you can download it on the windows computer
- Download the xls sheet on the windows computer and follow the directions for formatting and printing a mail merge: [http://wiki.votesmart.org/MailMergesMicrosoftOffice]
The Political Courage Test Administrator will also be responsible for obtaining approval before mailing the letters and creating a team to assemble the mailing:
- After generating the full list of letters to candidates, email the office directing everyone to hold off on printing until the PCT print is over
- Replace the paper with letterhead and print the first letter only
- Give to Department Director and then National Director for approval
- While waiting for approval select "NPATs mailed" in Data/election stages for each election being contacted. This will make the online version of the test accessible to candidates and will also update all candidates in that election to the current testing message. Also click "Live Web" under "NPAT Release Status." This will make sure the "pending" message shows up on the website for candidates. This button will not fail candidates until the coded deadline is triggered by hitting the button a second time, at the end of testing.
- Do a mail merge to create envelopes using the exact same xls sheet as the letters
- When necessary approval is given, print letters and envelopes (make sure they are kept in the same order)
- **Test one candidate from each state in the mail merge to make sure you are able to log into their secure.votesmart.org profile**
- Assemble Mailing: Sign Letters, Fold and stuff into envelopes (check to make sure address on letter matches envelope), glue & stamp
- Fill out bulk mailing form, make copies for National Director & DevCom, and take mailing to the post office
- Print the list of Candidate IDs and Passwords (from the initial mail merge) for all staff handling candidate communications
The Political Courage Test Administrator will reference the PCT Master Calendar to determine when to send out each form of bulk email communication. The Confirmation, Nag, and Hail Mary emails all use a similar process, although the text and subject lines vary from message to message. Refer to the previously approved text for each bulk email. The process works as follows:
- Check the "unpassed candidates" box
- **As soon as the list is generated, scroll through the generated list to make sure the state and office levels are correct**
- Copy and paste the email content (subject line and body) from the file on the npat drive into the admin email textbox
- **Email lists longer than 100 emails sometimes send messages straight to candidates' spam folders, or fail to send. To avoid this issue, you can split the contacts into smaller groupings, by state and/or office. It can also help to space out these groupings, with 10 or 15 minutes between emails. After sending to the first group, you will need to start the process over and generate the list again. Make sure to follow all the steps again while doing this. Note that it is easy to make a mistake and miss checking a box while quickly generating subsequent lists!**
===Red Card Mailing===
This mailing serves as a final warning to candidates by mail, and the Political Courage Test Administrator will be responsible for preparing it. The Red Card requires a very different formatting process than the Initial Mailing. The front and back of the card require separate instructions, outlined below:
==Front of Card==
The only change that needs to happen on this side of the card between npat groups is the Due Date, but changing it requires a few steps:
- Go to the Windows computer and open the word doc for template Front of Red Card Picture
- Change Due Date to that of the current npat group
- Export to PDF
- Send PDF to yourself via email and open the PDF on a Linux computer
- Take a screen-shot of the PDF (SHIFT + Print Screen), cutting as close to the black edges of the image as possible, and send it back to yourself via email as a PNG
- Open the template Front of Red Card Print Page
- Delete the previous contents
- Download the PNG image and paste it into the upper lefthand quadrant
- Right click on the image and change the text wrapping to "square"
- Turn on the grid lines under "view"
- Resize the image and position it so the margins on every side will be even when cut (roughly 1.5 grid squares on the left side and 2.5 grid squares on the top, although this will not line up exactly)
- Once it's sized correctly, copy it and paste the image into the other three quadrants
- Line them up similarly, ensuring there is a buffer of roughly 4 grid squares between them to the left and right and roughly 4.5 grid squares top and bottom
- Print a copy to be approved (start working on back of card)
==Back of Card==
- Run an admin mail merge for the current npat group (use exact instructions + checks from Initial Mailing instructions)
- send to yourself via email
- **Be sure to check the sheet for any special characters or other display issues that will impact the mailing**
- Instead of using a template, open the last npat groups Back of Red Card to go off of (it's easier)
- Go back a few steps in the mail merge to the step where you can "use a different mail merge list"
- If necessary, select "labels" as the type of mailing
- Use the mail merge address list for the current mailing
- Go to final mail merge step
- **check to make sure the names/addresses listed are correct**
- Place the testing Front of Card upside down in paper tray and print a test Back of Card to give you a full test print
==Approval + Printing==
- Once you have a finished version of the front and back of the card, print together (instructions below)
- Cut test print in quadrants and give to Department Direct and National Director for approval
- Once approved print the Front of the Card first
- The numbers of copies you print is the total number of addresses being mailed divided by 4 (4 cards per page)
- Round up to the nearest whole number
- Place all of the pages printed from the above step upside down in the paper tray
- **MAKE SURE THEY ARE FACING THE RIGHT WAY - DO A PRACTICE PRINT FOR 1 SHEET FIRST**
- Print the Back of the Card
- Cut all sheets along quadrants, stamp them
- Put the cards into outgoing mail tray or bring them to any blue US Postal Service box if mail has already come
- Most efficient with 2 - 3 people
===Candidate Communications Timeline (Congress)===
{{files}}
====**Previous Version**====
**Candidate Contact Materials**
Standard administration crosses 6 weeks (no fewer than 4 weeks) and includes:
1. Initial Mailing
2. Confirmation Email (& Calls to Congressional Candidates)
3. President's Message Email
4. Red Card Mailing
5. Nag Email Reminder
6. Hail Mary email (& Calls to Congressional Candidates who have a completed but not submitted PCT)
During the testing period, do not disclose the status of any candidate's PCT to anyone besides the candidate. All PCTs for a state are released to the public at the same time to be fair to all candidates (typically 2 weeks after that state's deadline). While not encouraged, candidates may change or add to their answers at any time, provided they detail these changes clearly in writing and include their signature for our records (these should be processed and checked all in the same day and put with their original PCT). When a candidate changes their answers, the change and date of change should be noted in the "Other or expanded principals" section of their PCT.
====Bulk Mail & Email Comunications====
**The Key to Successful Bulk Communications is to be Prepared**
Be sure to have QC and/or your own staff do multiple checks on the contact information we receive from states and complete extended contact information for each candidate. Also, give QC a heads up and let them know what state you will be sending a bulk communication to. We have run into some problems in the past with candidates being added after a merge.
The Dates and Deadlines calendar(s) determine when candidates from a particular state and office are tested. The NPAT groups established in this calendar are sent to IT at the beginning of an election year.
These groupings determine what will display in a mail merge. When contacting a group, you must be sure to include in your mail merges all appropriate states and offices, as well as that group's exception candidates (a separate mail merge). For any contacts conducted, ensure the following candidates are included: those with election statuses of Potential, Announced, and Too Close To Call. In other words, anyone who is a possible candidate, who has not already passed that PCT for the year, is not an exception candidate for a later group, and has valid contact information should appear in your mail merge. If not appearing in your mail merge by default, they should be manually added or else have their NPAT Group changed to a later exception group or "Added." Also, ensure that contact information attached to their current office is included.
In addition to the information below, the document entitled "PCT Mailing Checklist" should be used. The general rules for candidate communications should always apply.
====Procedure for Bulk Communications====
===Initial Mailing===
==Create Candidate Mail Merge Data File==
- Make sure all the states are selected that you are mailing the PCT to
- Check the "unpassed candidates" box
- Select "Show Mail Merge Candidate List" (or Bulk Email if needed)
- Select update passwords if including passwords in the communication (definitely do this for the first contact in which passwords are to be sent. For secondary contacts, this will override any password sent in previous contacts. At the same time, if you are including passwords in the communication and don't select "update passwords," it will give you UNUSABLE passwords which you don't ever want to give out. Verify with your supervisor what should be done with each contact if it's not clear.)
- **Before processing the mail merge, check the candidates listed to make sure you have all of the states in the group, and the correct office(s) that you are administering to**
- Click the Process Mail Merge button. This will create a data file you'll open with Excel or Calc. When opening your mail merge sheet make sure "tab" is the only separator selected.
- Save as a XLS file and make sure to "keep current format"
- Make sure all data is under the correct heading (that nothing shifted columns during the import, which can happen if other separators are selected along with "tab")
- Document the total number of rows in this file- this will give you an idea of how many letters you will need to print.
- Sort the data ("data" -> "sort data") to be ordered by state (ascending) and then lastname (ascending)
- Send the xls sheet to yourself over email so you can download it on the windows computer
==Completing the Mail Merge==
-Download the xls sheet on the windows computer and follow the directions for formatting and printing a mail merge: [http://wiki.votesmart.org/MailMergesMicrosoftOffice]
==Approval & Mailing Assembly==
- After generating the full list of letters to candidates, email the office directing everyone to hold off on printing until the PCT print is over
- Replace the paper with letterhead and print the first letter only
- Give to Department Director and then National Director for approval
- While waiting for approval select "NPATs mailed" in Data/election stages for each election being contacted. This will make the online version of the Test accessible to candidates and will also update all candidates in that election to the current testing message.
- Do a mail merge to create envelopes using the exact same xls sheet as the letters
- When necessary approval is given, print letters and envelopes (make sure they are kept in the same order)
- **Test one candidate from each state in the mail merge to make sure you are able to log into their secure.votesmart.org profile**
- Assemble Mailing - Sign Letters, Fold and stuff into envelopes (check to make sure address on letter matches envelope), glue & stamp
- Fill out bulk mailing form, make copies for National Director & DevCom, and take mailing to the post office
- Print the list of Candidate IDs and Passwords (from the initial mail merge) for all staff handling candidate communications
Confirmation, Nag, or Hail Mary Emails are all sent out during a normal PCT administration period
- Make sure all the states are selected that you are mailing the PCT to
- Check the "unpassed candidates" box
- **As soon as the list is generated, scroll through the generated list to make sure the state and office levels are correct**
- Copy and paste the email content (subject line and body) from the file on the npat drive into the admin email textbox
- After getting a approval, remove emails from the "To:", check your mailing list one more time, and send to candidates
- **When email lists are especially long (greater than 300 emails), it helps the sending process to break it up into two smaller emails. To do this, only select half of the states for each email. After sending to the first group, you will need to start the process over and generate the list for the second group. Make sure to follow all the steps again while doing this, it is easy to make a mistake and miss checking a box while quickly generating the second list!**
===Red Card Mailing===
This mailing requires a very different formatting process than the initial mailing. The Front of the Card and the Back of the card require different instructions, outlined below:
==Front of Red Card==
The only change that needs to happen on this side of the card between npat groups is the Due Date, but changing it requires a few steps:
- Go to the Windows computer and open the word doc for template Front of Red Card Picture
- Change Due Date to that of the current npat group
- Export to PDF
- Send PDF to yourself via email and open the PDF on a Linex computer
- Take a screen-shot of the PDF (SHIFT + Print Screen), cutting as close to the black edges of the image as possible, and send it back to yourself via email as a PNG
- Open the template Front of Red Card Print Page
- Delete the previous contents
- Download the PNG image and paste it into the upper lefthand quadrant
- Right click on the image and change the text wrapping to "square"
- Turn on the grid lines under "view"
- Resize the image and position it so there are roughly 1.5 grid squares on the left side and 2.5 grid squares on the top (it will not line up exactly)
- Once it's sized correctly, copy it and paste it into the other three quadrants
- Line them up similarly, ensuring there is a buffer of roughly 4 grid squares between them to the left and right and roughly 4.5 grid squares top and bottom
- Print a copy to be approved (start working on back of card)
==Back of Card==
- Run an admin mail merge for the current npat group (use exact instructions + checks from Initial Mailing instructions)
- send to yourself via email
- Instead of using a template, open the last npat groups Back of Red Card to go off of (it's easier)
- Go back a few steps in the mail merge to the step where you can "use a different mail merge list"
- If necessary, select "labels" as the type of mailing
- Use the mail merge address list for the current mailing
- Go to final mail merge step
- **check to make sure the names/addresses listed are correct**
- Place the testing Front of Card upside down in paper tray and print a test Back of Card to give you a full test print
==Approval + Printing==
- Once you have a finished version of the front and back of the card (instructions below), print together
- Cut test print in quadrants and give to Department Direct and National Director for approval
- Once approved print the Front of the Card first
- The numbers of copies you print is the total number of addresses being mailed divided by 4 (4 Cards per page)
- Round up to the nearest whole number
- Place all of the pages printed form the above step upside down in the paper tray
- **MAKE SURE THEY ARE FACING THE RIGHT WAY - DO A PRACTICE PRINT FOR 1 SHEET FIRST**
- Print the Back of the Card
- Cut all sheets along quadrants, stamp them, and put into outgoing mail tray (or bring to any blue US Postal Service box if mail has already come)
- Most efficient with 2 - 3 people
===Candidate Communications Timeline (Congress)===
{{files}}
Revision [56356]
Edited on 2019-09-17 12:34:06 by JamesW [Checking Special Characters in mail merge sheets]Additions:
- Make sure all data is under the correct heading (that nothing shifted columns during the import, which can happen if other separators are selected along with "tab") - **also be sure to check the sheet for any special characters or other display issues that will impact the mailing**
- **Be sure to check the sheet for any special characters or other display issues that will impact the mailing**
- **Be sure to check the sheet for any special characters or other display issues that will impact the mailing**
Revision [54705]
Edited on 2019-04-25 09:41:14 by hthayer [Checking Special Characters in mail merge sheets]Additions:
- While waiting for approval select "NPATs mailed" in Data/election stages for each election being contacted. This will make the online version of the test accessible to candidates and will also update all candidates in that election to the current testing message. Also click "Live Web" under "NPAT Release Status." This will make sure the "pending" message shows up on the website for candidates. This button will not fail candidates until the coded deadline is triggered by hitting the button a second time, at the end of testing.
Deletions:
Revision [54526]
Edited on 2019-03-04 11:22:58 by hthayer [Checking Special Characters in mail merge sheets]Additions:
====**Previous Version**====
Deletions:
Revision [54525]
Edited on 2019-03-04 11:22:25 by hthayer [Checking Special Characters in mail merge sheets]Additions:
===Previous Version===
Revision [54036]
Edited on 2018-11-19 11:47:16 by hthayer [Checking Special Characters in mail merge sheets]Additions:
The Political Courage Test Administrator will work with the Elections Research Director (as necessary) to carry out scheduled mail and email communications throughout the administration period for each candidate group. These communications will be included in the PCT Master Calendar. Political Courage Test administration for each group spans 6 weeks (no fewer than 4 weeks), and mail/email contacts include, in this order:
The Political Courage Test Administrator will reference the PCT Master Calendar to determine when to send out each form of bulk email communication. The Confirmation, Nag, and Hail Mary emails all use a similar process, although the text and subject lines vary from message to message. Refer to the previously approved text for each bulk email. The process works as follows:
The Political Courage Test Administrator will reference the PCT Master Calendar to determine when to send out each form of bulk email communication. The Confirmation, Nag, and Hail Mary emails all use a similar process, although the text and subject lines vary from message to message. Refer to the previously approved text for each bulk email. The process works as follows:
Deletions:
The Political Courage Test Administrator will reference the PCT Master Calendar to determine when to send out each form of bulk email communication. The Confirmation, Nag, and Hail Mary emails all use a similar process, although the text and subject lines vary from message to message. Refer to the previously approved contact message for each bulk email. The process works as follows:
Revision [53866]
Edited on 2018-11-16 10:41:50 by hthayer [Checking Special Characters in mail merge sheets]Additions:
The Political Courage Test Administrator will work with the Research Director (as necessary) to carry out scheduled mail and email communications throughout the administration period for each candidate group. These communications will be included in the PCT Master Calendar. Political Courage Test administration for each group spans 6 weeks (no fewer than 4 weeks), and mail/email contacts include, in this order:
The Political Courage Test Administrator will reference the PCT Master Calendar to determine when to send out each group's initial mailing. In preparation for the initial mailing, the administrator will coordinate with Elections Monitoring and Profiles staff to ensure the candidate lists are up-to-date with as much contact information as possible. Follow these steps to prepare the Initial Mailing:
- Download the xls sheet on the windows computer and follow the directions for formatting and printing a mail merge: [http://wiki.votesmart.org/MailMergesMicrosoftOffice]
The Political Courage Test Administrator will also be responsible for obtaining approval before mailing the letters and creating a team to assemble the mailing:
- While waiting for approval select "NPATs mailed" in Data/election stages for each election being contacted. This will make the online version of the test accessible to candidates and will also update all candidates in that election to the current testing message.
- Assemble Mailing: Sign Letters, Fold and stuff into envelopes (check to make sure address on letter matches envelope), glue & stamp
The Political Courage Test Administrator will reference the PCT Master Calendar to determine when to send out each form of bulk email communication. The Confirmation, Nag, and Hail Mary emails all use a similar process, although the text and subject lines vary from message to message. Refer to the previously approved contact message for each bulk email. The process works as follows:
This mailing serves as a final warning to candidates by mail, and the Political Courage Test Administrator will be responsible for preparing it. The Red Card requires a very different formatting process than the Initial Mailing. The front and back of the card require separate instructions, outlined below:
==Front of Card==
The Political Courage Test Administrator will reference the PCT Master Calendar to determine when to send out each group's initial mailing. In preparation for the initial mailing, the administrator will coordinate with Elections Monitoring and Profiles staff to ensure the candidate lists are up-to-date with as much contact information as possible. Follow these steps to prepare the Initial Mailing:
- Download the xls sheet on the windows computer and follow the directions for formatting and printing a mail merge: [http://wiki.votesmart.org/MailMergesMicrosoftOffice]
The Political Courage Test Administrator will also be responsible for obtaining approval before mailing the letters and creating a team to assemble the mailing:
- While waiting for approval select "NPATs mailed" in Data/election stages for each election being contacted. This will make the online version of the test accessible to candidates and will also update all candidates in that election to the current testing message.
- Assemble Mailing: Sign Letters, Fold and stuff into envelopes (check to make sure address on letter matches envelope), glue & stamp
The Political Courage Test Administrator will reference the PCT Master Calendar to determine when to send out each form of bulk email communication. The Confirmation, Nag, and Hail Mary emails all use a similar process, although the text and subject lines vary from message to message. Refer to the previously approved contact message for each bulk email. The process works as follows:
This mailing serves as a final warning to candidates by mail, and the Political Courage Test Administrator will be responsible for preparing it. The Red Card requires a very different formatting process than the Initial Mailing. The front and back of the card require separate instructions, outlined below:
==Front of Card==
Deletions:
Reference the PCT Master Calendar to determine when to send out each group's initial mailing. As you prepare to send out the initial mailing, be sure to coordinate with Elections Monitoring and Profiles staff to ensure the candidate lists are up-to-date with as much contact information as possible.
Reference the PCT Master Calendar to determine when to send out each form of bulk email communication. The Confirmation, Nag, and Hail Mary emails all use a similar process, although the text and subject lines vary from message to message. Refer to the previously approved contact message for each bulk email. The process works as follows:
This mailing serves as a final warning to candidates by mail. It requires a very different formatting process than the initial mailing. The front and back of the card require separate instructions, outlined below:
Revision [53809]
Edited on 2018-11-15 17:27:11 by hthayer [Checking Special Characters in mail merge sheets]No Differences
Revision [53808]
Edited on 2018-11-15 17:25:36 by hthayer [Checking Special Characters in mail merge sheets]Additions:
The Political Courage Test Administrator will work with the Research Director (as necessary) to carry out scheduled mail and email communications throughout the administration process for each candidate grouping. These communications will be included in the PCT Master Calendar. Political Courage Test administration for each grouping spans 6 weeks (no fewer than 4 weeks), and mail/email contacts include, in this order:
Reference the PCT Master Calendar to determine when to send out each form of bulk email communication. The Confirmation, Nag, and Hail Mary emails all use a similar process, although the text and subject lines vary from message to message. Refer to the previously approved contact message for each bulk email. The process works as follows:
- Select all states you're mailing the PCT to
- After getting approval, remove emails from the "To:", leaving the box blank, check your mailing list one more time, and send to candidates
- **Email lists longer than 100 emails sometimes send messages straight to candidates' spam folders, or fail to send. To avoid this issue, you can split the contacts into smaller groupings, by state and/or office. It can also help to space out these groupings, with 10 or 15 minutes between emails. After sending to the first group, you will need to start the process over and generate the list again. Make sure to follow all the steps again while doing this. Note that it is easy to make a mistake and miss checking a box while quickly generating subsequent lists!**
This mailing serves as a final warning to candidates by mail. It requires a very different formatting process than the initial mailing. The front and back of the card require separate instructions, outlined below:
- Send PDF to yourself via email and open the PDF on a Linux computer
- Resize the image and position it so the margins on every side will be even when cut (roughly 1.5 grid squares on the left side and 2.5 grid squares on the top, although this will not line up exactly)
- Once it's sized correctly, copy it and paste the image into the other three quadrants
- Once you have a finished version of the front and back of the card, print together (instructions below)
- The numbers of copies you print is the total number of addresses being mailed divided by 4 (4 cards per page)
- Place all of the pages printed from the above step upside down in the paper tray
- Cut all sheets along quadrants, stamp them
- Put the cards into outgoing mail tray or bring them to any blue US Postal Service box if mail has already come
- Most efficient with 2 - 3 people
Reference the PCT Master Calendar to determine when to send out each form of bulk email communication. The Confirmation, Nag, and Hail Mary emails all use a similar process, although the text and subject lines vary from message to message. Refer to the previously approved contact message for each bulk email. The process works as follows:
- Select all states you're mailing the PCT to
- After getting approval, remove emails from the "To:", leaving the box blank, check your mailing list one more time, and send to candidates
- **Email lists longer than 100 emails sometimes send messages straight to candidates' spam folders, or fail to send. To avoid this issue, you can split the contacts into smaller groupings, by state and/or office. It can also help to space out these groupings, with 10 or 15 minutes between emails. After sending to the first group, you will need to start the process over and generate the list again. Make sure to follow all the steps again while doing this. Note that it is easy to make a mistake and miss checking a box while quickly generating subsequent lists!**
This mailing serves as a final warning to candidates by mail. It requires a very different formatting process than the initial mailing. The front and back of the card require separate instructions, outlined below:
- Send PDF to yourself via email and open the PDF on a Linux computer
- Resize the image and position it so the margins on every side will be even when cut (roughly 1.5 grid squares on the left side and 2.5 grid squares on the top, although this will not line up exactly)
- Once it's sized correctly, copy it and paste the image into the other three quadrants
- Once you have a finished version of the front and back of the card, print together (instructions below)
- The numbers of copies you print is the total number of addresses being mailed divided by 4 (4 cards per page)
- Place all of the pages printed from the above step upside down in the paper tray
- Cut all sheets along quadrants, stamp them
- Put the cards into outgoing mail tray or bring them to any blue US Postal Service box if mail has already come
- Most efficient with 2 - 3 people
Deletions:
The Confirmation, Nag, and Hail Mary emails all use a similar process, although the text
Revision [53802]
Edited on 2018-11-15 16:59:14 by hthayer [Checking Special Characters in mail merge sheets]Additions:
====Bulk Mail & Email Communications====
Additions:
The Confirmation, Nag, and Hail Mary emails all use a similar process, although the text
Deletions:
Additions:
Political Courage Test administration for each group spans 6 weeks (no fewer than 4 weeks), and mail/email contacts include:
2. Confirmation Email (& calls to Congressional candidates)
6. Hail Mary email (& calls to Congressional candidates who have a completed but not submitted PCT)
Reference the PCT Master Calendar to determine when to send out each group's initial mailing. As you prepare to send out the initial mailing, be sure to coordinate with Elections Monitoring and Profiles staff to ensure the candidate lists are up-to-date with as much contact information as possible.
- Select all states you're mailing the PCT to
- Select update passwords if including passwords in the communication (typically, you will do this for the initial mailing only. For secondary contacts, this will override any password sent in previous contacts. At the same time, if you are including passwords in the communication and don't select "update passwords," it will give you UNUSABLE passwords which you don't ever want to give out. Verify with your supervisor what should be done with each contact if it's not clear.)
Confirmation, Nag and Hail Mary emails use a simialr
2. Confirmation Email (& calls to Congressional candidates)
6. Hail Mary email (& calls to Congressional candidates who have a completed but not submitted PCT)
Reference the PCT Master Calendar to determine when to send out each group's initial mailing. As you prepare to send out the initial mailing, be sure to coordinate with Elections Monitoring and Profiles staff to ensure the candidate lists are up-to-date with as much contact information as possible.
- Select all states you're mailing the PCT to
- Select update passwords if including passwords in the communication (typically, you will do this for the initial mailing only. For secondary contacts, this will override any password sent in previous contacts. At the same time, if you are including passwords in the communication and don't select "update passwords," it will give you UNUSABLE passwords which you don't ever want to give out. Verify with your supervisor what should be done with each contact if it's not clear.)
Confirmation, Nag and Hail Mary emails use a simialr
Deletions:
- Open the initial mail merge excel sheet that has the candidate IDs and passwords for all candidates in the npat group
- Run query that pulls phone numbers for all group members
- paste results - all you really need is candidate ID and phone # - into a second sheet on the excel doc from step 1
- Run an index match (using candidate ID) on the excel doc to add a Phone Number column to the first sheet with Passwords
- Ask Rachael to add details
- **Check a few of the phone numbers to make sure they match the correct candidates in admin**
- Print out spreadsheet and distribute to team members making the calls
- Make candidates call using the instructions (attached)
- **Remind team to make a contact log for each candidate called**
Additions:
**Candidate Contact Materials**
Standard administration crosses 6 weeks (no fewer than 4 weeks) and includes:
1. Initial Mailing
2. Confirmation Email (& Calls to Congressional Candidates)
3. President's Message Email
4. Red Card Mailing
5. Nag Email Reminder
6. Hail Mary email (& Calls to Congressional Candidates who have a completed but not submitted PCT)
During the testing period, do not disclose the status of any candidate's PCT to anyone besides the candidate. All PCTs for a state are released to the public at the same time to be fair to all candidates (typically 2 weeks after that state's deadline). While not encouraged, candidates may change or add to their answers at any time, provided they detail these changes clearly in writing and include their signature for our records (these should be processed and checked all in the same day and put with their original PCT). When a candidate changes their answers, the change and date of change should be noted in the "Other or expanded principals" section of their PCT.
Standard administration crosses 6 weeks (no fewer than 4 weeks) and includes:
1. Initial Mailing
2. Confirmation Email (& Calls to Congressional Candidates)
3. President's Message Email
4. Red Card Mailing
5. Nag Email Reminder
6. Hail Mary email (& Calls to Congressional Candidates who have a completed but not submitted PCT)
During the testing period, do not disclose the status of any candidate's PCT to anyone besides the candidate. All PCTs for a state are released to the public at the same time to be fair to all candidates (typically 2 weeks after that state's deadline). While not encouraged, candidates may change or add to their answers at any time, provided they detail these changes clearly in writing and include their signature for our records (these should be processed and checked all in the same day and put with their original PCT). When a candidate changes their answers, the change and date of change should be noted in the "Other or expanded principals" section of their PCT.
Additions:
====Bulk Mail & Email Comunications====
Deletions:
Additions:
==Front of Red Card==
- Take a screen-shot of the PDF (SHIFT + Print Screen), cutting as close to the black edges of the image as possible, and send it back to yourself via email as a PNG
- Delete the previous contents
- Download the PNG image and paste it into the upper lefthand quadrant
- Right click on the image and change the text wrapping to "square"
- Turn on the grid lines under "view"
- Resize the image and position it so there are roughly 1.5 grid squares on the left side and 2.5 grid squares on the top (it will not line up exactly)
- Once it's sized correctly, copy it and paste it into the other three quadrants
- Line them up similarly, ensuring there is a buffer of roughly 4 grid squares between them to the left and right and roughly 4.5 grid squares top and bottom
- If necessary, select "labels" as the type of mailing
- Use the mail merge address list for the current mailing
- Take a screen-shot of the PDF (SHIFT + Print Screen), cutting as close to the black edges of the image as possible, and send it back to yourself via email as a PNG
- Delete the previous contents
- Download the PNG image and paste it into the upper lefthand quadrant
- Right click on the image and change the text wrapping to "square"
- Turn on the grid lines under "view"
- Resize the image and position it so there are roughly 1.5 grid squares on the left side and 2.5 grid squares on the top (it will not line up exactly)
- Once it's sized correctly, copy it and paste it into the other three quadrants
- Line them up similarly, ensuring there is a buffer of roughly 4 grid squares between them to the left and right and roughly 4.5 grid squares top and bottom
- If necessary, select "labels" as the type of mailing
- Use the mail merge address list for the current mailing
Deletions:
- Take a screen-shot of the PDF (SHIFT + Print Screen) and send back to yourself via email as a PNG
- Paste new PNG picture into the four quadrants of the page
- HOLLY TO ADD STEPS HERE]
- use the mail merge address list for the current mailing
Additions:
===Red Card Mailing===
This mailing requires a very different formatting process than the initial mailing. The Front of the Card and the Back of the card require different instructions, outlined below:
==Font of Red Card==
The only change that needs to happen on this side of the card between npat groups is the Due Date, but changing it requires a few steps:
- Go to the Windows computer and open the word doc for template Front of Red Card Picture
- Change Due Date to that of the current npat group
- Export to PDF
- Send PDF to yourself via email and open the PDF on a Linex computer
- Take a screen-shot of the PDF (SHIFT + Print Screen) and send back to yourself via email as a PNG
- Open the template Front of Red Card Print Page
- Paste new PNG picture into the four quadrants of the page
- HOLLY TO ADD STEPS HERE]
- Print a copy to be approved (start working on back of card)
==Back of Card==
- Run an admin mail merge for the current npat group (use exact instructions + checks from Initial Mailing instructions)
- send to yourself via email
- Instead of using a template, open the last npat groups Back of Red Card to go off of (it's easier)
- Go back a few steps in the mail merge to the step where you can "use a different mail merge list"
- use the mail merge address list for the current mailing
- Go to final mail merge step
- **check to make sure the names/addresses listed are correct**
- Place the testing Front of Card upside down in paper tray and print a test Back of Card to give you a full test print
==Approval + Printing==
- Once you have a finished version of the front and back of the card (instructions below), print together
- Cut test print in quadrants and give to Department Direct and National Director for approval
- Once approved print the Front of the Card first
- The numbers of copies you print is the total number of addresses being mailed divided by 4 (4 Cards per page)
- Round up to the nearest whole number
- Place all of the pages printed form the above step upside down in the paper tray
- **MAKE SURE THEY ARE FACING THE RIGHT WAY - DO A PRACTICE PRINT FOR 1 SHEET FIRST**
- Print the Back of the Card
- Cut all sheets along quadrants, stamp them, and put into outgoing mail tray (or bring to any blue US Postal Service box if mail has already come)
- Most efficient with 2 - 3 people
This mailing requires a very different formatting process than the initial mailing. The Front of the Card and the Back of the card require different instructions, outlined below:
==Font of Red Card==
The only change that needs to happen on this side of the card between npat groups is the Due Date, but changing it requires a few steps:
- Go to the Windows computer and open the word doc for template Front of Red Card Picture
- Change Due Date to that of the current npat group
- Export to PDF
- Send PDF to yourself via email and open the PDF on a Linex computer
- Take a screen-shot of the PDF (SHIFT + Print Screen) and send back to yourself via email as a PNG
- Open the template Front of Red Card Print Page
- Paste new PNG picture into the four quadrants of the page
- HOLLY TO ADD STEPS HERE]
- Print a copy to be approved (start working on back of card)
==Back of Card==
- Run an admin mail merge for the current npat group (use exact instructions + checks from Initial Mailing instructions)
- send to yourself via email
- Instead of using a template, open the last npat groups Back of Red Card to go off of (it's easier)
- Go back a few steps in the mail merge to the step where you can "use a different mail merge list"
- use the mail merge address list for the current mailing
- Go to final mail merge step
- **check to make sure the names/addresses listed are correct**
- Place the testing Front of Card upside down in paper tray and print a test Back of Card to give you a full test print
==Approval + Printing==
- Once you have a finished version of the front and back of the card (instructions below), print together
- Cut test print in quadrants and give to Department Direct and National Director for approval
- Once approved print the Front of the Card first
- The numbers of copies you print is the total number of addresses being mailed divided by 4 (4 Cards per page)
- Round up to the nearest whole number
- Place all of the pages printed form the above step upside down in the paper tray
- **MAKE SURE THEY ARE FACING THE RIGHT WAY - DO A PRACTICE PRINT FOR 1 SHEET FIRST**
- Print the Back of the Card
- Cut all sheets along quadrants, stamp them, and put into outgoing mail tray (or bring to any blue US Postal Service box if mail has already come)
- Most efficient with 2 - 3 people
Additions:
===Initial Mailing===
- Make candidates call using the instructions (attached)
- Make candidates call using the instructions (attached)
Deletions:
- Make sure all web address links begin with "https" and not just "http"
- Make candidate calls using the instructions (attached)
Additions:
- Make candidate calls using the instructions (attached)
Deletions:
Additions:
- Make sure all web address links begin with "https" and not just "http"
Deletions:
Additions:
- Make sure all web address links begin with "https:////"//
Deletions:
Additions:
- Make sure all web address links begin with "https://"//
Deletions:
Additions:
- Make sure all web address links begin with https://
Deletions:
Additions:
- Make sure all web address links begin with "https://"
Additions:
- Open the initial mail merge excel sheet that has the candidate IDs and passwords for all candidates in the npat group
- Run query that pulls phone numbers for all group members
- paste results - all you really need is candidate ID and phone # - into a second sheet on the excel doc from step 1
- Run an index match (using candidate ID) on the excel doc to add a Phone Number column to the first sheet with Passwords
- Ask Rachael to add details
- **Check a few of the phone numbers to make sure they match the correct candidates in admin**
- Print out spreadsheet and distribute to team members making the calls
- Make candidates call using the instructions (attached)
- **Remind team to make a contact log for each candidate called**
- Run query that pulls phone numbers for all group members
- paste results - all you really need is candidate ID and phone # - into a second sheet on the excel doc from step 1
- Run an index match (using candidate ID) on the excel doc to add a Phone Number column to the first sheet with Passwords
- Ask Rachael to add details
- **Check a few of the phone numbers to make sure they match the correct candidates in admin**
- Print out spreadsheet and distribute to team members making the calls
- Make candidates call using the instructions (attached)
- **Remind team to make a contact log for each candidate called**
Deletions:
1) Select “contacts” in admin, search for the candidates according to state/office
1) Follow the phone instructions and be sure to leave a detailed contact log in his/her admin profile
Additions:
- **When email lists are especially long (greater than 300 emails), it helps the sending process to break it up into two smaller emails. To do this, only select half of the states for each email. After sending to the first group, you will need to start the process over and generate the list for the second group. Make sure to follow all the steps again while doing this, it is easy to make a mistake and miss checking a box while quickly generating the second list!**
Deletions:
Additions:
Confirmation, Nag, or Hail Mary Emails are all sent out during a normal PCT administration period
- Select "Show Bulk Email Candidate List"
- **As soon as the list is generated, scroll through the generated list to make sure the state and office levels are correct**
- Before typing the email, fill in your own email address in the "To:" field (this will ensure an email is not accidentally sent to candidates)
- Copy and paste the email content (subject line and body) from the file on the npat drive into the admin email textbox
- Make sure the due date is correct for that group (must change from group to group)
- Make sure the "update password" check-box is NOT checked (updating passwords will render all passwords sent out via mail unusable)
- Send test email to yourself (read it in your email and test the links)
- Send test email to Elections Research Director & National Director for approval
- After getting a approval, remove emails from the "To:", check your mailing list one more time, and send to candidates
*When email lists are especially long (greater than 300 emails), it helps the sending process to break it up into two smaller emails. To do this, only select half of the states for each email. After sending to the first group, you will need to start the process over and generate the list for the second group. Make sure to follow all the steps again while doing this, it is easy to make a mistake and miss checking a box while quickly generating the second list!*
- Select "Show Bulk Email Candidate List"
- **As soon as the list is generated, scroll through the generated list to make sure the state and office levels are correct**
- Before typing the email, fill in your own email address in the "To:" field (this will ensure an email is not accidentally sent to candidates)
- Copy and paste the email content (subject line and body) from the file on the npat drive into the admin email textbox
- Make sure the due date is correct for that group (must change from group to group)
- Make sure the "update password" check-box is NOT checked (updating passwords will render all passwords sent out via mail unusable)
- Send test email to yourself (read it in your email and test the links)
- Send test email to Elections Research Director & National Director for approval
- After getting a approval, remove emails from the "To:", check your mailing list one more time, and send to candidates
*When email lists are especially long (greater than 300 emails), it helps the sending process to break it up into two smaller emails. To do this, only select half of the states for each email. After sending to the first group, you will need to start the process over and generate the list for the second group. Make sure to follow all the steps again while doing this, it is easy to make a mistake and miss checking a box while quickly generating the second list!*
Deletions:
Bulk email merges are completed directly below the bulk email data file generation. After verifying the data file has the deadlines correct, you will want to insert the subject line and text from your email template form (should be a plain text file). Check on the "reserved placeholders" and send a test email. Once you have verified the test email, repeat and select send. This will automatically insert a contact log for each candidate with an email, so to verify this went out appropriately, spot check some contact logs.
*Note: These emails should include ALL emails in the database (key staff, etc)
Additions:
- Use the "NPAT Group" drop-down menu to select group
Deletions:
Additions:
- Document the total number of rows in this file- this will give you an idea of how many letters you will need to print.
- Sort the data ("data" -> "sort data") to be ordered by state (ascending) and then lastname (ascending)
- Send the xls sheet to yourself over email so you can download it on the windows computer
-Download the xls sheet on the windows computer and follow the directions for formatting and printing a mail merge: [http://wiki.votesmart.org/MailMergesMicrosoftOffice]
- After generating the full list of letters to candidates, email the office directing everyone to hold off on printing until the PCT print is over
- Replace the paper with letterhead and print the first letter only
- Give to Department Director and then National Director for approval
- While waiting for approval select "NPATs mailed" in Data/election stages for each election being contacted. This will make the online version of the Test accessible to candidates and will also update all candidates in that election to the current testing message.
- Do a mail merge to create envelopes using the exact same xls sheet as the letters
- When necessary approval is given, print letters and envelopes (make sure they are kept in the same order)
- **Test one candidate from each state in the mail merge to make sure you are able to log into their secure.votesmart.org profile**
- Assemble Mailing - Sign Letters, Fold and stuff into envelopes (check to make sure address on letter matches envelope), glue & stamp
- Fill out bulk mailing form, make copies for National Director & DevCom, and take mailing to the post office
- Print the list of Candidate IDs and Passwords (from the initial mail merge) for all staff handling candidate communications
- Sort the data ("data" -> "sort data") to be ordered by state (ascending) and then lastname (ascending)
- Send the xls sheet to yourself over email so you can download it on the windows computer
-Download the xls sheet on the windows computer and follow the directions for formatting and printing a mail merge: [http://wiki.votesmart.org/MailMergesMicrosoftOffice]
- After generating the full list of letters to candidates, email the office directing everyone to hold off on printing until the PCT print is over
- Replace the paper with letterhead and print the first letter only
- Give to Department Director and then National Director for approval
- While waiting for approval select "NPATs mailed" in Data/election stages for each election being contacted. This will make the online version of the Test accessible to candidates and will also update all candidates in that election to the current testing message.
- Do a mail merge to create envelopes using the exact same xls sheet as the letters
- When necessary approval is given, print letters and envelopes (make sure they are kept in the same order)
- **Test one candidate from each state in the mail merge to make sure you are able to log into their secure.votesmart.org profile**
- Assemble Mailing - Sign Letters, Fold and stuff into envelopes (check to make sure address on letter matches envelope), glue & stamp
- Fill out bulk mailing form, make copies for National Director & DevCom, and take mailing to the post office
- Print the list of Candidate IDs and Passwords (from the initial mail merge) for all staff handling candidate communications
Deletions:
-Download the xls sheet on the windows computer and follow the directions for formatting and printing a mail merge: [http://wiki.votesmart.org/MailMergesMicrosoftOffice]
- After generating the full list of letters to candidates, email the office directing everyone to hold off on printing until the PCT print is over
- Replace the paper with letterhead and print the first letter
- Select "NPATs mailed" in Data/election stages for each election being contacted. This will make the online version of the Test accessible to candidates and will also update all candidates in that election to the current testing message.
===3- Mail Merges and Send Outs===
Additions:
===1- Initial Mailing===
- **Before processing the mail merge, check the candidates listed to make sure you have all of the states in the group, and the correct office(s) that you are administering to**
- Document the total number of rows in this file- this will give you an idea of how many letters you will need to print.
==Completing the Mail Merge==
-Download the xls sheet on the windows computer and follow the directions for formatting and printing a mail merge: [http://wiki.votesmart.org/MailMergesMicrosoftOffice]
==Approval & Mailing Assembly==
- After generating the full list of letters to candidates, email the office directing everyone to hold off on printing until the PCT print is over
- Replace the paper with letterhead and print the first letter
- **Before processing the mail merge, check the candidates listed to make sure you have all of the states in the group, and the correct office(s) that you are administering to**
- Document the total number of rows in this file- this will give you an idea of how many letters you will need to print.
==Completing the Mail Merge==
-Download the xls sheet on the windows computer and follow the directions for formatting and printing a mail merge: [http://wiki.votesmart.org/MailMergesMicrosoftOffice]
==Approval & Mailing Assembly==
- After generating the full list of letters to candidates, email the office directing everyone to hold off on printing until the PCT print is over
- Replace the paper with letterhead and print the first letter
Deletions:
- Document the total number of rows in this file- this will give you an idea of how many PCTs, bios, letters, etc. you will need to print. If you are mailing red cards, this number will be divided by four. It is best to begin printing those non-merged documents (typically PCTs and Bio forms) as soon as you know these numbers
Download the xls sheet on the windows computer and follow the directions for formatting and printing a mail merge: [http://wiki.votesmart.org/MailMergesMicrosoftOffice]
Additions:
- In Admin, Select "NPAT Mail Merge" (located under "Data" on the left side of page)
- Use the NPAT Group" drop-down menu to select group
- Make sure all the states are selected that you are mailing the PCT to
- Check the "unpassed candidates" box
- Mark which office you are mailing (easy to forget this step)
- Choose an election stage
- Select "Show Mail Merge Candidate List" (or Bulk Email if needed)
- Select update passwords if including passwords in the communication (definitely do this for the first contact in which passwords are to be sent. For secondary contacts, this will override any password sent in previous contacts. At the same time, if you are including passwords in the communication and don't select "update passwords," it will give you UNUSABLE passwords which you don't ever want to give out. Verify with your supervisor what should be done with each contact if it's not clear.)
- Click the Process Mail Merge button. This will create a data file you'll open with Excel or Calc. When opening your mail merge sheet make sure "tab" is the only separator selected.
- Save as a XLS file and make sure to "keep current format"
- Make sure all data is under the correct heading (that nothing shifted columns during the import, which can happen if other separators are selected along with "tab")
- Document the total number of rows in this file- this will give you an idea of how many PCTs, bios, letters, etc. you will need to print. If you are mailing red cards, this number will be divided by four. It is best to begin printing those non-merged documents (typically PCTs and Bio forms) as soon as you know these numbers
Download the xls sheet on the windows computer and follow the directions for formatting and printing a mail merge: [http://wiki.votesmart.org/MailMergesMicrosoftOffice]
- Use the NPAT Group" drop-down menu to select group
- Make sure all the states are selected that you are mailing the PCT to
- Check the "unpassed candidates" box
- Mark which office you are mailing (easy to forget this step)
- Choose an election stage
- Select "Show Mail Merge Candidate List" (or Bulk Email if needed)
- Select update passwords if including passwords in the communication (definitely do this for the first contact in which passwords are to be sent. For secondary contacts, this will override any password sent in previous contacts. At the same time, if you are including passwords in the communication and don't select "update passwords," it will give you UNUSABLE passwords which you don't ever want to give out. Verify with your supervisor what should be done with each contact if it's not clear.)
- Click the Process Mail Merge button. This will create a data file you'll open with Excel or Calc. When opening your mail merge sheet make sure "tab" is the only separator selected.
- Save as a XLS file and make sure to "keep current format"
- Make sure all data is under the correct heading (that nothing shifted columns during the import, which can happen if other separators are selected along with "tab")
- Document the total number of rows in this file- this will give you an idea of how many PCTs, bios, letters, etc. you will need to print. If you are mailing red cards, this number will be divided by four. It is best to begin printing those non-merged documents (typically PCTs and Bio forms) as soon as you know these numbers
Download the xls sheet on the windows computer and follow the directions for formatting and printing a mail merge: [http://wiki.votesmart.org/MailMergesMicrosoftOffice]
Deletions:
1) Use the NPAT Group" drop-down menu to select group
1) To generate the mail merge for exception candidates only, select Exception candidates (you will need to do this for every group, but it is a separate process).
1) If necessary, select unpassed candidates (check for any contact after the first that is solely reminding people to submit the PCT), or unpassed with answers online (check if only contacting candidates who have not sent in a signature). Choosing the wrong grouping here will either make candidates angry and confused or will result in candidates not receiving their proper contacts.
1) Choose a state and office
1) Choose an election stage
1) Select "Show Mail Merge Candidate List" (or Bulk Email if needed)
1) Select update passwords if including passwords in the communication (definitely do this for the first contact in which passwords are to be sent. For secondary contacts, this will override any password sent in previous contacts. At the same time, if you are including passwords in the communication and don't select "update passwords," it will give you UNUSABLE passwords which you don't ever want to give out. Verify with your supervisor what should be done with each contact if it's not clear.)
1) Click the Process Mail Merge button. This will create a data file you'll open with Excel or Calc. When opening your mail merge sheet make sure "tab" is the only separator selected.
1) Save as a CSV file and make sure to "keep current format"
1) Make sure all data is under the correct heading (that nothing shifted columns during the import, which can happen if other separators are selected along with "tab")
1) Document the total number of rows in this file- this will give you an idea of how many PCTs, bios, letters, etc. you will need to print. If you are mailing red cards, this number will be divided by four. It is best to begin printing those non-merged documents (typically PCTs and Bio forms) as soon as you know these numbers
1) Save again. This will create a CSV file spreadsheet which should be saved on the NPAT drive in the PCT admin folder under the "Mail Merges" folder. Save the file as: stateabbreviation_officelevel_electionstage_Typemailmerge, example: AK_SL_GE_Intro_Mail_Merge.csv. In recent years, when we have combined states into a single mail merge (when it made sense, and the form was the same for all), we would save the file as groupnumber_officelevel_electionstage_typemailmerge_date. For Example: GroupA_Cong_PE_Intro_Mail_Merge_03122012.csv
1) **Zip code problems with mail merge ** (the following represents one way to address issues via Calc, but a better solution should be sought)
- Highlight the column containing zip codes
- Go to "format cell"
- Click the numbers tab and select "text"
-This will allow you to insert proceeding zeros in zip codes for states that only have 4 digit zips.
1) This data file will be used to merge into your form letters/red cards and labels.
===[[BulkMailAssembly Bulk Mail Assembly and Mail]]===
Additions:
===1- Initial Mailing===
- Select "NPATs mailed" in Data/election stages for each election being contacted. This will make the online version of the Test accessible to candidates and will also update all candidates in that election to the current testing message.
- Select "NPATs mailed" in Data/election stages for each election being contacted. This will make the online version of the Test accessible to candidates and will also update all candidates in that election to the current testing message.
Deletions:
- Select "NPATs mailed" in Data/election stages for each election being contacted. This will make the online version of the Test accessible to candidates and will also update all candidates in that election to the current testing message.
- Post PDFs of PCTs on Votesmart.org: On the day a state's testing period commences, the PCT (and bio form) should be posted to the web.
Convert the Word document version of the test into a PDF and save the fileas year_stateabbreviation_officelevel_Political_Courage_Test_Final.pdf, example: 2008_AK_SL_Political_Courage_Test_Final.pdf E-mail IT the PDFs for upload. When IT has confirmed the upload, the administrator will review the PDF on the web.
===2- Prepare Data File for Candidate Contacts===
==Save and Clean-Up Mail Merge Data File (if not doing a bulk email)==
Additions:
**The Key to Successful Bulk Communications is to be Prepared**
Deletions:
Revision [18061]
Edited on 2016-07-14 15:21:23 by KristenVicedomini [Clarifying candidate communications]Additions:
**The Key to Successful Bulk Communications are to be Prepared**
Revision [17885]
Edited on 2016-06-07 09:12:11 by KristenVicedomini [Clarifying candidate communications]Additions:
====Procedure for Bulk Communications====
===1- Initiate Testing Period By Making PCTs Available to Candidates (Immediately Prior to First Contact with a Group)===
===2- Prepare Data File for Candidate Contacts===
==Create Candidate Mail Merge Data File==
==Save and Clean-Up Mail Merge Data File (if not doing a bulk email)==
- Highlight the column containing zip codes
- Go to "format cell"
- Click the numbers tab and select "text"
-This will allow you to insert proceeding zeros in zip codes for states that only have 4 digit zips.
===3- Mail Merges and Send Outs===
===Phone Calls to Candidates===
1) Copy and paste the candidates in the mail merge data file into the candidate request log/tracking sheet
1) Select “contacts” in admin, search for the candidates according to state/office
1) Follow the phone instructions and be sure to leave a detailed contact log in his/her admin profile
===1- Initiate Testing Period By Making PCTs Available to Candidates (Immediately Prior to First Contact with a Group)===
===2- Prepare Data File for Candidate Contacts===
==Create Candidate Mail Merge Data File==
==Save and Clean-Up Mail Merge Data File (if not doing a bulk email)==
- Highlight the column containing zip codes
- Go to "format cell"
- Click the numbers tab and select "text"
-This will allow you to insert proceeding zeros in zip codes for states that only have 4 digit zips.
===3- Mail Merges and Send Outs===
===Phone Calls to Candidates===
1) Copy and paste the candidates in the mail merge data file into the candidate request log/tracking sheet
1) Select “contacts” in admin, search for the candidates according to state/office
1) Follow the phone instructions and be sure to leave a detailed contact log in his/her admin profile
Deletions:
==Immediately Prior to First Contact with a Group:==
===Prepare Data File for Candidate Contacts===
==Create Candidate Mail Merge Data File:==
==Save and Clean-Up Mail Merge Data File (if not doing a bulk email):==
Highlight the column containing zip codes
Go to "format cell"
Click the numbers tab and select "text"
This will allow you to insert proceeding zeros in zip codes for states that only have 4 digit zips.
Revision [17883]
Edited on 2016-06-06 16:47:48 by KristenVicedomini [Clarifying candidate communications]Additions:
The Dates and Deadlines calendar(s) determine when candidates from a particular state and office are tested. The NPAT groups established in this calendar are sent to IT at the beginning of an election year.
These groupings determine what will display in a mail merge. When contacting a group, you must be sure to include in your mail merges all appropriate states and offices, as well as that group's exception candidates (a separate mail merge). For any contacts conducted, ensure the following candidates are included: those with election statuses of Potential, Announced, and Too Close To Call. In other words, anyone who is a possible candidate, who has not already passed that PCT for the year, is not an exception candidate for a later group, and has valid contact information should appear in your mail merge. If not appearing in your mail merge by default, they should be manually added or else have their NPAT Group changed to a later exception group or "Added." Also, ensure that contact information attached to their current office is included.
These groupings determine what will display in a mail merge. When contacting a group, you must be sure to include in your mail merges all appropriate states and offices, as well as that group's exception candidates (a separate mail merge). For any contacts conducted, ensure the following candidates are included: those with election statuses of Potential, Announced, and Too Close To Call. In other words, anyone who is a possible candidate, who has not already passed that PCT for the year, is not an exception candidate for a later group, and has valid contact information should appear in your mail merge. If not appearing in your mail merge by default, they should be manually added or else have their NPAT Group changed to a later exception group or "Added." Also, ensure that contact information attached to their current office is included.
Deletions:
Also, ensure that contact information attached to their current office is included.
Additions:
===Candidate Communications Timeline (Congress)===
{{files}}
{{files}}
Revision [14600]
Edited on 2015-03-30 10:26:57 by KristenVicedomini [added communications timeline as of 2016]Additions:
====Bulk Communications with Candidates====
====For Written Bulk Communications to Candidates====
==Immediately Prior to First Contact with a Group:==
===Prepare Data File for Candidate Contacts===
==Create Candidate Mail Merge Data File:==
==Save and Clean-Up Mail Merge Data File (if not doing a bulk email):==
===Bulk Email Merge and Send Out===
in Admin for Candidates (i.e. for Confirmation, Nag, or Hail Mary Emails sent by the Political Courage Test Department)
*Note: These emails should include ALL emails in the database (key staff, etc)
===[[BulkMailAssembly Bulk Mail Assembly and Mail]]===
====For Written Bulk Communications to Candidates====
==Immediately Prior to First Contact with a Group:==
===Prepare Data File for Candidate Contacts===
==Create Candidate Mail Merge Data File:==
==Save and Clean-Up Mail Merge Data File (if not doing a bulk email):==
===Bulk Email Merge and Send Out===
in Admin for Candidates (i.e. for Confirmation, Nag, or Hail Mary Emails sent by the Political Courage Test Department)
*Note: These emails should include ALL emails in the database (key staff, etc)
===[[BulkMailAssembly Bulk Mail Assembly and Mail]]===
Deletions:
**For Written Bulk Communications to Candidates**
Before Mailing In House: Make Sure you have enough stamps, letterhead, paper, cardstock, envelopes of the right size, label sheets, and mail bins. Ensure you will have the staff, interns, or volunteers needed to assemble the mailing. Also, the Post Office Appreciates a phone call to let them know (roughly) how many bins will be going out for the day.
Before Mailing Out of House: Secure a printing house and a designer, if necessary. Mutually agree on a price and schedule for the mailings
Immediately Prior to First Contact with a Group:
Create Candidate Mail Merge Data File:
Save and Clean-Up Mail Merge Data File (if not doing a bulk email):
==Preparing In-House Mailing==
Mail Merge Data File into Form Letters/Red Cards and Labels (for Hard Copy Mailings):
[[MailMergesMicrosoftOffice Mail Merges in Microsoft Office]]
[[MailMergesinOpenOffice Mail Merges in Open Office]]
Bulk Email Mail Merge (i.e. for Confirmation, Nag, or Hail Mary Emails)
*Note: These emails should include ALL emails in the db (key staff, etc)
**Save, Review, and Print:**
(Letters/Red Cards)
1) Save the file in the appropriate Letters and Labels folder as stateabbreviation_officelevel_electionstage_Typeofcontact_date, or
Save as groupname_officelevel_electionstage_mailtype_letters_date if mailing multiple states. examples: AK_SL_GE_Intro_Letters_03212012.xls or GroupA_Cong_PE_Intro_Letters_03212012
1) Scroll through letters/red cards to make sure no addresses run into the deadline on the right; the state, dates and deadlines are correct; and candidate IDs and passwords were inserted correctly. Try logging in to the online candidate portal with some sample IDs and passwords to make sure they work. Save again if any changes.
1) Test print the first letter/red card in the merge
1) Submit test print and file to director for approval.
1) For red cards, load red card stock in Sharp bypass tray. For letters, confirm the appropriate letterhead is in the tray you are printing on
1) Print letters/red cards (be sure to send an office-wide e-mail to alert the office of an extensive printing)
(Labels):
1) Save the file in the appropriate Letters and Labels folder as stateabbreviation_officelevel_electionstage_Typeofcontact_date, or
Save as groupname_officelevel_electionstage_mailtype_letters_date if mailing multiple states. examples: AK_SL_GE_Intro_Labels_0312012.xls or GroupA_Cong_PE_Intro_Labels_03212012
1) Scroll through labels to make sure all candidates have addresses and that they all fit in the label space. Make necessary changes and Save.
1) Print labels on plain paper, check names on the labels to those admin using the “by office seeking search†– make sure that no one is missing or accidentally included. Once these are created, have a staff member check labels for spelling errors, that states are listed correctly, and that there are not any random symbols.
1) Submit to the Director for approval
1) Following Director approval, file the paper copy of the labels in the archives (these should be initialed by the administrator and director).
1) Print labels on label paper.
[[BulkMailAssembly Bulk Mail Assembly and Mail]]
Revision [14596]
Edited on 2015-03-30 08:57:39 by KristenVicedomini [added communications timeline as of 2016]Additions:
[[BulkMailAssembly Bulk Mail Assembly and Mail]]
Deletions:
Use a paper cutter to divide the red cards (a great task for a volunteer). Print additional materials to be sent in the package, which may include, but is not limited to: Bio Forms, Political Courage Tests, and/or Media Letters, if you haven't already. Do one final check of all your materials. On the conference table, set up the stacks of materials in the order that they will be assembled, including stamps and envelope sealers/glue sticks. Put together the first candidate's mailing without sealing the envelope. Weigh it to make sure it meets the weight requirement for the postage you are using, and have your supervisor do one last check to ensure everything is right.
At this point, you should gather your volunteers and interns (or staff, if no interns or volunteers are available) for assembly. Keep in mind that different people go at different speeds, so you will need to be flexible. It is typically a good idea to use the assembly line so there can be checks performed in the process. If there is quite a bit to mail, or you are pushing against a deadline, you may find it useful to establish two assembly lines, but make sure you closely monitor both. Typically three to four people per assembly line has been the standard.
Your assembly line will put together the packets and place them in appropriate envelopes, adding stamps and labels. A successful configuration in the past was:
"Basically, I would place the label on the envelope and group the PCT and Intro Letter together (making sure the label and letter match) and pass it to the next person. I recommend the person you pass to is the fastest of the grou. This person will have the job of folding the letter and PCT and stuffing it into the envelope. The next person will wet the envelope and close the letter. The final person will place the stamp on the envelope and place it in the USPS bin."
One thing to be mindful of here is that you should have a staff member or very reliable intern check the name and address on the label against those on the letter/red card and to make sure the appropriate Test is included if we are mailing the hard copy test. Errors here will send IDs and passwords to the wrong candidates, possibly to their opponents.
If you are sending bulk mail (using nonprofit stamps rather than first class stamps), you will need to fill out a bulk mail form, submit it to the Office Manager to get a check, and send it along with the mailing to the post office.
Common Issues and Prevention:
Don't assume mailings are mindless and that anyone can do them. There are lots of things that can go wrong with them if they are not adequately supervised. The most common problem arising during mailings is that, because of the lack of staff and requisite reliance upon members and interns, errors will be made such as placing the wrong letters in envelopes, forgetting to include a PCT, placing the wrong tests with a letter, and either not stamping or not labeling red cards. Whenever possible, I highly recommend having at least one staff member per group, preferably checking labels against letters and checking that the correct test has been attached. If you cannot spare a staff member, try to use interns who have worked on previous mailings. This will not prevent all such errors so check on the process frequently.
Revision [11409]
Edited on 2014-08-24 19:41:44 by KristenVicedomini [added communications timeline as of 2016]Additions:
Immediately Prior to First Contact with a Group:
- Select "NPATs mailed" in Data/election stages for each election being contacted. This will make the online version of the Test accessible to candidates and will also update all candidates in that election to the current testing message.
- Post PDFs of PCTs on Votesmart.org: On the day a state's testing period commences, the PCT (and bio form) should be posted to the web.
Convert the Word document version of the test into a PDF and save the fileas year_stateabbreviation_officelevel_Political_Courage_Test_Final.pdf, example: 2008_AK_SL_Political_Courage_Test_Final.pdf E-mail IT the PDFs for upload. When IT has confirmed the upload, the administrator will review the PDF on the web.
Don't assume mailings are mindless and that anyone can do them. There are lots of things that can go wrong with them if they are not adequately supervised. The most common problem arising during mailings is that, because of the lack of staff and requisite reliance upon members and interns, errors will be made such as placing the wrong letters in envelopes, forgetting to include a PCT, placing the wrong tests with a letter, and either not stamping or not labeling red cards. Whenever possible, I highly recommend having at least one staff member per group, preferably checking labels against letters and checking that the correct test has been attached. If you cannot spare a staff member, try to use interns who have worked on previous mailings. This will not prevent all such errors so check on the process frequently.
- Select "NPATs mailed" in Data/election stages for each election being contacted. This will make the online version of the Test accessible to candidates and will also update all candidates in that election to the current testing message.
- Post PDFs of PCTs on Votesmart.org: On the day a state's testing period commences, the PCT (and bio form) should be posted to the web.
Convert the Word document version of the test into a PDF and save the fileas year_stateabbreviation_officelevel_Political_Courage_Test_Final.pdf, example: 2008_AK_SL_Political_Courage_Test_Final.pdf E-mail IT the PDFs for upload. When IT has confirmed the upload, the administrator will review the PDF on the web.
Don't assume mailings are mindless and that anyone can do them. There are lots of things that can go wrong with them if they are not adequately supervised. The most common problem arising during mailings is that, because of the lack of staff and requisite reliance upon members and interns, errors will be made such as placing the wrong letters in envelopes, forgetting to include a PCT, placing the wrong tests with a letter, and either not stamping or not labeling red cards. Whenever possible, I highly recommend having at least one staff member per group, preferably checking labels against letters and checking that the correct test has been attached. If you cannot spare a staff member, try to use interns who have worked on previous mailings. This will not prevent all such errors so check on the process frequently.
Deletions:
Revision [11407]
Edited on 2014-08-24 19:23:59 by KristenVicedomini [added communications timeline as of 2016]Additions:
Create Candidate Mail Merge Data File:
Save and Clean-Up Mail Merge Data File (if not doing a bulk email):
Mail Merge Data File into Form Letters/Red Cards and Labels (for Hard Copy Mailings):
Bulk Email Mail Merge (i.e. for Confirmation, Nag, or Hail Mary Emails)
Bulk email merges are completed directly below the bulk email data file generation. After verifying the data file has the deadlines correct, you will want to insert the subject line and text from your email template form (should be a plain text file). Check on the "reserved placeholders" and send a test email. Once you have verified the test email, repeat and select send. This will automatically insert a contact log for each candidate with an email, so to verify this went out appropriately, spot check some contact logs.
*Note: These emails should include ALL emails in the db (key staff, etc)
Save and Clean-Up Mail Merge Data File (if not doing a bulk email):
Mail Merge Data File into Form Letters/Red Cards and Labels (for Hard Copy Mailings):
Bulk Email Mail Merge (i.e. for Confirmation, Nag, or Hail Mary Emails)
Bulk email merges are completed directly below the bulk email data file generation. After verifying the data file has the deadlines correct, you will want to insert the subject line and text from your email template form (should be a plain text file). Check on the "reserved placeholders" and send a test email. Once you have verified the test email, repeat and select send. This will automatically insert a contact log for each candidate with an email, so to verify this went out appropriately, spot check some contact logs.
*Note: These emails should include ALL emails in the db (key staff, etc)
Deletions:
Mail Merge Data File into Form Letters/Red Cards and Labels:
Revision [11193]
Edited on 2014-07-04 18:35:17 by KristenVicedomini [added communications timeline as of 2016]Additions:
Before Mailing In House: Make Sure you have enough stamps, letterhead, paper, cardstock, envelopes of the right size, label sheets, and mail bins. Ensure you will have the staff, interns, or volunteers needed to assemble the mailing. Also, the Post Office Appreciates a phone call to let them know (roughly) how many bins will be going out for the day.
Before Mailing Out of House: Secure a printing house and a designer, if necessary. Mutually agree on a price and schedule for the mailings
==Preparing In-House Mailing==
Before Mailing Out of House: Secure a printing house and a designer, if necessary. Mutually agree on a price and schedule for the mailings
==Preparing In-House Mailing==
Deletions:
Revision [10449]
Edited on 2013-12-12 11:04:07 by KristenVicedomini [added communications timeline as of 2016]Additions:
The Dates and Deadlines calendar(s) determine when candidates from a particular state and office are tested. The NPAT groups established in this calendar are sent to IT at the beginning of an election year. These groupings determine what will display in a mail merge. When contacting a group, you must be sure to include in your mail merges all appropriate states and offices, as well as that group's exception candidates (a separate mail merge). For any contacts conducted, ensure the following candidates are included: those with election statuses of Potential, Announced, and Too Close To Call. In other words, anyone who is a possible candidate, who has not already passed that PCT for the year, is not an exception candidate for a later group, and has valid contact information should appear in your mail merge. If not appearing in your mail merge by default, they should be manually added or else have their NPAT Group changed to a later exception group or "Added."
Deletions:
For any contacts conducted, ensure the following candidates are included: those with election statuses of Potential, Announced, and Too Close To Call. In other words, anyone who is a possible candidate, who has not already passed that PCT for the year, is not an exception candidate for a later group, and has valid contact information should appear in your mail merge. If not appearing in your mail merge by default, they should be manually added or else have their NPAT Group changed to a later exception group or "Added."
Additions:
The Dates and Deadlines calendar(s) determine when candidates from a particular state and office are tested. The NPAT groups established in this calendar are sent to IT at the beginning of an election year. These groupings determine what will display in a mail merge. When contacting a group, you must be sure to contact all
Additions:
For any contacts conducted, ensure the following candidates are included: those with election statuses of Potential, Announced, and Too Close To Call. In other words, anyone who is a possible candidate, who has not already passed that PCT for the year, is not an exception candidate for a later group, and has valid contact information should appear in your mail merge. If not appearing in your mail merge by default, they should be manually added or else have their NPAT Group changed to a later exception group or "Added."
Deletions:
Additions:
Before Mailing: Make Sure you have enough stamps, letterhead, paper, cardstock, envelopes of the right size, label sheets, and mail bins. Ensure you will have the staff, interns, or volunteers needed to assemble the mailing. Also, the Post Office Appreciates a phone call to let them know (roughly) how many bins will be going out for the day.
Use a paper cutter to divide the red cards (a great task for a volunteer). Print additional materials to be sent in the package, which may include, but is not limited to: Bio Forms, Political Courage Tests, and/or Media Letters, if you haven't already. Do one final check of all your materials. On the conference table, set up the stacks of materials in the order that they will be assembled, including stamps and envelope sealers/glue sticks. Put together the first candidate's mailing without sealing the envelope. Weigh it to make sure it meets the weight requirement for the postage you are using, and have your supervisor do one last check to ensure everything is right.
"Basically, I would place the label on the envelope and group the PCT and Intro Letter together (making sure the label and letter match) and pass it to the next person. I recommend the person you pass to is the fastest of the grou. This person will have the job of folding the letter and PCT and stuffing it into the envelope. The next person will wet the envelope and close the letter. The final person will place the stamp on the envelope and place it in the USPS bin."
Don’t assume mailings are mindless and that anyone can do them. There are lots of things that can go wrong with them if they are not adequately supervised. The most common problem arising during mailings is that, because of the lack of staff and requisite reliance upon members and interns, errors will be made such as placing the wrong letters in envelopes, forgetting to include a PCT, placing the wrong tests with a letter, and either not stamping or not labeling red cards. Whenever possible, I highly recommend having at least one staff member per group, preferably checking labels against letters and checking that the correct test has been attached. If you cannot spare a staff member, try to use interns who have worked on previous mailings. This will not prevent all such errors so check on the process frequently.
Use a paper cutter to divide the red cards (a great task for a volunteer). Print additional materials to be sent in the package, which may include, but is not limited to: Bio Forms, Political Courage Tests, and/or Media Letters, if you haven't already. Do one final check of all your materials. On the conference table, set up the stacks of materials in the order that they will be assembled, including stamps and envelope sealers/glue sticks. Put together the first candidate's mailing without sealing the envelope. Weigh it to make sure it meets the weight requirement for the postage you are using, and have your supervisor do one last check to ensure everything is right.
"Basically, I would place the label on the envelope and group the PCT and Intro Letter together (making sure the label and letter match) and pass it to the next person. I recommend the person you pass to is the fastest of the grou. This person will have the job of folding the letter and PCT and stuffing it into the envelope. The next person will wet the envelope and close the letter. The final person will place the stamp on the envelope and place it in the USPS bin."
Don’t assume mailings are mindless and that anyone can do them. There are lots of things that can go wrong with them if they are not adequately supervised. The most common problem arising during mailings is that, because of the lack of staff and requisite reliance upon members and interns, errors will be made such as placing the wrong letters in envelopes, forgetting to include a PCT, placing the wrong tests with a letter, and either not stamping or not labeling red cards. Whenever possible, I highly recommend having at least one staff member per group, preferably checking labels against letters and checking that the correct test has been attached. If you cannot spare a staff member, try to use interns who have worked on previous mailings. This will not prevent all such errors so check on the process frequently.
Deletions:
Use a paper cutter to divide the red cards (a great task for a volunteer). Print additional materials to be sent in the package, which may include, but is not limited to: Bio Forms, Political Courage Tests, and/or Media Letters, if you haven't already. Do one final check of all your materials. Put together the first candidate's mailing without sealing the envelope. Weigh it to make sure it meets the weight requirement for the postage you are using, and have your supervisor do one last check to ensure everything is right.
"Basically, I would place the label on the envelope and group the PCT and Intro Letter together (making sure the label and letter match) and pass it to the next person. I recommend the person you pass to is the fastest of the member interns. This person will have the job of folding the letter and PCT and stuffing it into the envelope. The next person will wet the envelope and close the letter. The final person will place the stamp on the envelope and place it in the USPS bin."
The most common problem arising during mailings is that, because of the lack of staff and requisite reliance upon members and interns, errors will be made such as placing the wrong letters in envelopes, placing the wrong tests with a letter, and either not stamping or not labeling red cards. Whenever possible, I highly recommend having at least one staff member per group, preferably checking labels against letters and checking that the correct test has been attached. If you cannot spare a staff member, which is almost certain during congressional election years, try to use interns who have worked on previous mailings. This will not prevent all such errors so check on the process frequently.
Additions:
1) This data file will be used to merge into your form letters/red cards and labels.
1) Scroll through letters/red cards to make sure no addresses run into the deadline on the right; the state, dates and deadlines are correct; and candidate IDs and passwords were inserted correctly. Try logging in to the online candidate portal with some sample IDs and passwords to make sure they work. Save again if any changes.
1) Scroll through letters/red cards to make sure no addresses run into the deadline on the right; the state, dates and deadlines are correct; and candidate IDs and passwords were inserted correctly. Try logging in to the online candidate portal with some sample IDs and passwords to make sure they work. Save again if any changes.
Deletions:
Additions:
Be sure to have QC and/or your own staff do multiple checks on the contact information we receive from states and complete extended contact information for each candidate. Also, give QC a heads up and let them know what state you will be sending a bulk communication to. We have run into some problems in the past with candidates being added after a merge.
Before Mailing: Make Sure you have enough stamps, label sheets, and mail bins. Ensure you will have the staff, interns, or volunteers needed to assemble the mailing. Also, the Post Office Appreciates a phone call to let them know (roughly) how many bins will be going out for the day.
1) To generate the mail merge for exception candidates only, select Exception candidates (you will need to do this for every group, but it is a separate process).
1) If necessary, select unpassed candidates (check for any contact after the first that is solely reminding people to submit the PCT), or unpassed with answers online (check if only contacting candidates who have not sent in a signature). Choosing the wrong grouping here will either make candidates angry and confused or will result in candidates not receiving their proper contacts.
1) Select update passwords if including passwords in the communication (definitely do this for the first contact in which passwords are to be sent. For secondary contacts, this will override any password sent in previous contacts. At the same time, if you are including passwords in the communication and don't select "update passwords," it will give you UNUSABLE passwords which you don't ever want to give out. Verify with your supervisor what should be done with each contact if it's not clear.)
1) Document the total number of rows in this file- this will give you an idea of how many PCTs, bios, letters, etc. you will need to print. If you are mailing red cards, this number will be divided by four. It is best to begin printing those non-merged documents (typically PCTs and Bio forms) as soon as you know these numbers
Use a paper cutter to divide the red cards (a great task for a volunteer). Print additional materials to be sent in the package, which may include, but is not limited to: Bio Forms, Political Courage Tests, and/or Media Letters, if you haven't already. Do one final check of all your materials. Put together the first candidate's mailing without sealing the envelope. Weigh it to make sure it meets the weight requirement for the postage you are using, and have your supervisor do one last check to ensure everything is right.
At this point, you should gather your volunteers and interns (or staff, if no interns or volunteers are available) for assembly. Keep in mind that different people go at different speeds, so you will need to be flexible. It is typically a good idea to use the assembly line so there can be checks performed in the process. If there is quite a bit to mail, or you are pushing against a deadline, you may find it useful to establish two assembly lines, but make sure you closely monitor both. Typically three to four people per assembly line has been the standard.
Your assembly line will put together the packets and place them in appropriate envelopes, adding stamps and labels. A successful configuration in the past was:
"Basically, I would place the label on the envelope and group the PCT and Intro Letter together (making sure the label and letter match) and pass it to the next person. I recommend the person you pass to is the fastest of the member interns. This person will have the job of folding the letter and PCT and stuffing it into the envelope. The next person will wet the envelope and close the letter. The final person will place the stamp on the envelope and place it in the USPS bin."
One thing to be mindful of here is that you should have a staff member or very reliable intern check the name and address on the label against those on the letter/red card and to make sure the appropriate Test is included if we are mailing the hard copy test. Errors here will send IDs and passwords to the wrong candidates, possibly to their opponents.
If you are sending bulk mail (using nonprofit stamps rather than first class stamps), you will need to fill out a bulk mail form, submit it to the Office Manager to get a check, and send it along with the mailing to the post office.
Before Mailing: Make Sure you have enough stamps, label sheets, and mail bins. Ensure you will have the staff, interns, or volunteers needed to assemble the mailing. Also, the Post Office Appreciates a phone call to let them know (roughly) how many bins will be going out for the day.
1) To generate the mail merge for exception candidates only, select Exception candidates (you will need to do this for every group, but it is a separate process).
1) If necessary, select unpassed candidates (check for any contact after the first that is solely reminding people to submit the PCT), or unpassed with answers online (check if only contacting candidates who have not sent in a signature). Choosing the wrong grouping here will either make candidates angry and confused or will result in candidates not receiving their proper contacts.
1) Select update passwords if including passwords in the communication (definitely do this for the first contact in which passwords are to be sent. For secondary contacts, this will override any password sent in previous contacts. At the same time, if you are including passwords in the communication and don't select "update passwords," it will give you UNUSABLE passwords which you don't ever want to give out. Verify with your supervisor what should be done with each contact if it's not clear.)
1) Document the total number of rows in this file- this will give you an idea of how many PCTs, bios, letters, etc. you will need to print. If you are mailing red cards, this number will be divided by four. It is best to begin printing those non-merged documents (typically PCTs and Bio forms) as soon as you know these numbers
Use a paper cutter to divide the red cards (a great task for a volunteer). Print additional materials to be sent in the package, which may include, but is not limited to: Bio Forms, Political Courage Tests, and/or Media Letters, if you haven't already. Do one final check of all your materials. Put together the first candidate's mailing without sealing the envelope. Weigh it to make sure it meets the weight requirement for the postage you are using, and have your supervisor do one last check to ensure everything is right.
At this point, you should gather your volunteers and interns (or staff, if no interns or volunteers are available) for assembly. Keep in mind that different people go at different speeds, so you will need to be flexible. It is typically a good idea to use the assembly line so there can be checks performed in the process. If there is quite a bit to mail, or you are pushing against a deadline, you may find it useful to establish two assembly lines, but make sure you closely monitor both. Typically three to four people per assembly line has been the standard.
Your assembly line will put together the packets and place them in appropriate envelopes, adding stamps and labels. A successful configuration in the past was:
"Basically, I would place the label on the envelope and group the PCT and Intro Letter together (making sure the label and letter match) and pass it to the next person. I recommend the person you pass to is the fastest of the member interns. This person will have the job of folding the letter and PCT and stuffing it into the envelope. The next person will wet the envelope and close the letter. The final person will place the stamp on the envelope and place it in the USPS bin."
One thing to be mindful of here is that you should have a staff member or very reliable intern check the name and address on the label against those on the letter/red card and to make sure the appropriate Test is included if we are mailing the hard copy test. Errors here will send IDs and passwords to the wrong candidates, possibly to their opponents.
If you are sending bulk mail (using nonprofit stamps rather than first class stamps), you will need to fill out a bulk mail form, submit it to the Office Manager to get a check, and send it along with the mailing to the post office.
Deletions:
1) If necessary, select Exception candidates, unpassed candidates (check for any contact after the first that is solely reminding people to submit the PCT), or unpassed with answers online (check if only contacting candidates who have not sent in a signature)
1) Select update passwords (definitely do this for the first contact in which passwords are to be sent. For secondary contacts, this will override any password sent in previous contacts- verify with your supervisor what should be done with each contact if it's not clear)
Use a paper cutter to divide the red cards (a great task for a volunteer). Print additional materials to be sent in the package, which may include, but is not limited to: Bio Forms, Political Courage Tests, and/or Media Letters. Once everything has been checked and printed, have a group of staff and interns assemble the packets and place them in appropriate envelopes, adding stamps and labels. One thing to be mindful of here is that you should have a staff member or very reliable intern check the name and address on the label against those on the letter and to make sure the appropriate Test is included. Errors here will send IDs and passwords to the wrong candidates, possibly to their opponents.
