====Candidate Contact Logs====


One of the most important things that a staff member or intern can do after each individual contact with a candidate is to enter each exchange into Admin under that candidate's "contact log" tab. This is important because it keeps everyone on the same page when it comes to candidates. A candidate's contact log is also a way to protect Project Vote Smart legally, particularly whenever a candidate makes a specific complaint, request, or was promised something by a staff member or an intern (faxed, mailed, or emailed Political Courage Tests to the candidate). 

Some of the biggest problems were avoided because a contact log was properly entered into Admin. Whenever a potential issue came up with a particular candidate, the contact logs helped that staff member know what had previously taken place and how to address the current situation. There were, however, situations where a contact log was not entered and the particular situation was not handled in a timely fashion and it reflected poorly on Project Vote Smart.

Whenever we call a business or organization a second or third time, we expect them to know what has previously taken place, what their plan of action was, and whether or not that plan of action was followed through. The worst thing that Project Vote Smart could do, or any business or organization could do, is to start from scratch whenever a candidate or their campaign call. By making a record of every contact that we have with a candidate and their campaign, we can prevent embarrassing situations and help resolve those issues as soon as possible. 

Contact logs also reflect how many attempts we have made to contact each candidate. Contact logs will only reflect contacts entered by staff and interns and will consist of received mailings from the candidate, phone calls, received and bulk emails, etc. The mailings are not logged in Admin and those contacts are generally assumed. 

Good contact logs will save a lot of needless stress, will save time, and generally make things easier for candidates who will be more likely to respond if they don't think they're getting the run around.  For best results, you should:
	
	1)	Be clear and to the point.  While it is great to be descriptive, don't take it too far.  Make sure anyone who reads them can find important information quickly.
	2)	Use the notes field for important information.  New addresses, emails, phone numbers or anything especially notable in the conversation should go in the "Notes" field.  You might consider placing any new passwords given to a candidate in this field as well as it would save you from having to create a new one each time they lose it.
	3)	Enter the name, title and contact information of anyone you speak with.  If you speak with anyone besides a candidate, especially when giving out IDs and passwords, make sure you get their full name and title so that we can verify whom we gave any information to.
	3) Any contacts with candidates that are attacks, are important, and/or notable should be marked as "notable". This option is above the "Note" section and only requires that you click the box. These notable contacts are within reports that are generated by Adelaide and Kristen, so that they can see all of the important contacts between candidates, their campaigns, and Project Vote Smart. 


**Adding a Contact Log in Admin**
1. From the Contact Logs page, select "add new"
2. Admin will automatically recognize you as the operator
3. From the drop down menu, select the type of contact ("Confirmation" or "Nag")
4. From the second drop down menu, select the mode of communication
5. Select the appropriate phone number or e-mail (you may also type the number/e-mail in the blank box)
6. Select "We"/ "They" (to indicate who contacted whom)
7. Record the name/title of the person with whom you are speaking
Message: Copy/paste the script (and edit for any ad-libs)
Note: Enter any useful notes about the conversation (if it is particularly notable, select "notable." Notable contacts include accusations, attacks on other candidates, or interesting declarations-generally use your best judgment)