Call Script for Localities that Don't Have Websites
For cities/counties that do not have websites – or have outdated websites – we must call to update elected officials and their contact information.
1)Open the excel document for your assigned state. This document will tell you which counties need to be called. If the numbers are not provided, search for the numbers:
a) the state’s official website
b) the state’s elections website
c) search online.
i.Try switchboard.com – enter “County Office” and the state to start searching.
ii.Try http://dir.yahoo.com/Government/
2)The procedure is to call the county office three times requesting the information. Record each contact in the excel spreadsheet.
Obviously this does not mean three wrong numbers, this is three actual contacts where the information is requested. This does include leaving messages. Please note the status of the calls/info request on your log or on the excel document.
3)Be sure to take time zones into account when you make phone calls. You may find it difficult to reach the appropriate contact person when it is lunchtime in whichever time zone you are calling.
4)Be polite and professional on the phone. Remember that you are representing the organization and its good name.
5)Remember that this information is being collected in a team effort. Please make detailed notes. At the end of every day it should be clear where you stopped and what you accomplished during that day.
Making the Call
Introduction and Information Request:
Identify yourself: “Hello, my name is [first name] and I am calling from Project Vote Smart.”
Getting to the right person:
i)If you know the contact person, ask if you may speak with him/her.
ii)If you don’t have a specific contact, ask to speak with someone who can tell you the names and contact information for that county/city. Typically this is the county clerk or recorder.
iii)If nobody answers, or you end up with the voice mail - leave a message and be sure to leave all of the following:
(1)Your name
(2)Phone number: 406-859-8683
(3)Hours when you can be reached: 8:00am to 5:00pm, Mountain Time.
(4)A brief message that you are calling to find out the names and contact information for all the elected officials of the county/city.
If you know that you are not going to be in the office when the person calls back, please ask them to speak to your supervisor when they call. Please also leave a note on your log so the call can be followed up on if you are not able to do so.
When you have reached the appropriate contact person, identify yourself again. If someone seems uneasy to give you this information or asks you about Project Vote Smart, use the following paragraph to explain:
“Project Vote Smart is a national library of factual information on 40,000 public officials and candidates for public office. We cover President, congress, governor, statewide offices and state legislatures, and local officials. The information we gather falls into five categories: issue positions, voting records, campaign finances, biographical information including contacts, and performance evaluations by special interest groups. We do not lobby for or against, support or oppose any candidate and we will not accept financial support from any organization that does.”
Explain that you are looking for the names and contact information for elected officials in the county/city.
These officials include but are not limited to:
For Counties:
CommissionersSupervisors
Freeholders (New Jersey)
Police Jurors (Louisiana)
You do NOT need to get information for judges, sheriffs, coroners, etc.
It is a good idea to check our website to see what information we have for other counties in that state.
It is unlikely anyone will be hesitant to give out this public information. If someone is hesitant…
Explain that this information is posted on the Project Vote Smart website and is available to Hotline callers as a resource for residents to contact their local officials.
Suggest that they look at our website to learn more about Project Vote Smart and the information available.
Explain that Project Vote Smart tries to have the most accurate information possible and that you appreciate their help in updating information about their local officials.
Getting the Information:
If it is just a few officials (usually three commissioners) verify the information over the phone. If it is going to be an extensive list, ask the person to please email, fax or mail the information (in that order—the more immediately they are sent, the less chance that our request will get lost in the shuffle).
Email:
It is fine to give your email address. If you would prefer not to give out your email address or will be out of the office, please give the e-mail address: research@votesmart.org
Don’t forget to spell-out your name!
Fax:
406-859-8680
Mail:
Attn: Research Department
Project Vote Smart
One Common Ground
Philipsburg, MT 59858
Before You Hang Up:
“Thank you for your help. This information will be available to our Hotline callers and will be posted under the ‘Local Officials’ section of the Project Vote Smart website, which is www.vote-smart.org.”
Finishing Up:
Note the result of the call in the appropriate Excel sheet.
