Revision history for OfficialsMonitoringTracking
Additions:
**Tracking Changes In Office:**
Deletions:
Additions:
Related Pages:
Deletions:
Additions:
**Roster Check Schedule:** [[ChangesInOffice Updating Current Officials]]
Deletions:
__Roster Checks:__ Occur every 3 months.
__Roster Checks:__ Occur every 3 months.
__Roster Checks:__ Occurs every 6 months or twice a year.
__Roster Checks:__ Occurs every 3 months.
__Roster Checks:__ Occurs every 3 months.
__Roster Checks:__ Occurs every 6 months or twice a year.
__Roster Checks:__ Occurs every 6 months or twice per year.
Additions:
Complete scheduled roster checks to make sure that the correct people are in every office.
Complete daily scans of [[https://carrollpublishing.com/news.aspx Carroll Publishing]] to stay up-to-date with changes in office due to resignations, appointments, deaths, etc.
Complete daily scans of [[https://carrollpublishing.com/news.aspx Carroll Publishing]] to stay up-to-date with changes in office due to resignations, appointments, deaths, etc.
Deletions:
Completing daily scans of [[https://carrollpublishing.com/news.aspx Carroll Publishing]] to stay up-to-date with changes in office due to resignations, appointments, deaths, etc.
No Differences
Additions:
===**Methods on monitoring and tracking officials in office during non-election years:**===
**50 State Report **
Start by pulling up our current statewide official’s roster in Admin
- “Search officials and candidates, Biography Section”
- “By Office Held” > “Statewide” > Select State > “Now”
- Simply cross reference our roster by visiting the Office’s official website. e.g: Alaska’s Attorney General
- If we do not have the current Official in office, make the necessary change. Confirm with the official's website or any .gov source if possible at that time. Media reports can help to provide useful context, as well as social media posts from the outgoing official.
- Log change in 50 State Report. **Note:** this is especially helpful if a successor has not been named. Circle back on a daily basis (provided time, priority).
- Pull up the State Board of Education website (link can be found in 50 State spreadsheet), and cross reference our roster to active members.
- Repeat this process for our State Judicial roster. Links to State Supreme Court justices can be found in the 50 State report.
To find changes in Legislative offices, simply search in your preferred browser something along the lines of “[State] Lawmaker resigns”, and sort results by past 24 hours, week, or month.
- You may find all sorts of legislative happenings -- changes in leadership, calls for resignations by other representatives, changes in committee assignments. Be weary of old news, they inevitably show up regardless of your timeline-filter. Carefully sift through headlines for a few pages, or until the headlines become notably irrelevant.
[[https://carrollpublishing.com/news.aspx Carroll Publishing]]
- Visit Carroll daily. If you find yourself on top of legislative changes, many of these updates will have already been made.
- [[https://ballotpedia.org/Main_Page
Ballotpedia]] is another great resource, but do not rely on them as a primary source for updates (try to beat them to changes). [[https://cddrl.fsi.stanford.edu/sites/default/files/Lijphart.pdf
State Legislative Vacancies]], [[https://ballotpedia.org/State_supreme_court_vacancies,_2021
State Judicial Vacancies]].
- Make necessary changes in admin, log any updates in the 50 State report.
**Tracking Changes In Office (Head of Profiles Sub-Department Only):**
Changes in office should generally be caught in your daily reading of [[http://www.carrollpub.com/newsinfo.asp Carroll Publishing News]]. Throughout the year, add any known vacancies, special elections, appointments, nominations, and resignations to your tracking sheets. Entire rosters should also be checked at various points in the year.
In your daily reading, you should also note if committee assignments or leadership positions have changed, if a candidate has been added or removed from a ballot, if someone's party affiliation has changed, if ballot laws have changed, if a new election is announced, if a new measure has been added to a ballot, or if voter registration laws have changed. Communicate this to the appropriate person.
**Updating Lists of Current Officials:**
This is done periodically to account for any changes in office we might have missed (such as resignations, special elections, appointments, and political party changes). You will want to look for the official rosters of officials and compare them to the listing of current officials we have. This is simply a check of the name/office/district/party. The fastest way to do this is probably through [[https://admin.votesmart.org/ admin]] using the 'Office Held' search bar.
**Updating Current Officials Upon Notification from Key Votes**
As Key Votes enters state votes into the database, they will often times notice that a legislator is missing or that someone is in office that should not be. When they encounter this situation, they are instructed to email the Research Director or someone in the department and notify them of the discrepancy. If you are the recipient of such emails, follow the instructions below for adding and removing officials. It is helpful if Key Votes emails you the official's name, candidate ID, and a link to their office website if the official is being added.
- If you are being notified an official is no longer in office, Google the official's name, state, office, and date s/he resigned/left office.
- For example, "Representative Bill Smith Maryland resignation." You will want to look for a date the person actually left office and enter this in admin under the 'Offices' tab.
- This may also give you an indication as to how the vacancy is going to be filled (special election, appointment, etc.).
Presidential officials and candidates receive special treatment because of both the attention they receive and the fact that it is easier to do more frequent updates for groups of fewer offices.
**Roster Check Schedule:**
__Roster Checks:__ Occur every 3 months.
__Roster Checks:__ Occur every 3 months.
__Roster Checks:__ Occurs every 6 months or twice a year.
__Roster Checks:__ Occurs every 3 months.
__Roster Checks:__ Occurs every 3 months.
__Roster Checks:__ Occurs every 6 months or twice a year.
__Roster Checks:__ Occurs every 6 months or twice per year.
Completing scheduled roster checks to make sure that the correct people are in every office.
Completing daily scans of [[https://carrollpublishing.com/news.aspx Carroll Publishing]] to stay up-to-date with changes in office due to resignations, appointments, deaths, etc.
With that in mind, it is important to also understand the amount of time it takes to complete and organize each update. Head to the [[ProfilesManagingAssigningSchedules Profiles Scheduling]] page for a more in depth discussion on how to keep track of research schedules using tracking documents, as well as how to manage Carroll Publishing.
**50 State Report **
Start by pulling up our current statewide official’s roster in Admin
- “Search officials and candidates, Biography Section”
- “By Office Held” > “Statewide” > Select State > “Now”
- Simply cross reference our roster by visiting the Office’s official website. e.g: Alaska’s Attorney General
- If we do not have the current Official in office, make the necessary change. Confirm with the official's website or any .gov source if possible at that time. Media reports can help to provide useful context, as well as social media posts from the outgoing official.
- Log change in 50 State Report. **Note:** this is especially helpful if a successor has not been named. Circle back on a daily basis (provided time, priority).
- Pull up the State Board of Education website (link can be found in 50 State spreadsheet), and cross reference our roster to active members.
- Repeat this process for our State Judicial roster. Links to State Supreme Court justices can be found in the 50 State report.
To find changes in Legislative offices, simply search in your preferred browser something along the lines of “[State] Lawmaker resigns”, and sort results by past 24 hours, week, or month.
- You may find all sorts of legislative happenings -- changes in leadership, calls for resignations by other representatives, changes in committee assignments. Be weary of old news, they inevitably show up regardless of your timeline-filter. Carefully sift through headlines for a few pages, or until the headlines become notably irrelevant.
[[https://carrollpublishing.com/news.aspx Carroll Publishing]]
- Visit Carroll daily. If you find yourself on top of legislative changes, many of these updates will have already been made.
- [[https://ballotpedia.org/Main_Page
Ballotpedia]] is another great resource, but do not rely on them as a primary source for updates (try to beat them to changes). [[https://cddrl.fsi.stanford.edu/sites/default/files/Lijphart.pdf
State Legislative Vacancies]], [[https://ballotpedia.org/State_supreme_court_vacancies,_2021
State Judicial Vacancies]].
- Make necessary changes in admin, log any updates in the 50 State report.
**Tracking Changes In Office (Head of Profiles Sub-Department Only):**
Changes in office should generally be caught in your daily reading of [[http://www.carrollpub.com/newsinfo.asp Carroll Publishing News]]. Throughout the year, add any known vacancies, special elections, appointments, nominations, and resignations to your tracking sheets. Entire rosters should also be checked at various points in the year.
In your daily reading, you should also note if committee assignments or leadership positions have changed, if a candidate has been added or removed from a ballot, if someone's party affiliation has changed, if ballot laws have changed, if a new election is announced, if a new measure has been added to a ballot, or if voter registration laws have changed. Communicate this to the appropriate person.
**Updating Lists of Current Officials:**
This is done periodically to account for any changes in office we might have missed (such as resignations, special elections, appointments, and political party changes). You will want to look for the official rosters of officials and compare them to the listing of current officials we have. This is simply a check of the name/office/district/party. The fastest way to do this is probably through [[https://admin.votesmart.org/ admin]] using the 'Office Held' search bar.
**Updating Current Officials Upon Notification from Key Votes**
As Key Votes enters state votes into the database, they will often times notice that a legislator is missing or that someone is in office that should not be. When they encounter this situation, they are instructed to email the Research Director or someone in the department and notify them of the discrepancy. If you are the recipient of such emails, follow the instructions below for adding and removing officials. It is helpful if Key Votes emails you the official's name, candidate ID, and a link to their office website if the official is being added.
- If you are being notified an official is no longer in office, Google the official's name, state, office, and date s/he resigned/left office.
- For example, "Representative Bill Smith Maryland resignation." You will want to look for a date the person actually left office and enter this in admin under the 'Offices' tab.
- This may also give you an indication as to how the vacancy is going to be filled (special election, appointment, etc.).
Presidential officials and candidates receive special treatment because of both the attention they receive and the fact that it is easier to do more frequent updates for groups of fewer offices.
**Roster Check Schedule:**
__Roster Checks:__ Occur every 3 months.
__Roster Checks:__ Occur every 3 months.
__Roster Checks:__ Occurs every 6 months or twice a year.
__Roster Checks:__ Occurs every 3 months.
__Roster Checks:__ Occurs every 3 months.
__Roster Checks:__ Occurs every 6 months or twice a year.
__Roster Checks:__ Occurs every 6 months or twice per year.
Completing scheduled roster checks to make sure that the correct people are in every office.
Completing daily scans of [[https://carrollpublishing.com/news.aspx Carroll Publishing]] to stay up-to-date with changes in office due to resignations, appointments, deaths, etc.
With that in mind, it is important to also understand the amount of time it takes to complete and organize each update. Head to the [[ProfilesManagingAssigningSchedules Profiles Scheduling]] page for a more in depth discussion on how to keep track of research schedules using tracking documents, as well as how to manage Carroll Publishing.
Deletions:
Additions:
[[ChangesinOffice Updating Current Officials]]
[[RemovingSomeoneFromOffice Removing Someone From Office]]
[[AddingSomeoneintoOfficeManually Adding Someone Into Office Manually]]
[[Dupes Handling Duplicate Candidates]]
[[RemovingSomeoneFromOffice Removing Someone From Office]]
[[AddingSomeoneintoOfficeManually Adding Someone Into Office Manually]]
[[Dupes Handling Duplicate Candidates]]
Additions:
Page currently being drafted. update coming soon.
Pages to link to:
Pages to link to:
Additions:
[[PartyChangesRedistricting Officials Party Changes and Redistricting]]
Deletions:
Whenever a legislator switches their party affiliation, a new office **MUST** be added to the official. This is to ensure any past data affiliated with the candidate displays their correct party affiliation at that time(If legislator X switches from Democrat to Republican, all his past votes he made as a member of the Democratic Party will now show up as votes made as a member of the Republican Party if a new office is not added to the official) This ensures the accuracy and quality of our data, and avoids any incorrect representation of past data.
Here are the steps:
~1) Create a new office in the Office tab in Admin.
~1) Select new party affiliation in the Party Section.
~1) Keep the First Elected/Appointed Date as the same as the previous office entry.
~1) List First Took Office as the date the legislator has officially left their previously held party. If that date is unavailable, use a date that closely approximates the day they may have left the party. (If you are sure about the month, but not the date, use Month/year. If you are unsure about the month as well, use Year).
~1) Select party affiliation, and state, district number for the legislator.
~1) Fill in the Web Import ID if the legislator is a Member of Congress, and then hit save.
~1) For the previous office information, fill in the date the legislator has left the party in the Left Office section (this date should be the same date as the ‘First took Office’ date).
~1) Make sure to mark previous office is set as “Inactive”.
~1) Notify all relevant departments and Directors about the change as soon as possible.
Here is an example of an official that has changed party affiliation while in office: https://admin.votesmart.org/candidateOffice.do?candidateId=105566.
===**Redistricting**===
Admin will automatically create a new office for any legislators who won an election in the new district, as long as we had the candidate/legislator running in an election in our database.
When doing swear-ins for legislators, the staff members should leave the old office experience after deactivating the office. Doing so ensures that we have accurate historical data about which districts the legislator previously represented. **Be sure to also add a political experience for the previous seat the official held prior to the redistricting.**
