Candidate-Submitted PCTs and Bios: PVSWiki

Candidate-Submitted PCTs and Bios

Table of Contents

Candidate-Submitted PCTs and Bios

Common Issues and Prevention

The primary purpose of the Political Courage Test is to be able to provide voters with detailed information about the positions, beliefs and (in terms of the bio) background information about as many of their candidates as possible. This information "straight from the horses mouth" are perhaps the most useful content for a voter, and in many cases aren't available elsewhere. To that end, it is extremely important to emphasize accurate and timely entry of every submission, whether a candidate is running for a state house or president. An error on our part can potentially increase the dissemination of false information to the public and create a higher risk of attacks by a candidate's opponents.

Priorities

Monitor all platforms (phone, snail mail, fax, email) for incoming PCTs and other candidate-submitted material, including those submitted via secure.votesmart.org
Ensure all submitted PCTs are accurately attached as soon as possible upon receipt (within the same day or immediately if that state's deadline has passed). The rationale for this is twofold. One, you are less likely to lose or misplace an PCT if it is processed and filed right away. Second, the information becomes available in admin for others answering the candidate line and for interns to data enter.
Ensure submitted bios, photos, and other candidate-submitted materials are processed within 2 weeks of receipt (or immediately if that state's release date has passed).. In high volume periods, PCTs may need to be prioritized over Bios, in which case, please communicate this to your supervisor
Ensure, on a daily basis, that all submitted candidate materials are properly filed, and track down missing PCTs as necessary
Attempt to resolve each "Problem PCT" twice a week, attempting to contact candidates as needed; this should be done daily or more frequently starting the week before that candidate's deadline
Ensure all submitted PCTs are entered and properly goes through checks at a pace appropriate for meeting that group's release date. With multiple deadlines happening in sequence, it is probably best to make sure that all submitted PCTs are fully processed a week before that group's deadline, prioritizing those with earlier deadlines and release dates. The week of a deadline, the PCTs should be fully processed within two days of receipt.
Ensure all PCTs are submitted accurately, and represented in accordance with current policies
Ensure that VoteEasy Researchers are promptly notified of candidates covered by VoteEasy that submit answers to VoteEasy questions
Release PCTs on schedule after consulting with other members of the PCT department
Ensure press reports accurately reflect the PCTs submitted, and that a best effort has been made to contact those who "failed"

Procedures

Pre-Testing- Set up Calendars and Tracking Mechanisms

Set up filing system for submitted content from candidates. In the past, we have found the most effective system to have each shelf row represent a group of states (in order of release, with the highest priority at the top) and each shelf column to represent the three key phases (1-needs entry; 2- needs 1st or second check; 3- needs staff check) and 3 separate containers for "needs attaching," "staff check complete," and "problem PCTs." Completed PCTs should eventually be moved to archive boxes in accordance with PCT Archiving procedures. We require that every Test is checked; one staff check for online Tests, two checks and a staff check for physical submissions. The best way to make sure every Test is checked quickly and none are misplaced is to set up a filing system clearly marked by state or by test group as well as the stage of the checking process. This also works well when entering and checking biographical forms. It is also essential to communicate the priorities to all those entering and checking content- in the above example you would generally want them to start from the top, prioritizing federal over state and PCTs over bios, focusing on the highest-level task they are authorized to work on, and working their way down
Set up procedure with VoteEasy Researchers to ensure they are promptly notified of candidates covered by VoteEasy that submit answers to VoteEasy questions
Set up and have on-hand processing forms for attaching. These can be downloaded at the bottom of this page. Each test and biographical form, after arrival, will be uploaded into admin and will have a color-coded form attached to it (currently blue for state leg, green for congressional, yellow for gubernatorial and red for presidential). Each Test label will need a candidate's name (Last, First) state, office, candidate ID, district, party, received date, and mailing group filled out while biographical forms only require a candidate's name and mailing group.
Get your resources lined up. Assume you will receive ~2,000 PCTs in the course of the election cycle, with most coming in two weeks before a deadline, and an unknown number of bios, position papers, photos, and other material from candidates. You will want to make sure you have the people in place, with clear daily or weekly objectives to make sure we are ready to release in time for the deadline. Typically, we will have one staff member in charge of all attaching, members doing as much manual entering as possible, and staff focusing on staff checks when possible.

"Attaching" PCTs and Bios (Processing all Incoming PCTs and Bios)

Hard Copy PCTs

Verify that the PCT is not a "problem PCT" (if it is, file with the rest of the "problem PCTs")
Attach the appropriate PCT processing form
Find the candidate in admin by typing his/her name (last, first) in the "by name" search field on the main admin page. Once you've found the correct candidate, go to their admin page and select the "NPAT" tab. Next, you'll select the current testing year by clicking on "View" which will bring up several fields you will need to fill out.
Select the "NPAT Form" button and enter the candidate's responses letter for letter. Just as with online submitted PCTs, we do not fix typos. Be sure to save the form when finished

Online-Submitted PCTs

If you receive a signature form without an attached test, it is, in all likelihood, for an online pct.
Find the candidate in admin by typing his/her name (last, first) in the "by name" search field on the main admin page. Once you've found the correct candidate, go to their admin page and select the "NPAT" tab. Next, you'll select the current testing year by clicking on "View" which will bring up several fields you will need to fill out.
If the Test was submitted online: select "Online Submitted NPAT," which will bring up their responses.
Verify that the PCT is not a "problem PCT." If it is, file with the rest of the "problem PCTs"; if not, select "Import Online NPAT," which will upload the responses directly into our database.
Attach an "Online PCT" processing form

Online and Hard Copy PCTs

-(must verify policy with exception candidates and late pcts) When the Test has been attached, go back to the candidate's NPAT tab and change their NPAT Status to passed (or late, if applicable), enter the received date, and save. Do not edit the NPAT group at this time.
Note: PCTs for those offices covered in VoteEasy should be routed to VoteEasy department members prior to getting checked. Flag all Congressional PCTs that do not have all VoteEasy questions directly answered by the candidate- we may be contacting them later. For any unanswered VoteEasy question, examine the other or expanded principles to see if that question is addressed in any way. If so, add their other or expanded principle to their citations and change their answer if necessary.

Hard-Copy Bios

Send these to the bios department to process

Online-Submitted Bios

Notifications of online bio submission is sent to pctonline@votesmart.org, which, in turn, is forwarded to the politicalcourage@ account- They should be moved into folder a called "Online Bios". It is best to work with the Bios department to have them (or someone in the PCT dept who is properly trained) process these submission. Candidates are not good with formatting, so it is key that the processor know what they are doing.

Entering and Checking PCTs

Entering and Checking Hard Copy PCTs. Hard Copy Tests will need to be entered manually. To do this, select "NPAT Form" (which you will also click on for all checks later on). This step is skipped for those PCTs submitted online.
Staff checks:

confirm the candidate's PCT imported correctly or was entered in full (view npat form to confirm this)
confirm the test is not a "problem PCT"
confirm we have a signature or other acceptable form of authorization from the candidate
confirm the npat form does not include attacks on another candidate. If they do, all such entries are to be omitted by placing an ellipse (...) in their place.
confirm the npat form does not include swear words, slurs, or threats. If they do, all such entries are to be omitted by placing an ellipse (...) in their place.
address any flagged issues
For hard copy submissions: if the candidate goes over 100 words in "Legislative Priorities" and if more than one priority has been listed, split the words logically between the priorities. Edit for length only, not content. Do not paraphrase. Place an ellipse (...) at any point you cut off text.
Contact candidate if anything needs to be cleared up. Be sure to receive another signature form if there are any changes.
ensure the NPAT Status is correct
change the "NPAT group," to blank, if it is not already blank. NPAT Group will only need to be edited (to blank) if the candidate is an exception, courtesy, or added, which should be done upon the final check for a received PCT.
confirm the received date is entered
change the processed field to "Yes"
select save
file as appropriate

Note: Each Test needs to be entered exactly as they have it, so spelling and grammatical errors and other mistakes on their part must be included.

Releasing PCTs by Election

Entering and Checking Other Candidate-Submitted Information

see: Online Bio Guide and Bio Guide. Make sure to enter the "Bio Form Year" at the bottom of the page.
Photos
Position Papers (called "issue positions" in the Speeches Department)- Note: Position papers need to be sent to us in electronic format (disk, email, web site, email attachment). If something can’t be copied and pasted, we can't use it. Previously, this was only offered to those that submitted a Political Courage Test or who haven't yet have a PCT Testing period this election cycle. This rule may be waived if we would find position papers useful to our coverage, as long as we apply this policy consistently to candidates. Position papers are good to promote to candidates who are anxious to fill out the PCT but it won't be sent out yet, or who submit a PCT but then complain about the questions or format. Verify with the Research Department each year who will be responsible for entering position papers, and that those individuals are properly trained

Common Issues and Prevention

Missing Tests

Following the deadline for each testing group you will need to confirm that we do have all of the Tests of candidates that have been marked as passed. Keeping a clear filing system, such as the one described above, will be a major factor in preventing Tests from becoming "lost." Most cases of lost PCTs arise during last minute checking or misfiling of the Tests. Be sure to check any tests archived, the "To Be Filed" box(es), the PCT current filing system (the metal one with “To Be Entered,” “1st & 2nd Check,” and “Staff Check” columns), VoteEasy files, and Problem PCTs box. However, on rare occasions, interns, members and staff will actually have stacks of PCTs on/in their desks. The floor is actually a good place to check as well (we've found them there before). At this point if you still have not located the PCT in question, I suggest getting a new pair of eyes on the case. Note, ti is possible that the PCT was mis-attached by accident. As a last resort you should contact the candidate to ask hem to resend the PCT, but try everything else first.The best way to prevent this is to require anyone who is checking or entering Tests return them to the filing system before leaving for lunch or leaving at the end of the day. Also, remember to check your filing of problem PCTs on a regular basis to make sure that they are taken care of and filed properly.

Problem PCTs

Contact candidates as soon as you can to let them know the problem so that they can correct it quickly. File all problem PCTs in one location so they aren't lost and check their status on a regular basis. Be sure to contact candidates at least twice about problem Tests before a deadline so that we can make sure everything on our end was done to get everything taken care of. You can indicate some problems (for quick reference) on the candidate's NPAT page in admin and in the contact logs.

Incomplete Tests

During testing periods you will often receive signature forms and tests that are not completed. Most of the time candidates will send in signature forms without having submitted their online PCT or have sent in a PCT without signing it. In the past, we also held candidates to a threshold of completing at least 70% of the issue areas covered by the test. While this is no longer the case, if sections of an online-submitted test are left completely blank, or a page is missing from the PCT, we will attempt to contact the candidate to give them an opportunity to fill in the rest.

In other cases, some responses may be completely illegible.

PCT Duplicates & Changes

Once a candidate submits an online PCT, they cannot edit their responses. Candidates may contact us saying they accidentally submitted a blank or incomplete PCT. If their NPAT form is blank (which can be determined by selecting "on-line submitted NPAT," change the process drop down to "yes" and select "save." This will allow the candidate's on-line PCT to be edited. If their NPAT form is incomplete, notify IT (asking them to allow that Test to be opened for editing). If the form is reset, the candidate's responses will be cleared. Confirm this process with IT prior to testing.

Candidates may submit changes via mail, e-mail or over the phone (a new PCT is not required). However, a signature is always required to implement the changes.

PVSWiki : SubmittedPCTsandBios