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- Most time consuming aspect of preparation is setting up the Individual Call Report sheets – unique ones go to each volunteer. Make sure you give yourself enough time to set them up.
- Determine the deadline for submitting requests for registration (Highlighted in BLUE 2nd to last line) and work backward from there. Must be accurate on this!
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- When setting dates, balance need to give volunteers enough time to contact voters and enough time for the voters to submit everything, but not so far in advance that voters aren't thinking about the election. With Nov elections – deadline to register is usually the beginning of October, so want to make calls end of Aug/beginning of Sept. Tricky because of summer vacations
G2 TEMPLATE Deadline Worksheet/VFA DEADLINE WORKSHEET
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- When setting the other deadlines, balance need to give volunteers enough time to contact voters and enough time for the voters to submit everything, but not so far in advance that voters aren't thinking about the election. Problem with Nov elections – deadlines are usually in September, so want to make calls end of Aug/beginning of Sept. Tricky because of summer vacations.
G3 TEMPLATE Email Request for Volunteers
- You'll need to change for your own purposes, but gives you something to work off.
G4 TEMPLATE TEMPLATE Volunteer Tracking Sheet
- To keep track of the volunteers – make sure we've got their contact information, that they've gotten and returned the Confidentiality Agreement, that they've gotten and then returned their Individual CRS.
- I found it easiest to do this as an Excel spreadsheet, put the volunteers in alphabetical order, use highlights, also notes on anything that needs follow up.
- We cannot use some one as a volunteer if they don't return the Confidentialy Agreement, so important to keep track of that. Also, a good way to see if they are truly interested in doing this.
G5 TEMPLATE Email Volunteer Acknowledgment
G6 TEMPLATE Attachment: Confidentiality Agreement [CA]
- As individuals come forward to volunteer, send this email to acknowledge and also send the CA as an attachment.
G7 TEMPLATE TEMPLATE Email Reminder re: Confidentiality Agreements
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- Can send as a mass email (use bcc:)
G8 TEMPLATE Email to Voters Only
- Give the voters we want to reach a “heads up” to expect our calls. For some voters, this is all they need. Best to keep it short as they'll be getting calls and emails.
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VOLUNTEER INFORMATION PACKET:
V1 TEMPLATE Email Coversheet re Volunteer Instructions
V2 TEMPLATE Volunteer Information
V3 TEMPLATE Sample Emails To Send
V4 TEMPLATE Volunteer Telephone Script
V5 TEMPLATE Additional Candidate Information (Optional) and FLASH CARDS
- We found it was easier to send out the VOLUNTEER INFORMATION PACKET items in a mass email to all the volunteers (Templates V1-5). Then send a separate email to each volunteer with their Individual Call Report Sheet [CRS]. (Templates CR1 & CR2, below)
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- V4 Volunteer Phone Script: Keep introduction fairly short, most people just need the reminder and don't need to be convinced to vote for the Democratic candidate.
CR1 TEMPLATE Email re Individual CRS
CR2 TEMPLATE Individual Call Report Sheet
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- Use G3 TEMPLATE Volunteer Tracking Sheet to note which CRS goes to which volunteer.
V6 TEMPLATE Email to Volunteers re Nearing End of Campaign
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- Also good way for a volunteer to us know if don't know if they won't be able to finish. Some volunteer will hold onto a CRS because they want to help, but really don't have the time. But, it doesn't do any good if voters aren't contacted in time for them to register and request their ballots.
V7 TEMPLATE Email to Volunteers re Thanks
- Send email out to individual volunteers as CRSs came in. Also good way to get feedback.
D1 TEMPLATE TEMPLATE Data Report Worksheet
- Excel spreadsheet to do the addition
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