Quick introduction to creating a Study Abroad Outreach program.
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Programs organized directly through their US university, like NYU Abroad (https://www.nyu.edu/academics/studying-abroad.html).
Third party organizations like CEA Study Abroad (https://www.ceastudyabroad.com/) or API Study Abroad (https://www.apistudyabroad.com/), which create study abroad academic programs and coordinate with/offer their programs to hundreds of US Universities.
International Universities recruiting American students directly or American students organizing their own Study Abroad experience; these are often longer, degree-granting programs, this is also where full-degree and advanced degree students will be found.
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Step 3: Document programs and contacts in the Study Abroad Program Map
Step 4: Set up a non-Democrats Abroad email address such as : votefromabroad(country)@gmail.com and use for all communications.
Research Tools:
- https://www.studyabroad.com/ - lists of programs by country/city
- www.linkedin.com - search “study abroad” and narrow search by country/city to find local professionals
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Reach out to Study Abroad program contacts and local universities to explain that American student citizens can vote in the 2020 U.S. elections while Studying Abroad; introduce them to students.votefromabroad.org and the resources available through DA volunteers, such as communications materials and voter registration drive assistance (find these resources on https://sandbox.votefromabroad.org/ in the "For Volunteers" tab.
Step 1: Identify who is best to reach out to each contact. Is it you? Does a DA member have personal connection? A current student or staff member who belongs to DA? For full degree and advanced degree students at local universities, a student organisation will likely be a more fruitful contact.
Step 2: Email or call contacts. Introduce yourself, students.votefromabroad.org and the resources available to help students register to vote. If you are reaching out to programs that have previously expressed concern about VfA VFA being paid for by DA, use the phrase: VfA Vote From Abroad is a PUBLIC SERVICE provided to all US citizens living abroad which is funded by the DPCA. Also note that the new version for 2020 student version (students.votefromabroad.org) no longer asks does not ask the question about joining DA. Example texts and scripts are available on the DA Wiki https://wiki.democratsabroad.org/display/StudyAbroad
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Send a short introduction email with a request to schedule a phone call. A scheduled call will allow the staff member to give you their full attention.
Phone calls! Emails are easy to ignore. If you don’t receive a response to your email, pick up the phone and call!
Stop by their office. This is particularly useful with University employees. Recruit fellow DA members who are students or staff to help.
- NETWORK, NETWORK, NETWORK: Ask all your DA contacts as well as personal contacts if they know anyone that works with this population. Locate local alumni clubs for US universities. Sometimes it takes a few connections to get to someone who can help. When you do find someone, ask if they know symathetic colleagues at other institutions.
- Have Vote From Abroad business cards printed, with no mention of Democrats Abroad. Order form to follow.
- DON'T give up! Staff Staffs change over the years and it only takes one sympathetic staffer to help you set up a drive.
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Step 2: Hold training sessions for volunteers. Check the 2020 GOTV Voter Information Resources Home for a fantastic training video, including the new photo signature option which will change how you register students in 36 states (no printing needed!) Ask volunteers to watch the training video before attending a training session if possiblethe Democrats Abroad website for live online training sessions on Zoom for Voting Assistant Volunteers. Or use the training decks found on https://sandbox.votefromabroad.org/ (look in the "for Volunteers" section) to hold your own in-person training sessions. Work up an agenda for the training day including lots of role playing, snacks and maybe a fun quiz with a VFA t-shirt as a prize?
Step 3: Identify a few very strong volunteers and have them go to www.fvap.gov and become US government-certified Voting Assistance Officers. This helps to reinforce their training, as well as giving you a strong lead when you are introducing Vote From Abroad to a new audience. VAOs are non-partisan, government trained and certified. In addition this allows you to encourage and develop future leaders on your team. Eventually assign them to be primary contacts to selected schools, encouraging their further involvement.
Tools: 2020 GOTV Voter Information Resources Home, 2020 Video: Voter Registration (New Volunteers Training), 2020 VFA - How to Photograph Your Signaturehttps://www.democratsabroad.org/voter_assistance_training, https://sandbox.votefromabroad.org/ , https://www.fvap.gov/training/get-started.html
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Follow up with all your contacts about scheduling on-site drives to help students register and request absentee ballots. Capitalise on the fact that student voting was up 40% in the 2018 mid-terms has grown dramatically over the past few cycles and emphasise to the contacts that you will conduct a non-partisan drive highlighting civic engagement (mention your VAOs, and if pressed you can also substitute www.fvap.gov if you have to instead of VFA in case of partisan concerns). Discuss VFAs new VFA's photo-signature option, which is the only platform featuring a completely paperless experience for 36 states. Experience shows that students are much more comfortable registering on their phones. ALSO no more carting the Voting Assistance Guide around! It's all available online.
Step 1: Reach out to contact as early in the summer as possible for events in August/September. Some schools will be very organised and some will not. Work with them to find a time to either host a table at a 'fair'-type event, a time to come and speak to students in a classroom, or a location in the building where you can set up shop and be in attendance for walk-bys for one or two days. Consider finding a nearby cafe or bar where you can set up a table and publicise your attendance to help students not just register and request their ballots, but return to locations if possible to hold ballot assistance sessions. Returning ballots can be as complicated as requesting them! Be on hand to get the students all the way across the finish line.
Step 2: Maintain a master schedule and assign volunteers to shifts. Make sure each drive has the necessary supplies (see below). Consider signing up for a free account at Sign Up Genius to manage volunteers–it allows volunteers to sign up independently and sends them reminders, freeing you to schedule more drives.
Phase 5: Register Students to Vote and Hold Ballot Assistance Events! AUGUST/SEPTEMBER/EARLY OCTOBER
Create a communication plan with each coordinator and schedule when you will follow-up with resources and materials (found on the https://sandbox.votefromabroad.org/ under the "For Volunteers" tab). Each program will want to communication differently with their students. Offer all our Vote from Abroad resources and let the coordinator identify which they’d like to use. Follow-up regularly with new information, materials, etc. Push hard to hold an on-site drive.
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Step 2: Prepare for your on-site drives. Use our checklist to make sure you have everything you need!
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General Election Year Study Abroad Communication Schedule:
March/April/May:
•Home univeristy staff targeted to include Vote from Abroad as a "best practices' for communication and promoting civic engagement for students
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Questions? Contact Study Abroad Outreach Team Lead Linda Adeson at studyabroad@votefromabroad.org