student outreach 2014 workbook information and data discussion pack this document is intended to be...

Student Outreach 2014 Workbook

Information and Data Discussion PackThis document is intended to be a hard copy workbook to facilitate breakout Group Discussions and is not meant to be a powerpoint

presentation. It is in powerpoint format so that you can customize and add content specific to your local expertise.

Institute of International Education. (2013).Open Doors Report on International Educational Exchange. Retrieved from http://www.iie.org/opendoors

POINTS OF INFORMATION

Institute of International Education. (2013).Open Doors Report on International Educational Exchange. Retrieved from http://www.iie.org/opendoors

COMMENTS/THOUGHTS FROM GROUP:

GOTV 2014 Student OutreachTop 25 Destinations of US Study Abroad Students and Trend / Change over prior yearWhere does your country fall? How is it trending? Who are the largest programs that you have been in contact with?

GOTV 2014 Student OutreachTop 25 Institutions Awarding Credit for Study Abroad (in total numbers): Any presence in your country? Alumni?

GOTV 2014 Student OutreachDiscussion Planner

Based on the Information provided what opportunities do you have to reach out to Students in your Country? Use the discussion planner below and calendar planning pages (as well as Best Practices resources at the back of this document) to plan out your outreach to Students and your action plan to contact them sooner than later! Do you have connections to any of the top sending institutions?

General Discussion

Contact Strategies

1. Student Packets /CoOp Materials

2. Voter Registration Table/Event (During On Campus Orientation?)

3. Events (Summer/Fall): World Cup, July 4th, Labor Day, Orientation Week

4. Activities (Volunteer Phonebanking in Aug/September)

5. Social Media Outreach

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List Abroad Programs and Institutions/Contact information/On Campus Dates (if known):

GOTV 2014Monthly Planner

Key Global GOTV Activities: Targeted Global Emails to Frontline States to focus Audience Build; State Strategies finalize with Global Data Team; Build Frontline Race Strategies); recruit teams and assess Spring Hits/Misses to build momentum into Fall. Communicate Global Fall Election Calendar by May 4th; Local CC’s should prepare their fall calendars by May 19th. GOTV Email blasts by state (45 Days Out Primary Emails) generated to all member voters in that state. Primary results with General Election Candidates announced by state targeted emails. Plan World Cup/Summer Strategies!

CC GOTV MONTHLY PRIORITIES

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Week to Week Action Plan

Week 1

Week 2:

Week 3

Week 4:

Week 5

Monthly Overall Goals:

Ideas: Plan/Identify Summer Strategies – World Cup, July 4th, In Country Student Abroad outreach organization/plans before people leave for summer holidays!

Use the following calendar templates to plan your student outreach events and opportunities for the remainder of 2014

STUDENT ABROAD CONACT STARTS IN MAY!


Key Global GOTV Activities: Build Toolkit and integrate operations with all Domestic Frontline campaigns. Includes Phonebanking tools and capabilities worldwide during Summer timeframe; encourage abroad voter ‘visits’ over summer holidays. Likely finalize mailing dates for Frontline Data Non-Member lists and outreach. GOTV Email blasts by state (45 Days Out Primary Emails) generated to all member voters in that state. Primary results with General Election Candidates announced by state targeted emails.


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Week 1

Week 2

Week 3: USA First Round World Cup Match June 16th

Week 4: USA First Round World Cup Match June 22

Week 5: USA First Round World Cup Match June 26th – This could be a huge event if Germany USA are looking to advance to 2nd round!


Ideas:

STUDENTS ABROAD WORKBOOK


Key Global GOTV Activities: Build Toolkit and integrate operations with all Domestic Frontline campaigns. Includes Phonebanking tools and capabilities worldwide during Summer timeframe; encourage abroad voter ‘visits’ over summer holidays. July 31st Publication on VFA and Voter Action Centre all state registration and request deadlines. Materials for Student Abroad Outreach created and handed to CC’s for Aug distribution. GOTV Email blasts by state (45 Days Out Primary Emails) generated to all member voters in that state . Primary results with General Election Candidates announced by state targeted emails.


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Week 1: July 4th and Voter Registration & Awareness week for Bases/Embassies/Consulates. Co Op an Event!

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Week 5


Ideas:



Key Global GOTV Activities: August 1st Global DA Email (Prior to the August Bank Holiday) to all Members (integrated with social media) announcing VFA key dates/states; messaging to voters by frontline state; Notification of all deadlines for register and request ballots for all states online. Full packet of information to CC Leadership. Information for students distributed to International Study Abroad Programs. Aug 18 th Live Site for GOTV with Voter prepopulated Lists, Revised Voter Contact Phonebank Scripts, Customizable Calendars, and VR information for registration tables/outreach. Primary results with General Election Candidates announced by state targeted emails.


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Week 1

Week 2

Week 3: GOTV Core information distributed and LIVE on site!

Week 4

Week 5: VOTER CONTACT FOCUS WEEK – DID YOU REQUEST? DID YOU VOTE? FINAL PHONEBANKING PUSH! Social Media focus on 60 day out strategy.


Ideas:



Key Global GOTV Activities: Strategic and Social Media in Full force; Phonebanking support for CC’s through Oct 12th. Global Email communication to all Frontline States. Manage and shift support for voter outreach and phonebanking with resource allocation. Mail Outreach to non-member DA lists/emails by mid September latest (coordinated with Data Team). Primary results with General Election Candidates announced by state targeted emails.


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Week 1

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Key Global GOTV Activities: Strategic and Social Media in Full force; Phonebanking support for CC’s through Oct 12 th. Global Email communication to all Frontline States as per published Fall Calendar. Manage and shift support for voter outreach and phonebanking with resource allocation.


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Week 1:

Week 2: Oct 7th Flip to the FWAB if you haven’t received your ballot!

Week 3: Shift to Instate Resource Support; Key Races still with deadlines to come are still 100% supported by Global GOTV. VOTER RECOMMENDED MAILING DEADLINE FOR ALL BALLOTS!

Week 4: In state support

Week 5: In state support


Ideas:


ADDITIONAL RESOURCES AND IDEAS:(BEST PRACTICES PAGES TO FOLLOW FOR DISCUSSION)

Onsite VoterRegistration

New contacts and exposure to VoteFromAbroad are at the heart of Onsite Registration. Public Registration Events make voters aware of their right to vote. Many citizens are unaware of their right to vote or think it is complicated and difficult. They don’t

know that the MOVE Act of 2009 eliminates the need for Notary signatures and complicated paperwork, but does require a ballot

request each election cycle.

It is our job to get the word out and have them spread the word about how easy it is to Vote From Abroad!

PUBLIC VOTER REG EVENTS ARE EASY TO ORGANIZE:Co-op with a local English language bookstore, Embassy,

University, International School, American hangout to register voters. City Centre locations during weekends are also great!

Regular and recurring events, especially in a build up to an election, are useful as they build momentum and provide a

regular resource for any follow up and referrals. Post times and places on social media, in-venue and through your DA

communication. Invite volunteers to take shifts to manage registration/information. Co-sponsor with Republicans Abroad

and have the Embassy send out notice of non-partisan registration using VoteFromAbroad.org

Show volunteers that it is not hard or intimidating to manage voter registration with the VFA information

provided through the Co-Op and the DA site!

Got Ideas? Add to the wiki http://wiki.demsabroad.eu/display/BPvoteForum/New+Contributions

Tools of the Trade:The Voter Registration

Checklist

Voter Registration Table Checklist:

Find a secure, central and legal location. Make sure local authorities are aware of your plans if you are going to be in a public space and

make sure you are not obstructing pedestrian or vehicle traffic

Proudly display VFA signage and/or DA signage. Make it visible and secured – Don’t let it blow away outdoors! – USE THE CO-OP!

Hi-viz vests often are great for catching the eye of a passerby!Clipboards with pertinent information – Postcards, Bookmarks,

Reference Materials – these should all be at the ready

Reference Materials Include: Registration/Ballot Deadlines, Voter Eligibility Requirements, Handouts to potential voters (who want to

register later); VFA website information and website

Mobile Devices or laptops with spare batteries is essential for on the spot registration; a portable printer with paper is ideal and might be

worth your Country Committee’s investment.

Have people ready to walk and talk and sit behind a table.

Pens, Pencils, Paper and ENERGY!

CREDIT: DA HUNGARY, GERMANY, IRELAND

http://wiki.demsabroad.eu/display/BPvoteForum/New+Contributions

StudentOutreach

Student OutreachStep By Step

Outreach to Study Abroad Students

There are over 270,000 of them.Check this link to see how many are in your country:

http://www.iie.org/opendoors

They are half as likely to vote (unless you help)and they are twice as likely to vote Democratic.

1. Appoint a Study Abroad coordinator – for your country and every chapter.

2. Compile a list of Study Abroad programs in your country/chapter. Check on Studyabroad.com; check your membership for leads – program directors, teachers, students; leverage relations with programs in other countries

3. Get the name of the program and the contact person and details as a start: Number of students; date of arrival and orientation; student organization contacts

4. Start writing down a plan for reaching these students, with active onsite VR events; info on VR in orientation packets; flyers posted onsite; social media (e.g. Facebook); and a calendar for yourself to keep track of events

5) Plan in advance for the materials and volunteer resources

6) Follow-up with college administrators to maintain the relationships

Make sure they know about FWABMake sure they send in their ballots

If you’re already doing Study Abroad, what’s next? Begin outreach stateside and establish multi-country programs!

Reaching students will be more important than ever!

CREDIT: DA HUNGARY, SERBIA, BRAZIL AND IRELAND

Students arriving at schools Internationally are often unaware of the early deadlines required for overseas voting. It is

important that they are contacted early enough so that they can begin the process of requesting a ballot to return it in time for

the election.

Many schools do not want to seem partisan, so approaching them with non-partisan VFA is essential. Most schools will

allow you to place printed materials (see VFA Coop Postcards and flyers) in their student welcome packets.

For general elections, schools and universities should be contacted in the spring semester, as many go on summer

break. Often the materials must be submitted by mid-August for the student welcome packets which they receive on arrival.

Following up with an on site registration table during student welcome/registration week is also helpful. In some cases,

International Students are asked to come a week or so prior to regular registration. For large cities/universities this is a great opportunity to gain exposure, answer questions, and touch a large part of the population who may miss their opportunity to

participate if they wait too long to register and request their ballots.



Voter Marketing and Demographics

Example Strategies Per Segment:

What is your Strategy?

Knowing how to message and communicate with your members is key to keeping them engaged and bringing new potential members into your CC. Make sure you are clearly communicating and empowering your voters to participate in DA!

Create a Clear, Urgent Message: Act Now! Make your members respond with word or actionsBe consistent and use the same message in multiple outreaches

Establish your Local DA BrandEstablish Awareness, Value, TrustReach out to Embassies, Democratic Friendly community leaders. Network to build credibility and trust for introductions and new opportunities for outreach

Understand your Communication OptionsUse multichannel to reach a wide audienceKnow what works best in your marketOverlaps of consistent messaging creates brand awareness

Know your Market and SegmentsKnow size and demographics of segmentation: Students, Teachers, Corporate, RetiredPrioritize most important segments to get the best resultsAnalyze top segments to determine your best outreach plan


Strategy per Segment: STUDY ABROAD STUDENTSLocation: Capital city (Prague) & other larger cities (Brno); Tied to known academic programsMotivators: New experiences, Peer pressure, Free foodObstacles: Partisan politics. Paper work. Dealing with the CZ postal systemWho do they trust? Their program directors; Their peers, or slightly older 20+ year oldsTiming for initial communication: Ask directors to mention registration in orientation, then follow up with a registration drive in the week after students arrive, midweek to avoid travel overlaps.Communication channels (2012):Program communications (emails, FB messaging etc); FB ads targeted to age groupWorking Points: Contact study abroad directors from around the country;Suggest in house program activities. Keep the message free from politics. Emphasize experience. Make the message feel targeted to them. Help the students with the paper work. Offer free food. Eliminate any need for the students to go to the post office. Strategy per Segment: INTEGRATED AMERICAN ENTREPRENEURSLocation: Capital city (Prague), but often in suburbs; Larger cities (Brno, Plzen, Olomouc, etc., VillagesMotivators: Introducing their bilingual children to other English speakers, Talking US politics, US Citizens Abroad legislation (tax issues, citizenship issues for children + spouses)Obstacles: Having to hire a babysitter in order to participate in meetings, eventsHaving to travel distances to get to meetings, other events; Getting spammed by marketing materialWho do they trust? Their peers, The embassy, Certain media sourcesTiming for initial communication: Get started in early 2013 establishing relationships with this segmentCommunication Channels: Recommendations from friends (via email, phone, social media channels); Articles published in English language media around the Country; The embassy, if at all possible; Groups they participate in (IWAP, ministries, FB groups, etc; Online advertisement (FB ads, Google Adwords)Working Points: Establish groups within DA which reflect their interests ,(concert goers, kids programs, political conversations; Establish hub members in larger cities

USE THESE THIS TEMPLATE TO DEFINE YOUR OWN STRATEGIESWHAT IS THE RIGHT STRATEGY FOR EACH SEGMENT IN YOUR CC?

CREDIT: DA CZECH REPUBLIC


Embassy and Consulate Support

State Department Contacts

Support from your Embassy/Consulate can be critical to DA Committees of all sizes. Always remain positive and

friendly. A change in staffing can alter relationships overnight, so don’t push. Because of perceived partisan

sensitivities we must always approach in a non-partisan manner.

Establish Personal Contact with Senior Embassy staff. Be aware of rotation cycles. Anticipate change.

Find out who is the designated post VAO (Voting Assistance Officer).

Source and contact your local Republicans Abroad; Approach the Embassy with events co-sponsored and in a

non-partisan way.

Let members/media know of any Embassy support or promotion. Reference the Embassy in press releases and

member announcements where possible.

Always be courteous and appreciative. Send Thank You notes and attend Embassy functions if invited!


Key Information:Website – www.state.gov

US Embassies and other Posts:http://www.usembassy.gov

Phone directory of Key Foreign Service Personnel 2013:http://www.state.gov/documents/organization/111812.pdf

Travel Advisories and Information:http://travel.state.gov

PLEASE USE THIS SPACE TO ENTER YOUR CC’S EMBASSY/CONSOLATE CONTACT INFORMATION:

CREDIT: DA HUNGARY, US DEPT OF STATE WWW.STATE.GOV


http://www.state.gov/

http://www.usembassy.gov/

http://www.usembassy.gov/

http://www.state.gov/documents/organization/111812.pdf

http://www.state.gov/documents/organization/111812.pdf

http://travel.state.gov/



Social Media YOUR FACE TO THE PUBLIC:YOUR LOCAL DA WEBSITE

Democrats who arrive looking for connections in their new country often look for your local group on the global website. Please make sure you welcome:New members appropriately with a link or chart of regular information (regular meeting dates and locations)Existing members with ‘new news’ on a regular basis, including current issues/events (to increase and encourage regular visits)

Feature:Calendar of Upcoming EventsPhotos/Info on Recent EventsNews/Updates on Topics of InterestLinks to appropriate websites to assist new members (i.e. US Embassy, Travel.Gov updates to nearby areas)Special Interest and/or Caucus Groups

Regularly update and refresh your page with new photos and visuals so that it does not become outdated.

MAXIMIZE SOCIAL MEDIA MESSAGING!Use your link to your DA homepage when posting on

facebook/twitter and link to your facebook page!

CREDIT: DA HANDBOOK, DA BRAZIL, FRANCE, INDONESIA

THE NEW FRONTIER:

And often the best way to engage targeted audiences that are interested in DA issues, membership and/or voting from abroad.

Regular management is essential. Tweeting once a year will not build a following, for example.

Integrate Facebook/Twitter messaging when possible. Whether automated or manual, consistent messaging is very effective to a target audience.

Know Your Audience: is there a social issue trending where DA has a voice? Tag or Link to get all of your DA followers in sync on the issue of the day!

Cross Posting: Use DA International or other CC Pages/Caucus Pages to feature your local perspective on a DA International Issue

Promote VFA.org: use social media to promote VoteFromAbroad.org on DA pages. It is a non partisan way to share the importance of voter registration. Motivate your members to share the link as well. Communicate deadlines and the ease of use to friends and followers.

Social Media Strategy: During critical points in election timelines make sure you preplan a calendar of social media activity and coordinate it with emails and other information distribution and site updating. Plan at least two weeks at a time.

Facebook ads: Locally a great way to get exposure to a targeted audience at minimal expense to promote VoteFromAbroad.org and/or new members. See ‘rules’ to determine what you can pay for from CC funds.

Look for regular updates on the wiki for Best Practices from CC’s worldwide.



student outreach 2014 workbook information and data discussion pack this document is intended to be...

Documents

student outreach events

country student

week action plan week

orientation week

student abroad conact

state strategies

outreach organizationplans

points of information