9/26/2014. Grassroots Advocacy Guidebook 2015

Transcription

1 9/26/2014 Grassroots Advocacy Guidebook 2015

2 Table of Contents Table of Contents...2 Introduction...3 Grassroots Advocacy 101 Your Role as an Advocate...4 Academy of Nutrition and Dietetics Public Policy Priority Areas...5 The Academy s Public Policy and Advocacy Framework...6 Public Policy Panel Structure...8 Affiliate President...9 Public Policy Coordinator State Policy Representative Consumer Protection Coordinator Reimbursement Representative Affiliate Delegate DPG Delegate DPG/MIG Policy and Advocacy Leader The Basics: How the Legislative Process Works Working with your Elected Officials Tools of the Trade Sharing the Stories of your Advocacy Work Closing the Loop by Reporting on Your Activity Academy Staff Contacts Appendix... i Public Policy Matrix and Position Descriptions... ii Public Policy Resources... xv Common Legislative Terms... xviii Federal Agency Acronyms... xxi Academy of Nutrition and Dietetics Acronyms... xxii Success in Advocacy... xxiii Tips for Contacting your Member of Congress... xxvi How to Engage Your Member of Congress... xxviii Legislative Meeting Tracking Form... xxx Request for ANDPAC Contribution Form... xxxi 2

3 Introduction The Academy of Nutrition and Dietetics is committed to improving the nation s health and advancing the profession through research, education and advocacy. Public policy and advocacy are core functions of the Academy and are critical to achieving the mission, vision, goals and strategies of the Academy. Public policy significantly influences and shapes the public image of the Academy and that of the nutrition and dietetics profession. The goal of the Academy is to help improve the health of Americans and to ensure that the public trusts and chooses Registered Dietitian Nutritionists (RDNs) and Nutrition and Dietetic Technicians Registered (NDTRs) as the food and nutrition experts. Public policy and advocacy efforts can enhance the value of the Registered Dietitian Nutritionist and position the RDN in the forefront of the policy process by passing effective legislation and issuing regulations that support the Academy s priorities. The Grassroots Advocacy Guidebook provides the affiliate, DPG and MIG public policy leaders with the guidance for improving your grassroots policy and advocacy work. What does grassroots really mean? Grassroots refers to any advocacy activity that happens at the local or community level. Your role as public policy leaders is extremely important to the advocacy efforts of the Academy. The power of grassroots activism has become a pivotal element in our political system and the influence of grassroots is expanding exponentially. By educating your state and federal legislators and sharing with them your personal experiences in practice, you can make the critical difference in our nation s health and nutrition policy. Margaret Mead stated, Never doubt that a small group of thoughtful, committed citizens can change the world; indeed, it s the only thing that ever has. 3

4 Grassroots Advocacy 101 Your Role as an Advocate Your elected officials and their staff in Washington, D.C., and your state capitol are there for you. Voters like you elected them to office and it is the central focus of an elected official s job to respond to voter concerns. They need to hear from constituents regarding issues of importance. They also need to hear from us about critical nutrition and health issues. We must be able to define our role as the expert in nutrition or others will define it for us. As a public policy team member, your role is to be an advocate for our profession and the health of our nation. Grassroots advocates raise the level of awareness regarding certain causes and issues at the local, state or federal levels. Unlike direct lobbying, grassroots advocacy relies almost entirely on volunteers and not professional lobbyists to contact legislators and other government officials regarding specific issues involving legislation and regulations. Grassroots advocacy is one of the most common forms of lobbying. It has become an increasingly popular way for associations to harness the thoughts and ideas of their members in order to create change within the public policy sphere of influence. The power of grassroots advocacy has become a pivotal element in our political system and the influence of grassroots efforts is expanding. Many legislative and regulatory issues have been identified and addressed because groups of dedicated individuals made their voices heard. Your elected representatives in Congress and state legislatures discuss legislation that is important to nutrition professionals routinely. Medicare and Medicaid coverage, child and older adult nutrition programs, agriculture and food access, licensure and managed care mandates all have impacts on the nutrition and dietetics profession. The Academy s Policy Initiatives and Advocacy (PIA) Team in Washington, D.C., is very involved in identifying opportunities and challenges in legislative and regulatory activity, building effective alliances and partnerships with other organizations and maintaining a presence with elected officials. These efforts cannot begin to make the impression that thousands of Academy members can make individually. By educating your representatives and sharing your personal experiences in practice, you can make a difference in our nation s health and nutrition policy. 4

5 Academy of Nutrition and Dietetics Public Policy Priority Areas The Academy of Nutrition and Dietetics is committed to improving the nation s health and advancing the profession through research, education and advocacy. Public policy and advocacy are core functions of the Academy and are critical to achieving the mission, vision, goals and strategies outlined in the Strategic Plan Roadmap. Public policy significantly influences and forms the public image of the Academy and that of the dietetics profession. Advocacy within the Academy involves member leaders of the Legislative and Public Policy Committee (LPPC) and the Academy of Nutrition and Dietetics Political Action Committee (ANDPAC), affiliates and Dietetic Practice Groups (DPGs) and Member Interest Groups (MIGs) and thousands of grassroots members to achieve advocacy goals. Members of the Academy of Nutrition and Dietetics work on a broad range of issues to improve the nutritional and health status of Americans. Our members are recognized for their contributions and influence in food, nutrition and health policy. To help focus and guide our policy efforts, the following priority areas and issues have been identified: Consumer and Community Issues 1. Prevention and treatment of chronic disease, including health care equity 2. Meeting nutrition needs through the life cycle: Maternal and child nutrition to healthy aging 3. Quality nutrition and food through education, production, access and delivery 4. Nutrition monitoring and research Professional Issues 1. Licensure: Protection of the public 2. Workforce demand: Assuring the public has access to nutrition services delivered by qualified practitioners 3. Outcome driven nutrition services in changing health systems Supportive research has been identified for each of these priority areas which includes current position papers and topics addressed in the Evidence Analysis Library (EAL). The Academy s public policy stances are developed by the LPPC and approved by the Board of Directors. Input is solicited from member experts in the area of practice. Academy positions are statements based on scientific evidence that are published in the Journal of the Academy of Nutrition and Dietetics. Position statements are periodically reviewed, revised and in certain cases, retired by the Academy Position Committee. Public policy stances are developed by the LPPC and approved by the Academy Board of Directors when a formal position has not been published by the Academy on an issue that is relevant to the public policy priority areas. The Academy speaks with one voice on public policy issues. No affiliate, dietetic practice group or member interest group should advocate a position that is inconsistent with official Academy positions. Since there is a need for a consistent Academy message on public policy issues, affiliates, DPGs and MIGs are asked to consult with the PIA staff before making a statement on a policy issue. 5

6 The Academy s Public Policy and Advocacy Framework The framework for the Academy s public policy and advocacy efforts includes: The Legislative and Public Policy Committee The Academy of Nutrition and Dietetics Political Action Committee The Affiliates Public Policy Panel The DPG/MIG Involvement The Academy s Legislative and Public Policy Committee The Legislative and Public Policy Committee (LPPC) helps guide the Academy s public policy work including, but not limited to, activities related to national and state legislative and regulatory issues. The LPPC reports to the Academy's Board of Directors and House of Delegates. The Committee meets once a month via conference call and at the annual FNCE and Public Policy Workshop events. In fulfilling its responsibilities, the LPPC collaboratively receives information, positions and guidance of other Academy committees, task forces, workgroups and teams. The Committee consists of twelve members of the Academy plus the President-elect, Speaker of the House, ANDPAC Chair and others serving as ex-officio members. The Academy's President and Speaker appoint all members and Ex-officio members for staggered three-year terms. The Legislative and Public Policy Committee (LPPC) provides guidance for the legislative and public policy activities of the Academy of Nutrition and Dietetics. There has been significant progress in the development of the public policy panel (PPP) over the past several years as the Academy has strived to further develop its grassroots network in the affiliates. The LPPC s role in providing oversight requires collaboration with the Policy Initiatives and Advocacy (PIA) staff in defining, executing and measuring the work of the PPP. Academy of Nutrition and Dietetics Political Action Committee ANDPAC is the Academy of Nutrition and Dietetics Political Action Committee and is the only political action committee broadly focused on food, nutrition and health. It ranks among the top health professional political action committees in the country. The goal of ANDPAC is to support pro-nutrition candidates for federal office. The ANDPAC website, Eatright.org/ANDPAC, offers Academy members the opportunity to explore many of the issues and activities involving political action and nutrition and dietetics, as well as a directory of relevant links. ANDPAC encourages Academy members to attend local fundraisers for members of Congress. One of the Academy's priorities for this year is to integrate grassroots, advocacy efforts and ANDPAC activities. Sponsoring Academy members to attend local fundraisers is part of that process. Academy member attendance at locally held fundraisers helps the Academy's advocacy efforts in several ways: Academy members have the opportunity to get involved in advocacy and greater involvement strengthens the Academy's grassroots network. Congressmen prefer to hear from their constituents about issues. Local fundraisers are considerably less expensive to attend than those in Washington, which is a more efficient use of ANDPAC dollars. Local events tend to be smaller, so Academy members are likely to have more "face time" with the congressman. If dietetics is your profession, policy should be your passion! 6

7 Affiliate Public Policy Panel The Public Policy Panel (PPP) was established to engage members to affect positive policy change for our profession. One of the most powerful advocacy assets of a member-based organization is its potential for grassroots advocacy. The PPP allows for each affiliate to be a voice on policy at the local, state and federal level. The PPP is used to describe the seven or more volunteer member leader positions who work together to affect policy change. The public policy matrix (see Appendix A) describes the different positions that are integral to the PPP. The LPPC offers this matrix as a first step that ensures all organizational units and committees have a clear understanding of the PPP as it relates to policy and advocacy efforts. It is noted that the Reimbursement Representatives fall under the jurisdiction of the Nutrition Services Coverage Team (NSC). The matrix includes information on the following areas: Description Key relationships (including external stakeholders) Staff Liaison DPG/MIG Involvement with Legislation and Public Policy Issues DPGs/MIGs are fundamental to achieving the Academy s public policy goals. The Academy s Dietetic Practice/Member Interest Group Policy & Procedure Manual provides the guidance for the DPG/MIG involvement with legislation and public policy issues (Policy Number P-5 DPG/MIG Involvement with Legislation and Public Policy Issues). In order to collaborate to the highest level possible, the following should occur: 1. Identify one member of the DPG/MIG to serve as the Policy and Advocacy Leader (PAL). 2. Identify members of the DPG/MIG with expertise on relevant issues to serve as content experts for policy initiatives as requested. 3. Communicate the DPG/MIG s public policy goals annually to the PIA team through the development of a public policy plan of work or other document that outlines the regulatory, legislative and other public policy goals of the DPG/MIG. 4. Meet with PIA staff to collaborate on the Academy s public policy priority areas and/or discuss emerging public policy issues. 5. Promote and participate in Academy action alerts and engage DPG/MIG members in grassroots advocacy efforts. 6. Provide content expertise for Academy public policy initiatives at the local, state and federal levels including regulatory comment submissions, stance or position development and review and legislation language development and review using the process outlined in the policy. 7. Support the Academy s public policy positions and stances. DPG/MIG developed messaging materials that are practice-area specific must be submitted to the DPG/MIG Relations Manager and to PIA staff for approval. 8. Communicate with the Academy DPG/MIG manager and the PIA team prior to advocating on a position or stance. DPG/MIGs are restricted from publicly advocating for a position/stance on behalf of the DPG/MIG that is not consistent with the Academy s official position, including submitting regulatory or other public comments. 7

8 Public Policy Panel Structure Each affiliate may choose to include additional members on the panel. The affiliate president-elect is not included on the panel, but assists the affiliate president with oversight of the PPP. Positions include: Affiliate President (AP) Public Policy Coordinator (PPC) State Policy Representative (SPR) State Regulatory Specialist (SRS) Consumer Protection Coordinator (CPC) Reimbursement Representative (RR) Delegate Affiliate Delegate DPG DPG Policy and Advocacy Leader (PAL) Affiliate panels are encouraged to invite other members to be part of the panel to enhance volunteer participation in public policy activities. Dietetic Practice Groups (DPG) and Member Interest Groups (MIG) members are important resources for affiliate Public Policy Panels. The Public Policy Coordinator is encouraged to chair the PPP meetings. Minutes should be kept for all meetings and conference calls. Each meeting of the PPP should be seen as an opportunity to discuss relevant policy priorities specific to your affiliate or DPG/MIG. Informing and educating members on the substance of the issues allows for the effective development of grassroots and advocacy initiatives. The Academy recommends that affiliates develop a mentoring program and engage members on initiatives to build a pool of involved participants from which to draft leaders and create a smooth transition for the PPP year after year. Consider every meeting as a chance to recruit future policy leaders. Panel members should serve for three consecutive years. This gives the panel continuity and time to develop future leaders. When changing leader positions, an affiliate may wish to consider co-leaders during the third year term. Below is an outline of the tasks and checklist for the year for PPP members. Leaders may use the form for easy tracking. Position specific position descriptions are located in the Grassroots Advocacy Guidebook Appendix. 8

9 Affiliate President The Affiliate President serves as the link between the affiliate board and the public policy panel. The president also provides leadership and guidance to PPC and PPP. The Affiliate President responsibilities include: Tasks Completion Date Timeline Provide leadership and guidance to PPC and other PPP members Participate in meetings with PPP Participate or assign a designee participating on monthly Academy Public Policy Open Forum webinars and quarterly informational webinars Appoint members of your state PPP as appropriate during your term as president Provide recommendations to the governor for appointments to the licensure/certification board Encourage members to attend FNCE and Public Policy Workshop (PPW) Assist PPC with effort to have affiliate members attend at least 5 indistrict events (town hall, tele-town hall, PAC event) per year Promote and encourage regular public policy updates, action alert participation and other policy or legislative updates Work with members to develop constituent relationships with state and federal legislators Assist with member Call to Action for federal and state issues Attend Public Policy Workshop (PPW) June Attend Academy public policy and advocacy orientation training June webinar Attend Academy affiliate president position training webinar June Assist with development of affiliate annual public policy plan of Summer work Place PPP goals and priorities on affiliate board agenda Summer Assist with developing communication strategy for affiliate public Summer policy activities Assist PPP with planning for congressional district meetings during Summer August work period Participate on conference call with Academy Director, Grassroots Summer/Fall Advocacy Schedule and attend meeting with Academy Director, Grassroots Fall Advocacy at FNCE Assist affiliate president-elect with appointing PPP members for upcoming year Winter/Spring PIA Staff Contact: Teresa Nece, tnece@eatright.org 9

10 Public Policy Coordinator The Public Policy Coordinator (PPC) role is to educate affiliate members on the federal legislative and public policy issues that affect their area(s) of practice. The PPC is the key connection between the Academy Policy Initiatives and Advocacy (PIA) staff and your affiliate leaders. The PPC is encouraged to coordinate and facilitate the PPP meetings. The Public Policy Coordinator responsibilities include: Tasks Completion Date Timeline Plan, schedule and facilitate PPP meetings Lead effort on expanding grassroots member volunteer base in home state Assist affiliate members with developing constituent relationships with members of Congress Participate on monthly Academy Public Policy Open Forum webinars and quarterly informational webinars Provide affiliate members with timely public policy updates (example, quarterly newsletter) Coordinate effort to have affiliate members attend at least 5 in-district events (town hall, tele-town hall, PAC event) per year Coordinate federal legislative affiliate activities Coordinate federal action alerts using approved PIA message and sends Call to Action to members Provide instruction on, encouragement and reminders to respond to action alerts utilizing the Academy s Grassroots Manager Identify policy presentations to be included on agenda at annual affiliate meetings/conferences Monitor action alert metrics and identifies strategies to increase member participation Attend PPW June Attend Academy PPC position training webinar June Attend Academy public policy and advocacy orientation training webinar June Identify members of the PPP and develop a committee roster Summer Lead the development of affiliate annual public policy plan of work Summer Present goals and priorities to affiliate board for approval Summer Create a communications plan mapping out how information will be conveyed Summer to affiliate board of directors, members and Districts (if applicable) Identify one affiliate member liaison in each congressional district to be the Summer key contact for policy issues with member of Congress Identify one affiliate member to be an expert in each of the priority areas Summer Plan for congressional district meetings during August work period -schedule Summer meetings with Congress members, involve members and develop a plan for Take Your Member of Congress to Work campaign Schedule and participate on conference call with Academy Director, Summer/Fall Grassroots Advocacy include PPP members Schedule and attend meeting with Academy Director, Grassroots Advocacy at Fall FNCE Communicate with PPW affiliate attendees Spring Set up congressional meetings to be conducted during PPW, facilitate meetings and follow-up communications Spring PIA Staff Contact: Teresa Nece, tnece@eatright.org 10

11 State Policy Representative The State Policy Representative (SPR) monitors and keeps members informed on key state legislative issues. Throughout the year it is important for the SPR to take the lead in meeting with the state legislators who serve on committees with jurisdiction on issues impacting food, nutrition and health legislation. This outreach helps build relationships and increase visibility of the profession. The State Policy Representative responsibilities include: Tasks Completion Date Timeline Coordinate affiliate state legislative activities and advocacy efforts Participate in meetings with PPP Monitor state legislation and advocacy opportunities Work with PIA staff to align affiliate activities with Academy priorities Communicate updates on state legislation and programs to affiliate members regularly Develop state level action alerts and mobilizes members at grassroots level Assist with member Call to Action for federal and state issues Coordinate and meet with State Legislators on issues as needed Coordinate and meet with state agencies and potential coalition partners to advance state initiatives as needed Participate on monthly Academy Public Policy Open Forum webinars and quarterly informational webinars Participate in development of affiliate annual public policy plan of work Summer Attend Academy SPR position training webinar June Attend Academy public policy and advocacy orientation training webinar June Coordinate, plan and attend Legislative Day at state Capitol Fall/Winter Coordinate and attend meeting with Governor annually Fall PIA Staff Contact: Teresa Nece, 11

12 State Regulatory Specialist The State Regulatory Specialist (SRS) monitors state regulatory initiatives and identifies opportunities in state rulemaking upon passage of legislation. The SRS is the lead on issues relating to health care reform. The State Regulatory Specialist responsibilities include: Tasks Completion Date Timeline Identify opportunities in state rulemaking upon passage of state legislation Review monthly, regulatory language through state regulatory action reports and report back to the PPP on potential impact of state initiatives Participate in meetings with PPP Participate in the training on how to read regulations and create relationships with necessary partners Meet with state regulatory agencies to advance state initiatives Participate on monthly Academy Public Policy Open Forum webinars and quarterly informational webinars Work with PPP to monitor state and federal legislation Monitor state regulatory activities Prepare comments, letters and communications to elected officials, state regulatory boards and state agency directors Monitor insurance department/insurance exchange rules and regulations and communicate with the reimbursement representative Participate in state meetings/initiatives related to health care reform Assist with member Call to Action for federal and state issues Attend Academy SRS position training webinar Attend Academy public policy and advocacy orientation training webinar Participate in development of affiliate annual public policy plan of work Participate in Legislative Day at state Capitol PIA Staff Contact: Pepin Tuma, June June Summer Fall/Winter 12

13 Consumer Protection Coordinator The Consumer Protection Coordinator (CPC) informs the affiliate about consumer protection issues and monitors the activities of state licensure, certification or regulatory boards. The Consumer Protection Coordinator responsibilities include: Tasks Completion Date Timeline Monitor consumer protection issues and their impact on the affiliate s licensure statute and related issues through state tracking service and other resources Participate in Academy consumer protection issues meetings, webinars and monthly Academy Public Policy Open Forums Communicate with the PPP on consumer protection and licensure issues impacting the public and the profession Develop a plan to assure that RDNs and consumers know how to and can easily report statute violations as well as success and effectiveness stories of RDNs Attend all licensure/certification board meetings and report back to the affiliate board Monitor the status of RDN licensure/certification board terms of office Monitor the overall licensure/certification board structure with regard to professional representation roles Assist affiliate board with recommendations to the governor for appointments to the licensure/certification board Assist affiliate board with confirming governor s action on appointment of RDN licensure board members Keep affiliate board aware of sunset dates and collaborate with affiliate leadership regarding a plan for sunset preparation Lead the plan for effective strategies regarding preparation for sunset Maintain compendium of current state licensure statutes and regulations and licensure board meeting minutes, annual reports or other pertinent communications Provide testimony when necessary on behalf of the affiliate at licensure related public hearings PIA Staff Contact: Pepin Tuma, ptuma@eatright.org 13

14 Reimbursement Representative The Reimbursement Representative (RR) serves as a local resource for Academy members who have questions about reimbursement issues and serves as coordinator of local advocacy efforts to expand state (Medicaid) and local (private payer) nutrition coverage policies. The RR reports to the PPP, Affiliate board or DPG executive committee and Nutrition Coverage Services team. The Reimbursement Representative responsibilities include: Tasks Completion Date Timeline Participate in meetings with PPP Initiate or support local coding and coverage issues including coverage expansion and/or integration of RDNs into alternate delivery and payment models among third party payers or other decision makers Communicate on topics including Medicare, Medicaid and private sector coverage Direct members to federal, state and private insurance coding and coverage resources Collect and utilize information and resources on coding and coverage Provide information on insurance coding and coverage resources as they pertain to federal and state policies Support coding and coverage issues on the local level by initiating advance members coverage activities with third party payers or other decision makers Participate in Academy health care reform education and training Serve as a resource for members in their Affiliate or DPG areas for inquiries on local nutrition services coverage and Medicare Part B MNT/DSMT services Monitor insurance department/insurance exchange rules and regulations and communicate with the state regulatory representative Assist with member Call to Action for federal and state issues Attend Academy RR position orientation conference call Attend Academy public policy and advocacy orientation training webinar Participate on monthly Public Policy Open Forum webinars and quarterly informational webinars Participate in development of affiliate annual public policy plan of work Coordinate and attend meetings with state Insurance Commissioner and Medicaid Director Participate in Legislative Day at state Capitol NSC Staff Contact: Marsha Schofield, MSchofield@eatright.org July June Summer Fall/Winter 14

15 Affiliate Delegate The Affiliate Delegate serves as the affiliate voice in the House of Delegates and ensures alignment of public policy activities with Academy legislative priorities. The Affiliate Delegate responsibilities include: Tasks Completion Date Timeline Ensure alignment of affiliate public policy activities with Academy legislative priorities Participate in meetings with PPP Provide process orientation to public policy panel Assist with grassroots mobilization for responding to federal/state legislation and regulations Assist with implementation of communication strategy (e.g., visits to districts with messages related to legislative and regulatory issues) Provide input and advice as needed Review quarterly affiliate public policy report in order to prepare for HOD meetings Assist with member Call to Action for federal and state issues Attend Academy PIA Delegate position training webinar June Attend Academy public policy and advocacy orientation training webinar June Participate in development of affiliate annual public policy plan of work Summer PIA Staff Contact: Teresa Nece, 15

16 DPG Delegate The DPG Delegate serves as the DPG voice in the House of Delegates and ensures alignment of public policy activities with Academy legislative priorities. The DPG Delegate responsibilities include: Tasks Completion Date Timeline Ensure DPG follow advocacy guidelines Participate in DPG meetings Provide process orientation to DPG leaders and executive committee Assist with grassroots mobilization for responding to federal/state legislation and regulations Assist with implementation of communication strategy (e.g. visits to districts with messages related to legislative and regulatory issues) Provide input and advice as needed Review quarterly DPG public policy report in order to prepare for HOD meetings Attend Academy public policy and advocacy orientation training webinar June Participate in development of DPG annual public policy plan of work Summer PIA Staff Contact: Teresa Nece, 16

17 DPG/MIG Policy and Advocacy Leader The DPG/MIG Policy and Advocacy Leader (PAL) serves as the DPG/MIG link with PIA and provides expert content to PIA for advocacy efforts, messaging and regulatory comments. The DPG/MIG Policy and Advocacy Leader responsibilities include: Tasks Completion Date Timeline Identify and recruit members with expertise on relevant issues to serve as content experts for public policy initiatives as requested Meet with PIA staff to collaborate on the public policy priority areas as requested by either the DPG/MIG or PIA staff Promote and participate in Academy action alerts and engages DPG/MIG members in grassroots advocacy efforts Submit DPG/MIG s recommendations for Academy public policy initiatives including regulatory comments, stance or position development and review and legislation language development and review Communicate with members and committees to elicit timely response to legislative and regulatory issues Keep Executive Committee (EC) and members informed about legislative and regulatory issues via newsletters and other communication pathways Encourage DPG/MIG members to work closely with state public policy panel leaders on regulatory and legislative issues, especially when a strong grassroots effort is needed Attend Academy PAL position training webinar June Attend Academy public policy and advocacy orientation training webinar June Attend Public Policy Workshop (PPW) in Washington, D.C. June Communicate public policy goals annually to PIA staff through the development of a public policy plan of work or other document that outlines the regulatory, legislative and other public policy goals of the DPG/MIG Summer/Fall PIA Staff Contact: Teresa Nece, tnece@eatright.org 17

18 The Basics: How the Legislative Process Works Congress begins its session in January of odd numbered years with a two-year time frame being referred to as a Congress. The Congresses are numbered sequentially. For example, the current Congress in session from January of 2013 through December of 2014 is referred to as the 113 th Congress. Our system currently provides for a two-year term of office for House members from the 435 population-based districts. In the Senate, voters of each state elect two Senators, who serve 6-year terms that overlap (such that only one-third of the chamber is up for election in any given election cycle). In our two-party system, most elected representatives are members of the Republican or Democratic Parties. The party with the most members in a house of Congress is referred to as the majority party, and the other party is referred to as the minority party. The House Speaker of the House Chosen by a majority party vote, followed by a majority vote of the full House. The Speaker presides over all sessions, the scheduling of votes and who is recognized to speak. The Speaker also has responsibility for referring bills to the appropriate committee, for appointing members to conference committees and chairing the majority party committee that makes all party assignments and nominates committee chairman. Committee chairmen must be approved by a vote of that party s members. House Majority Leader Serves as the party s major spokesperson for its legislative agenda. Working with the Speaker, the House Majority Leader develops and coordinates the party s legislative platform for the Congressional Session. House Majority Whip Responsible for winning party support for legislation supported by his or her party leadership. He or she conducts head count votes to determine the level of support for a bill before an actual vote. These head counts are used by leadership to influence members who remain undecided. The minority party has identical positions called the House Minority Leader and House Minority Whip. The Senate Senate Majority Leader Elected by members of the majority party and guides the process of determining the flow of debate over legislation. Senate Majority Whip Has the same function as the House Majority Whip. The minority party has identical positions called the Senate Minority Leader and Senate Minority Whip. Committees: The Legislative Work Room The real work of making legislation happens in committees. After being introduced, bills are referred to committee. Here they are researched by staff and debated. Thousands of bills are introduced each session. A committee can bring a bill to a vote quickly or decide to take no action. Committees hold hearings while they debate a specific bill and this often provides opportunity for expert and public testimony. Members typically serve on a small number of committees, often for many years, allowing them to become highly knowledgeable in certain policy areas. Committee chairpersons hold some of the most important powers in Congress. All committees are chaired by a member of the majority party, though chairs often work 18

19 closely with the committee s ranking member, the most senior member of the minority party on the committee. Committees and their subcommittees are set up to deal with specific areas of legislation. The names of the committees and their structures are different for the House and Senate, although they cover the same issues. The committees that are typically involved with nutrition and health related issues of importance to the Academy include: Senate Finance Committee Senate Committee on Health, Education, Labor and Pensions Senate Committee on Agriculture, Nutrition and Forestry o Subcommittee on Nutrition, Specialty Crops, Food and Agricultural Research Senate Special Committee on Aging Senate Appropriations House Appropriations House Ways and Means Committee and its Health Subcommittee House Energy and Commerce Committee and its Health and Environment Subcommittee House Committee on Education and Workforce o Subcommittee on Health, Employment, Labor and Pensions House Committee on Agriculture o Subcommittee Department Operations, Oversight and Nutrition For each committee, a staff of legal and technical experts and other aides advise legislators on the issues. These staff members look to outside sources when doing their research, so it is important to build relationships with staff members. For data on the economic impact of legislation, committee staff members rely on studies from the U.S. Government Accounting Office (GAO) and the Congressional Budget Office (CBO). It is helpful to have knowledge of the economic impact of any proposed legislation to speak about it effectively. How a Bill Becomes a Law Introduction of the Bill: A member or group of members of Congress introduces a bill. It is assigned a number (with HR preceding bills introduced in the House and S preceding bills introduced in the Senate) and a name. It is then referred to a committee. The original sponsor or co-sponsors of the bill take the responsibility for guiding a bill through the legislative process. The ideas for proposed legislation and the language in bills are often developed in collaboration with constituents and organizations like the Academy. The Committee Process: The committee process usually determines whether a bill is passed, defeated or ignored. When a committee selects a bill for consideration, the staff begins by doing preliminary research to determine how to proceed in the subsequent phases of consideration. This is a critical time for Academy members to be in touch with committee staff and the staff of legislators, to point them toward important sources of information and expert witnesses. If the bill is recommended for further action, the committee conducts public hearings to become aware of varying opinions about the bill. Afterwards, the bill is scheduled for mark up. This is a time when the committee discusses a bill line by line, making any changes they agree upon. Mark up is another important time for phone calls and letters to legislators. After markup is completed, the committee decides whether or not to report the bill out of committee to the Senate or House for a vote. The committee issues a report on each bill it considers fully. The report includes an explanation of the bill and its implications and a full range of opinions expressed about the bill. Floor Action: In the House, the House Rules Committee determines how a bill is treated. The Rules Committee determines how much time will be devoted to debate, how and if amendments can be proposed and timing of 19

20 the vote. In the Senate, the Senate Majority Leader works with other leaders to determine how the bill will be considered. Before a floor vote is a good time to contact your elected official. Conference Committee: A bill that has been passed by both the House and Senate moves to a conference committee which is made up of members of each chamber. The committee works out any differences between the House and Senate versions of the bill. The revised bill is sent back to both chambers for their final approval. Before a bill can be sent to the President, it must pass both the House and Senate in identical form. The President s Options: The Constitution gives the President 10 days to sign or veto a bill. The President has the following options for action: 1) Veto the bill and send it back to Congress for further debate and consideration. It takes 2/3 of both bodies to override a Presidential veto. 2) Leave the bill unsigned. If Congress is in session for 10 consecutive days (not including Sunday) and the President does not sign the bill, it automatically becomes a law. If Congress recesses during the 10-day period, the bill is automatically vetoed. 3) Sign the bill into law and direct it to the appropriate agencies for implementation. Most state governments operate in a similar fashion, although each state has its own unique process for how and when bills may be introduced and considered and what responsibilities the governor has in the process. Implementation of a New Law After a bill becomes a law, it is referred to a federal agency to write rules and regulations for how it will be implemented and enforced. It is very important for the Academy to stay involved as these agencies draft the rules. The agencies often hold public comment periods and sometimes public hearings to obtain input for the most effective ways to implement the law. Working with Legislative Staff: Who s Who All Members of Congress have staff in both Washington, D.C., and back in their district/state. They have significant influence on the legislator s schedule, priorities and positions. The following are common staff member titles and their designated responsibilities: Administrative Assistant (AA) or Chief of Staff (CoS): The AA acts as the executive assistant or chief of staff and often is in charge of all office operations including the assignment of work and the hiring of staff. He or she is usually involved in many political and policy decisions. Legislative Director (LD): The LD monitors the legislative schedule and makes recommendations regarding the pros and cons of particular issues or proposals. Works with the Member of Congress and AA/CoS to determine legislative priorities, oversees development of legislative proposals and directs the work of the legislative staff. Legislative Aide or Assistant (LA): The LA focuses on particular policy issues such as health, education or taxes. Duties include keeping the elected official up to date on developments in a specific legislative area. LA s often write the elected official s speeches and position papers. Legislative Correspondent (LC): The LC answers letters and calls from constituents. Press Secretary or Communications Director: Builds and maintains open lines of communication between the Member, the media, the constituents and the general public. Serves as the Member s spokesperson. Scheduler: Makes all appointments for the elected official. Staff Assistant: Greets visitors to the Member s office. Responds to constituent requests for information. Performs general administrative duties. 20

21 Similarly, committee staffs have varying titles and responsibilities, with policy analysts and legal counselors playing key roles. Contact the committee directly to determine titles, names and roles. When contacting the offices of elected officials, be sure to establish good rapport with all staff members because they provide access to the elected official. Keep the following points in mind when working with Congressional staffers: Remember who they are. They are key figures in developing policy. Do not overestimate what they know. They often need outside expertise. First, ask how familiar they are with a particular subject so you can tailor your remarks to their knowledge level. Do not underestimate their influence. Legislators trust them, depend on them and act on their suggestions. They make recommendations to direct the Member s position and actions. Junior staffers are often promoted to senior positions, so it is important to treat all staffers with respect. Be honest. Provide accurate, complete information to maintain your credibility. If you don t know an answer, make sure to get back to them with the correct information. Provide summarized, useful information. Information should be concise and have references. Follow-up. Congressional staff are extremely busy and may easily forget your issue unless you follow-up. Be a resource and stay connected. Maintain regular contact and offer to be a resource on which the staffer can rely. Send updates or articles you think may be of interest in keeping up to speed on key issues. Express thanks to the Member of Congress and staff. 21

22 Working with your Elected Officials The key principle to remember in working with elected officials, whether they are your representatives in Washington or your state capitol, is they are driven by their perceptions of what their voters want. These perceptions are formed by a combination of what they observe in: letters, s and phone calls from constituents meetings with constituents town meetings or other public forums with constituents meetings with political allies meetings with lobbyists media coverage social media research conducted by their staff members their own surveys of voters Almost every one of these interactions creates an opportunity for Academy members to influence elected officials' perceptions about the importance of nutrition and health issues to their constituents. Understanding a few core principles about communicating with elected officials will mean that every opportunity is used to the fullest. All politics is local : This cardinal rule was often repeated by a life-long political player, former Speaker of the House "Tip" O'Neill. It means that federal policy is impacted at a local level and that local examples can often provide a more meaningful picture than national statistics. It also means that the involvement of local people and organizations will get the attention of the official more effectively than a contact in Washington. Additionally, local voters, local newspapers and local TV stations are as important, if not more important, to an elected official as party leaders or political power brokers. This is why it is so important to have patients, health leaders in your community and the leaders of business and other organizations in your area speak on behalf of your issue. If you are involved in other leadership positions in your community (e.g. on a hospital Board, a member of Rotary, PTA officer, etc.) mention that along with your professional affiliation. Every communication with your elected official should contain local information. A picture is worth a thousand words: Another aspect of this personal style of grassroots activism is the power of visual images. A photograph, a video clip, a graph or a picture drawn by a child can capture a story more vividly than a page full of text. Visual images are tremendously effective not only in TV, but are also effective attached to a letter, included in a handout or flyer at a town meeting, in a newsletter and in social media posts. Once you have identified relevant anecdotes and personal stories, put some thought into how you can capture them visually. Be open and honest in all communications: Your credibility is essential. If elected officials find that they cannot completely trust your information, then you and all of your Academy colleagues, will be suspect in the future. Don't let your passion for the subject matter lead to exaggeration. And if you don't know, say so and get back with more information promptly. The power of the personal appeal: Another saying is that All politics are personal. Find out as much as possible about the personal links to nutrition and health issues of those you want to influence. For example, making a connection through an elected official's or staff member's personal or family experience with diabetes, geriatric malnutrition or heart disease can make your message much more powerful and memorable. By identifying these personal experiences, you often tap an emotional nerve and awaken a dormant source of strong support. But also be aware of the sensitive nature of this type of information. 22

23 Know the issue: Before you make any contact with an elected official, study the issue carefully and be prepared to answer potential questions. If it is regarding specific legislation, know where the bill stands (e.g., is it in committee, awaiting a floor vote or in a conference committee?). The media machine and its influence: Daily and weekly newspapers, magazines, TV news, radio and TV talk shows and social media all play an important role in working with elected officials. You can use them to carry your messages far and wide and you can also use them to convince your elected officials that a specific nutrition and health issue is on the public agenda. Be sure to clip letters-to-the-editor or editorials from newspapers that support your position or human interest articles that focus on your issue. Include them in the written information packet you leave behind after a meeting or attach them to a letter. You can also mention a TV news story or radio talk show that examined your issue to show that it is of interest to a wide range of people. Make the point that the media coverage of the issue will help make the general voting population more interested and that you can help them stay ahead of the issue. Boost your visibility with social media: With the majority of members of Congress using social media platforms such as Facebook, Twitter and Instagram, these venues for communication provide many opportunities to stay engaged with legislators. Be sure that your social media communications adhere to the Academy s Social Media Policy (available here: when advocating on behalf of the Academy, your affiliate, DPG or MIG. It all adds up: The core principle here is that every additional letter, every additional phone call, every contact creates a stronger and stronger perception that dietetics professionals are a force to be reckoned with. This underscores the importance of getting others involved to multiply the impact. When the staff of an elected official receives several letters or calls on a topic, they may take note. When they receive hundreds or thousands, they know it is an issue they must confront. Quantity matters. Know your allies and your opposition: In addition to recruiting fellow dietetics professionals to get involved and make personal contact with legislators, it is important to establish as broad a base as possible by forming alliances with other groups who support your cause. For example, local chapters of the American Diabetes Association, the American Heart Association and the American Cancer Society may be very supportive on medical nutrition therapy coverage issues. Community child welfare organizations may be supportive of issues relating to changes in structure of the Medicaid and WIC programs. Meet with their legislative leaders to identify areas of common ground and to enlist their support in writing letters, making phone calls, sending s and attending public meetings. On the other hand, be prepared for opposing views. Identify the organizations that can mobilize voters and be prepared to refute their message points. Understand the factors that motivate your opposition and point it out to legislators in a fair, open way. With these general principles in mind, you will want to look at key ways to reach your elected officials. The tools in the guidebook appendix will provide you guidance on making a phone call to your elected official, visiting your elected official at their office or writing a letter. A Word about Letter is an efficient, acceptable way to reach your elected official. However, it is important to resist the temptation to be informal in an to an elected official. Take care to use the same formality in salutations, structure and subject matter that you would on your letterhead. Remember, it can still be printed out and saved -- that is our objective! An additional advantage of is that it is very easy to include copies to your state policy leaders and Academy PIA staff. If you send an , it is best to also send 23

24 a written letter on your letterhead because that implies the official endorsement of your organization and you get a chance to make a "reminder" impression. Inviting Your Member of Congress to Visit Your Workplace Seeing is believing and getting an elected official to see dietetics professionals in their own settings will help make believers of them. These site visits have been effective around the country in convincing legislators to support the Academy s policy initiatives. If you haven't tried this yet, start planning today! Check with your affiliate or DPG leaders to make sure no one else in your area is approaching the same legislator. Gain approval from the appropriate people in your institution. Check your institution's schedule to determine any conflicts. Know the schedules of key allies in your workplace -- doctors, nurses and administrators in your organization who will speak in support of the issue, so they can be available for the site visit. Plan ahead! Call your elected official's office to invite him/her and to determine when h e / she will be in your area. Work through the staff contact responsible for health policy and the scheduler, to arrive at a schedule. Aim for about one hour, but determine the length of time the legislator can commit and plan accordingly. If the legislator cannot attend personally, do not hesitate to pursue a site visit with staff members. They carry substantial influence. Follow up in writing, confirm by telephone and offer to answer any questions in advance. Provide an agenda several weeks before the visit. Notify all staff at your organization of the visit several days in advance, so that everyone can be prepared. Call the day before to confirm one last time. Plan to take photographs of the visit for use in newsletters and the media. Be flexible! Legislators have extremely busy schedules and many last minute changes. After the site visit, be sure to write a follow-up letter thanking the legislator and staff for coming to your place of work. Note: A site visit from a Senator, U.S. Representative or state legislator may present a great opportunity for media coverage. Consider arranging for television or newspaper reporters to accompany this visit, as well. You should obtain approval from the elected official's office before proceeding and work closely with his or her press secretary to coordinate. Following Up and Staying in Touch Once you have established a relationship, stay in touch with elected officials and their staff members. Look for ways to become a trusted source of nutrition information whenever a nutrition issue arises. Write thank you letters for meetings and site visits promptly. When an elected official speaks out favorably on your issue or votes in committee or on the floor, write, call or to acknowledge the support. If an elected official has been especially supportive, attend a campaign fundraiser and bring along as many colleagues as possible. Be sure to make your presence known at the fundraiser. When new information supporting Academy positions is available, send it promptly and follow up with a phone call. 24

25 If you see a letter-to-the-editor or op-ed piece in your newspaper supporting the Academy's position on an issue, clip it and send it along with a letter. Peer-reviewed professional journals are always a respected source of information. If you see a journal article that supports an issue, send it to the elected official along with a brief letter in which you explain the implications in lay terms. As always, use personal, local examples to illustrate the point. Be creative! Look for opportunities to stay in touch that will reinforce the need for effective nutrition and health policy. Working with Coalitions (adapted from the Prevention Institute*) A coalition is a group of organizations and individuals working together to influence outcomes on a specific problem or issue. Coalitions are useful because they create a broader reach than an individual organization and can be an effective way to consolidate resources to achieve a common goal. They also provide a forum for sharing information and facilitate cooperation among grassroots organizations and community members. Before developing a new coalition, be sure that there isn t already an existing group with the same or similar mission. It may make more sense to join an existing coalition than create a new one. Some examples of the Academy and state affiliate coalition involvement include: The Academy joined the Aging in Motion coalition in March 2012 to help raise awareness of the importance of good nutrition as a component of prevention and treatment of sarcopenia in the aging population. The Academy is a member of the United States Breastfeeding Committee, an independent nonprofit coalition of more than 40 organizations that support the mission to improve the nation's health by working collaboratively to protect, promote and support breastfeeding. The Washington State Academy of Nutrition and Dietetics is a member of the Anti-Hunger & Nutrition Coalition, which has successfully advocated for strategic policy and state appropriations to maximize federal nutrition programs, reinforce the community-based emergency food assistance system and link local farmers with the needs of the hungry in the state of Washington. For more on building effective coalitions, see the Prevention Institute s Developing Effective Coalitions: An Eight Step Guide, available in print and online: *Cohen L, Baer N, Satterwhite P. Developing effective coalitions: an eight step guide. In: Wurzbach ME, ed. Community Health Education & Promotion: A Guide to Program Design and Evaluation. 2nd ed. Gaithersburg, MD: Aspen Publishers Inc; 2002:

26 Tools of the Trade The Academy provides resources for members to utilize when working on issues with members of Congress or their staff. The Issue Brief This tool provides Academy members the details about a particular bill or issue. This resource summarizes key points as well as provides the research and supporting documentation. The following is an example. The Talking Points The talking points resource provide the Academy member with a simple outline of the issue to be discussed with a member of Congress. The following is an example. The Leave Behind This resource provides the member of Congress with the details about the particular bill or issue. The following is an example. 26