Advocating Science: A Guide to Meeting with Legislators on National Science Policy
Michael Phillips (Illinois Valley Community College)
The United States Congress, per Article I of the Constitution, is the body that decides the budget of the federal government, including crucial science agencies such as NSF, NASA, NIH, etc. It also passes legislation regarding the priorities and manner in which scientific research and education are conducted nationwide. Thus, one of the most powerful means we have to affect national science policy is through in-person meetings with policymakers in Congress. These face-to-face conversations make the scientific enterprise more human, facilitate meaningful communication, and provide a first-hand opportunity to explain to legislators why science is an indispensable backbone of our economy and society. As we face numerous global challenges (environmental degradation, soil shortages, climate change, etc.) and increasing anti-science sentiment in society, it has never been more important for Earth scientists to interface with policymakers to advocate for our work and its many applications and benefits. This article is intended as a practical guide for those who are interested in taking part in these important meetings with our elected representatives.
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Initiating a meeting
The best way to initiate contact (at least for a first round of meetings) with legislators is to sign up for an event that is being facilitated by a professional organization. For example, the American Geophysical Union organizes Congressional visits for the "Days of Action" and "Congressional Visit Days" (CVD) programs every few months. Check the websites (or e-mail leaders) of any scientific organizations with which you're affiliated to find out about existing opportunities. If you are not able to travel to Washington, you can schedule a virtual meeting or meet in the district office. Your meeting may be with the legislator, but it will always include a staff person. Each legislative staff person has a set of issues they are assigned to cover; the staff person will be your contact in the office. After the initial meeting, legislators and their staff will be familiar with you and have access to your contact information, making it easier to continue a longer-term relationship without reliance on an external organization.
Logistical considerations
First and foremost, plan your message. For legislative visits, this includes developing a "one-pager," a one-page document that summarizes your "ask" on one side and provides a personal overview on the reverse side. The "ask" is what you would like the legislator to do and why your issue is important, shown with simple text and images. The personal overview provides information on your background and expertise. A good one-pager ensures that your message, expertise, and contact information are all provided to the people you meet with, no matter the length of the meeting or where the conversation goes. It also allows you to have a more engaged discussion because the people you meet with do not need to write everything down as you talk. It's important not to overload your one-pager with excessive data, scientific jargon, or other extraneous information, as this will only make your document more intimidating and less understandable. When it comes to designing your one-page summary, less is more!
Be sure to dress and behave appropriately for a formal, professional meeting. Dress slacks, button-down shirts, ties, sports jackets, formal dresses, and other formal wear are all appropriate attire. Footwear should be formal but comfortable; you may need to walk some distance between offices. Although the exact fashion you choose is certainly less important than your message, presentation still matters. The better dressed and groomed you are, the more favorable the impression you'll make and the more seriously elected officials will take your message. If you visit during summer months, dress as lightly as you can while still being formal (Washington, DC can be unbearably hot and humid this time of year, and science advocacy and heat stroke don't mix)!
Meetings can range in duration anywhere from 5 to 30 minutes, so it's a good idea to know how long a meeting has been scheduled and plan accordingly. However, keep in mind that legislators and staff members have very full and sometimes chaotic schedules. Be prepared for last-minute changes that could potentially shorten, lengthen, or change the start time of your meeting. Try to be as flexible as you can and keep a few key talking points in the back of your mind so you can be ready to give a 2, 5, or 10-minute synopsis of your main message if the need arises.
The Dos and Don'ts of talking with legislators
Start with a simple introduction of your name and occupation, where you live (especially important if the legislator represents you), and thank the legislator/staffer for taking the time to meet with you. There's no need to rush, but try not to ramble, get off topic, or get lost in small talk. Tell them you want to talk with them about a particular issue, and then present your "ask", the tangible action that you are asking your representative to take (more on this below). This ensures your legislator knows your position and what is being asked of them from the outset of the conversation. Also, present your one-pager so they can use it as a visual guide during the discussion, and do your best to stick to that issue. In today's highly polarized political climate, it may be tempting to bring up other important topics that concern you (and there are plenty nowadays to choose from), but it is best to stick with the original topic of the meeting. Bringing up hot-button political issues will only stir up negative emotions, distract the legislator from the intended topic, and reduce your chances of making a positive impact. Finding common ground is a useful approach; this can be as simple as relating your topic to the district or state they represent or to an issue in which they have shown interest. Try to connect your issue to a common goal that you and your legislator share. Above all, remember the "Hippocratic Oath" of Science Advocacy - Do No Harm.
Talking with legislators requires a significant shift in perspective for people accustomed to the academic world. As scientists, we are trained to evaluate data and make decisions based on a careful weighing of evidence. But the work of a legislator is a much more human-focused enterprise and requires a more personal approach. Rather than trying to dazzle legislators with data, it's best to focus on personal anecdotes that make it clear how science policy affects you, your colleagues, the rest of society, and, most importantly, the region they represent. If possible, relate to the legislator a tangible harm that happened to you (or someone you know), and explain how that harm can be avoided through a change in policy. Explain how the work of a particular project or agency would change lives in your community and/or their constituents for the better; this can include describing the impact on students taking your courses and doing research.
Whatever the story, focus on the human aspect, and highlight how and why constituents will view support for this cause in a positive light. Avoid being overly emotional, but don't be afraid to show passion! You are there because you believe in something, and that conviction can and should be imbued in everything you say. Remain courteous and respectful, and your confidence, passion, and clarity will make an impact, because legislators are human beings moved by the same feelings as anyone else. Legislators often use particularly compelling anecdotes in speeches on the House or Senate floor, which can further amplify the impact of your message. If you are with a group, try not to dominate the conversation; take turns and allow each person to convey their part of the message.
The Ask
After going through your main talking points, conclude your meeting with a single, clear takeaway by reiterating the "ask". The "ask" is the actual goal or outcome that you are requesting from your elected official. It should be one, or at most two, concrete and actionable items that are within your legislator's ability to accomplish. The ask cannot be something vague, like "please support scientific research", or something beyond the capabilities of a single legislator, such as "change the funding structure of NSF." It should be something specific and tangible, such as "please vote 'no' on the proposed budget cuts to NSF" or "please support and vote in favor of the 'Science for America Act'". In deciding on your ask, it helps to do a little research to become aware of upcoming debates and proposed legislation that could potentially affect the scientific community; organizations such as the AGU provide regular updates that can be very helpful with this task. They have staff in Washington who track legislation and work with other organizations to develop reasonable requests. The more specific and concrete the ask, the more likely you are to see a favorable outcome.
The Follow-Through
It's a good idea to send your legislator and/or staffer an email message within the first few days after your meeting. Be sure to copy the e-mail addresses of anyone you met during the meeting who gave you their contact information. Express gratitude for taking the time to meet with you and offer to serve as a contact or provide any additional information they might need. If there was a specific vote, committee meeting, or other event relevant to your topic that took place in the interim, ask for an update, but don't demand a response in an unreasonable amount of detail. If the legislator does reach out for additional information, do your best to accommodate them in a reasonable amount of time. To establish a long-term relationship with your legislator, it's helpful to send a quarterly message providing progress updates on the issue and any new concerns you might have. This keeps lines of communication open and ensures your voice and that of your colleagues continue to be heard even after the initial meeting. Your congressional meeting will hopefully be the first step in a meaningful relationship with elected representatives and their staff, whose impact could expand over time to other legislation and issues.
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