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About USACM:
USACM is the U.S. Public
Policy Committee of the Association for Computing
Machinery (ACM). ACM is the leading nonprofit membership
organization of computer scientists and information
technology professionals dedicated to advancing the
art, science, engineering and application of information
technology. Since 1947, ACM has been a pioneering
force in fostering the open interchange of information
and promoting both technical and ethical excellence
in computing. Over 70,000 computer scientists and
information technology professionals from around the
world are members of ACM.
Communicating with Congress
Progress in the computer science field is largely
dependent upon legislation in Congress. Congress has
the authority to fund research proposals and to determine
laws governing Internet usage and technological standards.
In order for the voice of the computing community
to be heard, it is vital that you contact members
of Congress to communicate your opinions. Congress
members may not realize the implications of legislation
to the computer science community without the community's
active participation.
On this page, you will find information from the
American Institute of Physics
about correspondence and personal visits with Congress.
Congressional Addresses and Telephone Numbers:
Correspondence
Senators and representatives use the letters they
receive to determine which issues are most pressing
and merit considerable attention. The letters demonstrate
strong support or opposition to particular proposals
and provide Congress members with important background
material and factual information.
Writing a letter conveys to senators and representatives
a sense of urgency. The correspondence may influence
Congress members in matters of budget and policy.
The following suggestions will help you write the
most effective letters:
TIMING: A letter sent months before
an issue is considered is likely to be forgotten;
one sent after Congress acts is a missed opportunity.
The Washington Update will provide notice of key events.
BREVITY: Congressional staffs are severely
overworked. Limit your letter to one page and one
subject. Resist the temptation to include more than
one or two enclosures -- they will, in all likelihood,
not be read.
COMPUTER JARGON: Most Members and their
staffs freely admit that they know little about computer
issues. Use a few sentences to offer a nontechnical
overview, avoiding all jargon (reports indicate this
is a particular problem on defense matters - avoid
acronyms.)
YOUR IDENTITY: Nothing is more frustrating
for congressional staff than trying to decipher an
illegible signature -- worse, an entire letter. Ensure
that your letter is legible by typing it. Include
your name, home address, and telephone number.
E-MAIL: While some congressional offices
are equipped to effectively respond to email, others
are not. The safest course is to use "snail" mail.
FAXES: Most offices resent a fax campaign
-- it clogs their machines and uses their paper. Look
next to any congressional fax machine and you will
find an overflowing congressional waste paper basket.
Unless there are severe time constraints, avoid faxing.
BE SPECIFIC: Congressional offices revolve
around legislation. If there is a bill number, cite
it. If you do not know it, or if the bill has not
been introduced, be specific: "I write about the FY
2001 appropriation for...."
USE THREE PARAGRAPHS: Organize your letter
as follows -- Paragraph 1: Explain your reason for
writing. Briefly describe your "credentials" or experience.
Paragraph 2: Describe the importance of the issue.
Cite relevant facts and avoid emotionalism. Frame
your discussion in a national, rather than a personal
perspective. Paragraph 3: Request - not demand - a
specific action. Thank the Member for his/her consideration
of your views. Offer assistance.
ADDRESS STYLE: The post office prefers that
you do not use office numbers. The correct address
style is:
The Honorable __________
United States House of Representatives
Washington, D.C. 20515
Dear Representative__________:
The Honorable __________
United States Senate
Washington, D.C. 20510
Dear Senator __________:
Personal Visits
One of the best ways to communicate with Congress
is through a personal visit with a representative
or senator -- in Washington, or "back home." Every
day, hundreds of people meet with Members of Congress,
individually or in groups. Meeting with a Member or
their staff should not be thought of as an extraordinary
occurrence, but rather as an ordinary event. Members
often seek such meetings to build support for themselves
among constituents -- particularly new Members. You
will be welcomed.
If Washington is too far to visit, meeting with a
Member at his or her district or state office is possible.
An advantage of a visit away from Washington is that
you will likely have more time and be free from the
interference of voting and committee hearings. The
Washington appointments' scheduler (see below) can
tell you when the Member will be at home, and provide
you with local office information.
Members are busy people, especially senators. Advance
planning is essential:
Schedule your meeting at least three to four weeks
in advance by calling the Member's appointments' scheduler.
The U.S. Capitol switchboard at 202-224-3121 can transfer
you directly to a Member's office.
Be prepared to state who will be attending the appointment
and the purpose of your visit. Legislative staff will
much appreciate you being specific so that they can
better prepare themselves and their boss (rather than
saying, "I would like to talk about technology research
funding," say, "I would like to talk about the FY
2001 appropriation for the National Science Funding.")
Have alternative dates ready.
Prepare for what will probably be, at least in Washington,
a 15-minute appointment (it is a good idea to ask
the scheduler how long your appointment will be.)
Follow these guidelines:
Be informed about the status of relevant legislation.
This will give a focus to your appointment, and will
enable you to better determine a Member's position.
Be ready with a brief, nontechnical explanation of
the issue. Avoid jargon and abbreviations. If appropriate
to your explanation, bring a visual aid -- something
concrete that a Member can examine.
If coming as a group, select a spokesperson. Decide
in advance on your strategy and "message." Few congressional
offices can physically accommodate large groups.
A few sheets of paper that you can leave describing
your position will reinforce your message. Resist
the temptation to leave a stack of materials -- it
will, probably, never be read.
In Washington, use public transit to visit Capitol
Hill. Public parking is expensive and distant from
the offices you will be visiting. Allow time for locating
the office and for passing through security. Arrive
early for your appointment, and depart on time.
Anticipate schedule changes, since committee or floor
votes may detain a Member. In this case, a staff assistant
will handle the appointment. These dedicated assistants
are often the most knowledgeable about legislation,
and can be very influential.
Follow-up the appointment with a thank you letter
briefly reiterating the purpose of your visit. Offer
your assistance.
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