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RECOMMENDED PRACTICES FOR WITH POLICYMAKERS

ELIZABETH SUHAY | EMILY CLOYD | ERIN HEATH | ERIN NASH

Recommended Practices for with Policymakers | 3 4 It is no longer sufficient for in academia, government, nongovernmental organizations (NGOs), or industry to conduct business as usual. Today’s challenges demand an all-hands-on-deck approach wherein scientists serve society in a fashion that responds to societal needs and is embedded in everyday lives. —Jane Lubchenco1 Former Administrator of The National Oceanic and Atmospheric Administration

1 From “Environmental science in a post-truth world.” Frontiers in Ecology and the Environment (15, 1).

Recommended Practices for Science Communication with Policymakers | 5 OF CONTENTS

Introduction...... 03

Planning Ahead...... 05

Communication Goals...... 08

Communication Content...... 10

Social Aspects of Communication...... 12

Communicating in a Political Context...... 14

Practicalities When Communicating with Policymakers...... 16

Summary of Recommended Practices...... 19

Recommended Practices for Science Communication with Policymakers | 6 INTRODUCTION

This guide grows out of the project “-based Science Communication with Policymakers” conducted by the four authors and sponsored by the National of and the Rita Allen Foundation. In order to write these recommendations, we spent over a year studying science communication with policymakers from several vantage points. We reviewed hundreds of scholarly works on the topic published in over a dozen fields as well as numerous practical guides written by scientific societies. We interviewed both Democratic and Republican Congressional policymakers, including 22 Members of Congress and 20 staff members.

7 We also conducted a random-sample of over 600 members of the American Association for the Advancement of Science (AAAS). In our and survey, we asked individuals to tell us, in their experience, what science communication practices are most, and least, effective. The recommendations in this guide represent our efforts to distill this research into one brief, useful document. Because our interviews and prior expertise focus on the U.S. Congress, this guide is most relevant to interactions with that body. However, we believe our is applicable, with some modifications, to other policymakers as well. We have been privileged to receive assistance from many wonderful organizations and individuals. We want to thank the National Acad- emy of Sciences — particularly Marcia McNutt, Marty Perrault, and Susan Marty — as well as Elizabeth Good Christopherson and others at the Rita Allen Foundation, without whom this project would not have been possible. Thank you to our talented and generous volunteer advisory board: U.S. Representative Don Beyer (D-VA), Dominique Brossard, Heather Douglas, Eric Fischer, David Goldston, Arthur Lupia, Michael Oppenheimer, Naomi Oreskes, Wendy Parker, Shobita Par- thasarathy, and Tobin Smith.2 Of course, we would be nowhere with- out our research participants; our deepest thanks to them (who cannot be named due to our promise of confidentiality). We also extend our appreciation to our home — the School of Public Affairs at American and the American Association for the Advance- ment of Science — who offered additional resources and flexibility as we devoted many hours to this project. Finally, thank you to the resourceful and skilled AU students and AAAS staff who assisted us: Bella Rafailova, Dakota Strode, Chloe McPherson, and Dana Brandt. We hope you find this guide helpful as you seek to advocate for the greater use of quality evidence in the policymaking process.

2 Board members provided their recommendations only and are not responsible for specific content.

Recommended Practices for Science Communication with Policymakers | 8 PLANNING AHEAD

RESEARCH YOUR AUDIENCE helpful to know ahead of time You’ll need to answer some the level of your questions about your intended likely audience. Investigate their audience as you plan your science educational background and prior communication. Most importantly, professional experience (e.g., via the with whom will you seek to office’s official or a website communicate? At the federal level, such as LinkedIn). There are also options include elected officials, some general rules of thumb you their personal staff, legislative can follow. For example, in the committee staff, those who work House of Representatives, personal within the Executive Office of the office staff tend to be President, and those who work generalists with within federal agencies. backgrounds, whereas committee staff often have technical Prior to contacting a specific backgrounds and deep expertise person, make sure you at least in specific topics. Of course, there know their name and portfolio of are exceptions to every rule. If you responsibilities. (Impersonal calls cannot ascertain expertise ahead or emails, or those directed at the of time, plan for a lower level of wrong person, are rarely returned.) knowledge but have technical This can often be details at the ready (or in footnotes). gleaned from the policymaker’s website or by calling an office’s main Even if you are interacting with a number and asking the receptionist. staff member, additional research You might also consider contacting about the office — and the official an experienced and trusted who heads it — is essential. Is the boundary organization,3 advocacy official a Democrat or Republican? organization, or your ’s What district do they represent, government relations office. and what are the district’s salient demographic, economic, and Once you have a meeting scheduled political characteristics? What and/or are preparing written committees and caucuses are they materials, you should learn more on and what issues and priorities about the people who will be do they champion? What bills listening or . For science have they sponsored related to the communicators, it is especially

3 “Boundary organizations” facilitate information sharing between scientific research and public policy communities.

9 topics you plan to engage with government relations office can them about? Have they received connect you to resources and share recognition from organizations in tips; they may also have knowl- your area of interest? Much of this edge of ongoing communication information can be gleaned from efforts in your area that you may the office’s official website and wish to join or build on. Advocacy from news articles. organizations (such as the Sierra Club) and boundary organizations WORK WITH OTHERS (such as the American Geophysical It can be very helpful to work with Union) have considerable expe- others. There are different types of, rience and extensive connections and reasons for, coordination. among policymakers. In fact, one of the things we learned in con- First, consider working with one or ducting our study was just how two others in your field who have often policymakers turn to these complementary expertise. You can groups for scientific and technical each speak (or write) on your own information. Of course, be aware expertise and, together, cover a lot of advocacy and boundary orga- of ground. You will also be able to nizations’ reputations and try to more successfully field questions you learn how they may be perceived receive. This said, group visits must by the offices with whom you be well coordinated — focus on one wish to engage. Even nonpartisan theme, avoid redundancy, and ensure groups can be viewed —some- all participants can speak within the times unfairly — as “ideological.” (likely) short time allotted. When visiting Congressional offices, it can CONSULT AVAILABLE be useful to include in your group RESOURCES a person with some policy expertise. In addition to this guide, there are We have also been told that including many other sources of advice, some a student can be very beneficial; of which may be more tailored students can sometimes be better to your specific area of expertise. “translators” for nonexperts, and they We reviewed the of can convey infectious enthusiasm over 200 scientific societies about your subject matter. affiliated with AAAS to gauge the Second, consider working with guidance offered and found that your organization’s government approximately 40 offered at least relations office or with an advocacy some advice for communicating or boundary organization. Your with policymakers.4

4 We could only learn what was available on each society’s public website; it is possible that more societies made information available to their members via subscriber portals or other methods.

Recommended Practices for Science Communication with Policymakers | 10 Standouts offering particularly extensive and high-quality advice include the American Dental Association, American Geophysical Union, American Meteorological Society, American Physiological Society, Ameri- can Society of Limnology and Oceanography, American Society of Plant Biologists, American --Hearing Asso- ciation, Association for , Ecological Society of America, Entomological Society of PRACTICE AND America, Gerontological Society GET FEEDBACK of America, and National Coun- cil of Teachers of . If you have a meeting scheduled, engage in some practice with a If you would like to follow up colleague or, better, a friend who your reading of this guide with a isn’t well-versed in your field. more comprehensive and detailed Memorize a five-minute version of treatment, we suggest you consult your main points and AAAS’ 74-page guide “Working and a one-minute “elevator with Congress: A Scientist’s Guide pitch” (in case time is cut short to Policy,” available at www.aaas. or an unexpected org/sites/default/files/AAAS_ opportunity arises). Try to anticipate Working_with_Congress.pdf. and answer likely questions. AAAS also offers several differ- If you are preparing a document, ent workshops and seminars on it is likewise a good idea to obtain science communication, including feedback, again preferably from some focused on communicating someone you know outside of 5 with policymakers. Other orga- your area of expertise. Make sure nizations that offer training in that your written materials do not science communication include include spelling or grammatical COMPASS and the Alda Center errors; such errors will undermine for Communicating Science. your as well as your ability to communicate.

5 You can learn more about AAAS’ Communicating Science program here: www.aaas.org/programs/ communicating-science. Other AAAS training opportunities include the Science & Policy Leadership Seminar and, for students, the Catalyzing Advocacy in Science and Workshop.

11 COMMUNICATION GOALS

IDENTIFY AND ARTICULATE an elected official might do to YOUR GOALS further your goal. Introduc- We can’t emphasize enough the ing legislation is one of many importance of having a clear possible actions (see p. 9). purpose for engaging with a Whatever your goals, keep policymaker. Policymakers’ time is them in mind as you craft your in great demand. At the same time, communication strategy and make policymakers are oriented toward them plain to the people with being of help, especially if you are a whom you are communicating. constituent. Ask yourself: Why are you engaging with the policymaker? COMMUNICATE SHARED GOALS What are you asking of them? While a variety of goals are When you communicate, make acceptable when communicating your goals clear from the outset. with policymakers, you are more Scientists and other technical likely to be successful if your experts engage for a wide variety communication is about more than of reasons. Maybe you want to just advancing your professional bring attention to a pressing public goals. In a democratic society, what problem or provide technical we ask of policymakers should advice regarding legislation. Maybe be of help to others as well, and you wish to advocate for a specific our system of frequent elections policy. Perhaps you intend to ad- keeps elected officials and their vocate for funding for yourself, an staff attentive to the public good, organization to which you belong, particularly that of constituents at or your discipline. Or maybe you home in the district (U.S. House) are focused on relationship build- or state (U.S. Senate). ing or establishing yourself as a Beyond this general concern for resource, hoping that there will constituents and the public, elected be fruitful future interactions. officials and staff spend much of Once you have identified your their days focused on developing general purpose, consider — in and considering legislation and consultation with others with conducting oversight of the executive more experience in the policymak- branch, most often as a part of ing arena, if necessary — what committee and subcommittee work.6

6 Elected officials’ offices also spend considerable time on constituent casework and fundraising.

Recommended Practices for Science Communication with Policymakers | 12 OFFICIALS CAN

1 Write letters to agency heads 9 Join a sign-on letter 2 Ask for briefings from 10 Organize a briefing for elected agency staff officials or staff 3 Hold hearings 11 Give a speech or attend an event 4 Ask specific questions of witnesses at or after hearings 12 Request appropriations language 5 Co-sponsor legislation 13 Comment on proposed 6 Offer an amendment regulations to legislation 14 Issue a press release 7 Include certain report language with a bill leaving committee 15 Make a floor statement 8 Support or oppose a nominee 16 Join a caucus

As you plan your communication • If you are advocating for funding, with a policymaker, consider how does the policymaker play a role in your goals might overlap with theirs. the decision or have a stake in it? • If you are engaged in relationship FOR EXAMPLE building, is this a relationship • Are you bringing attention to from which the policymaker a pressing public problem that benefits as well? affects their constituents? This list is not exhaustive. • Are you providing advice on Consider all of the ways in which a piece of legislation being your goals may overlap with those developed by a committee on of policymakers. Making this which they sit or on a topic goal alignment salient is a critical known to be of interest to the aspect of the content of your policymaker? communication.

13 COMMUNICATION CONTENT

PRACTICE ETHICAL speak as “experts” beyond the COMMUNICATION boundaries of their expertise. If It may go without saying that you don’t know the answer to a scientific experts should engage in question, say so. (If you will be ethical communication; however, able to obtain the information ethical communication is more at a later date, make that clear demanding than many realize. to the questioner and follow up You should provide information promptly.) This rule also includes that is accurate and complete — policy advocacy: If you are not conveying the range of quality an expert in the development and expert knowledge on a topic, evaluation of policy solutions, including points of disagreement then it is best not to advocate or uncertainty. (as an expert) for any particular 7 Disclose any conflicts of interest. one. Of course — policy expert Even if there are no formal conflicts or not — you are free to speak of interest, science communicators your mind about anything you should reflect on possible wish as a citizen; just be sure your stemming from their personal and audience knows which “hat” you professional interests, social and are wearing at any given moment. political values, and background In other words, be clear when assumptions linked to social class you’re stating a conclusion based and identity. on a systematic evaluation of relevant evidence, and when you’re Finally, science communicators stating an opinion or preference. should resist the temptation to

7 In addition, if your affiliation with a particular organization or institution is known to your conversation partners, make sure you know that entity’s position on the issues you are discussing. If your personal opinion differs (or if the entity does not have a position) on certain topics, either do not opine on those topics or explain that you are not speaking on behalf of the entity.

Recommended Practices for Science Communication with Policymakers | 14 MAKE SURE YOU ARE First, be sure you have an answer UNDERSTOOD BY NONEXPERTS to the question: Why should I When communicating outside care? As discussed previously, their field, scientific experts aimed at should remember to speak and policymakers should be in sync write in ways that a person with their goals as legislators and who is not trained in their field representatives. Second, briefly can understand. This includes state why your topic is important minimal use of acronyms and explicitly and up front, using it to jargon (and any such terms frame your communication. must be defined). Note that You can increase interest by terms that seem like everyday using examples that will resonate language to you (e.g., “seismic with policymakers and their waves,” “carbon sequestration,” staff, such as references to their “half-life,” or “correlation”) district or topics linked to their may be jargon to others. committee work. For example, if Communication aimed at policy- you want to highlight the positive makers should also be concise and economic impact of some type of well-organized, as your audience is investment in scientific research, likely absorbing considerable new don’t just focus on GDP; discuss information. In general, use con- likely economic benefits to the crete, real-world examples to illus- policymaker’s home state or region. trate your empirical points, partic- Narratives, or stories, are another ularly examples in narrative form. technique to increase the impact of Quantitative information presented your communication. Well-chosen visually, through the use of graph- narratives not only aid understanding ics, tends to be better understood and demonstrate relevance, they also and retained than comparable can evoke empathy. For example, information presented in tables. you might tell the story of one Finally, to ensure a key point is not person or community affected by only understood but remembered, an environmental problem. If you use repetition: state it toward the are seeking funding, you could beginning of your communication tell the story of what drew you to and repeat it at least once. your area of study or the story of a previous researcher in your field BE RELEVANT whose publicly funded research led Experts should communicate the to a breakthrough with great public importance of the topic at hand. utility. This said, be sure to employ

15 narratives ethically. Illustrative conveying your qualifications and examples should reflect typical subject expertise if you feel those experiences or outcomes, not unusual credentials are not apparent. ones. To make this clear, follow up Policymakers, especially staff, your story with relevant quantitative will often look over written on the phenomenon. communications for signals that the information can be trusted. COMMUNICATE CREDIBILITY Are the claims well-cited? Are Whether you are perceived as the to peer-reviewed a credible expert depends on literature? Is a short “one-pager” several factors, including your or policy memo supported by a educational credentials, your longer, traditional research report? grant and publication record, Does the make available the reputation of your employer, information on the study’s and (if relevant) your track funders? Your perceived credibility record advising policymakers. also depends on interpersonal and You should not feel shy about other social phenomena. (briefly) discussing or otherwise SOCIAL ASPECTS OF COMMUNICATION

The policymaking arena — interactions with an office. Thus, particularly the world of elected the individuals and organizations officials — tends to be much more with whom you are connected play social than most scientists’ workplaces. an outsized role in establishing There is an emphasis on relationships, you as a trusted expert in reputations, and (despite what some policymakers’ eyes. Our interviews media reports would have you believe) with Democratic and Republican interpersonal respect and civility. Members of Congress and staff suggest that most policymakers ESTABLISH TRUST hold well-established expert Trust is extended to those who institutions, including , enjoy a positive reputation among scientific societies, and government policymakers in general as well as labs and agencies, in high regard. to individuals and organizations Many advocacy groups and some with a of productive think tanks have solid

Recommended Practices for Science Communication with Policymakers | 16 of positive interactions with tackling subject matter closely linked offices; thus, joining with such to your area of expertise. Arrange a a group can open doors for you meeting or call and then follow up — although remember that such occasionally with relevant updates. groups may also close doors based Remember that relationships on their ideological leanings. should be mutually beneficial. Do Finally, following the social your best to gauge whether your of the policymaking community, communications are welcome and personal recommendations are respond right away if an office has powerful. If someone close to a reached out to you for assistance. policymaker recommends you Finally, as one Member of Congress as worth speaking to, there is a told us, don’t forget to be human. good chance that policymaker will The best professional relationships give you their time and trust. are also authentic personal ones.

BUILD RELATIONSHIPS PRACTICE RESPECT The greatest level of trust is given Whether you are emailing an to those with whom an office office for the first time or sitting has built a relationship over time down for an in-depth meeting, based on productive interactions. it is important to give your con- Relationships are also important versation partner the respect they for a simpler reason: They increase deserve. While they are unlikely the likelihood that you are on an to share your expertise, you should office’s radar screen when advice assume that they are intelligent, is needed. There is no one recipe accomplished in their field, and for establishing a relationship with participating in good faith. Avoid a policymaker, although note that expressing prejudice or stereotyp- your closest relationships will likely ing a person based on their age be with staffers. Focus on offices in or group membership, including your geographical area and/or those their political party or religious

17 affiliation. Treat the communica- skepticism, respond in a mea- tion as a dialogue. Leave room for sured way. Such interaction can questions and the possibility that be a sign that you are being taken your interlocutor may have their seriously. Finally, express grati- own goals for the conversation. tude after the interaction; even When encountering reasonable if an office is unable to help you criticism, counterarguments, or further, their time is valuable. COMMUNICATING IN A POLITICAL CONTEXT

REMEMBER SCIENCE intervention (or vice versa); some IS ONE INPUT OF MANY IN THE POLICY PROCESS may believe that government should not be involved at all and Many factors in addition to scien- things are better left to industry or tific conclusions shape policy out- the not-for-profit sector. comes, and this is a feature, not a Other factors that influence flaw, of our government. Consider legislative decisions are more that there are always many serious controversial, such as professional problems — and opportunities advancement, party loyalties, — facing the country (and world) and donors and other powerful simultaneously. Yet, governmental outside interests. Political scientists time and resources are finite. This have documented the fact that means that difficult decisions must political parties, businesses, be made about what to priori- and affluent individuals have tize. Further, there normally are become more influential in multiple avenues for addressing government in recent years.8 any given challenge, introducing debates not only over which meth- While conclusions based on od is most efficient but also which research in the natural, physical, method is most appropriate given and social sciences are not the policymakers’ — and their con- only legitimate influences on stituents’ — commitments. policy, they are critical to sound policymaking. Our and For example, some may prefer survey data suggest that more state-level to federal-level

8 For example, see Frances Lee’s Insecure Majorities (2016, Chicago); Martin Gilens’ Affluence & Influence (2012, Princeton); Benjamin Page, Jason Seawright, and Matthew Lacombe’s Billionaires and Stealth (2019, Chicago); and Lee Drutman’s The Business of America is Lobbying (2015, Oxford).

Recommended Practices for Science Communication with Policymakers | 18 communications by scientists and obscures aspects of your research other technical experts themselves agenda, findings, or policy propos- will help policymakers to better al. From a more pragmatic per- recognize the benefits of evidence- spective, narrowly tailored messag- based policy and make expert es may backfire if you have made perspectives harder to ignore. a problematic assumption about what your audience values, leading RESPOND TO POLITICAL you to miss an opportunity and DIVERSITY PRODUCTIVELY perhaps even alienate your listener. While we are living through For example, despite party stereo- politically polarized and contentious types, Democratic and Republican times, we advise the scientific policymakers both tend to find community to continue to engage about public and with a wide range of policymakers. economic growth appealing, and Prioritize your engagement — for both care about the costs of po- example, spending less time with tential actions. Also, consider the individuals with well-known possibility that staff members with resistance to priorities you are whom you are meeting may hold a championing. But do not interpret somewhat different value set than lack of interest or resistance in one the official for whom they work. area as a lack of interest in science Finally, there are some topics that or expertise more generally. are known to be controversial, As you engage with diverse policy- or at least controversial with makers, you may choose to tailor particular audiences. Avoid your communications to highlight raising controversial issues that are local impacts and shared values. irrelevant to the topic at hand. If It is often best to craft a message you find yourself in an unproductive using subtle frames that evoke exchange, try to “agree to disagree” multiple, widely shared, values and move on, especially if it is not — such as , safety, central to the discussion. Of course, and overall well-being; economic sometimes points of controversy growth and progress; national are integral to a topic. Strategies security; or American leadership for more productive — and then shift your emphasis under these circumstances include as needed to better appeal to a anticipating, and preparing answers specific audience. This said, it is to, likely counterarguments; asking unethical to tailor your communi- questions to identify precisely where cations in a way that exaggerates or disagreements lie; and waiting to

19 discuss controversial topics until sure your meeting is private and after common ground has been confidential, which will encourage established. You might also make frank exchange. PRACTICALITIES WHEN COMMUNICATING WITH POLICYMAKERS

RECOGNIZE VARIOUS TYPES Within legislatures, the bodies OF POLICYMAKERS with which our research team is In deciding with whom you should most familiar, elected officials seek a meeting, you should know employ many staff members, who the roles and responsibilities of handle most of the day-to-day different individuals within gov- work. Staff members fall into two ernment. The U.S. has a federal general categories: personal staff system, that the national (working directly for an elected government creates one set of laws official) and committee staff applicable to the entire nation, and (working for a committee under state governments are free to create the direction of elected officials their own laws, so long as the who serve on that committee). laws do not conflict with the U.S. Staffers often have considerable Constitution or other federal law. power to shape legislation. Below the state level is local gov- ernment; states vary in how they GAIN ACCESS are subdivided and in how much Getting the attention and time of autonomy localities are afforded. anyone working within the federal At the national and state level, government (and many state and governments are divided between local governments) is not easy. Try legislatures — which make law not to be put off by the difficulties — and executives — who approve of gaining access. Policymakers and implement law, mainly via are inundated with emails, phone 9 agencies. In implementing law, calls, written material, and requests executives and agencies often have for meetings. Consider that each considerable discretion over the member of the U.S. House of details of how a law is carried out. Representatives represents a district

9 At both the national and state level, judiciaries also practice judicial review of laws.

Recommended Practices for Science Communication with Policymakers | 20 made up of over 700,000 people. If greater impact. Examples of low- a House member did nothing else impact communication include but meet with constituents for 40 adding your name to an online hours each week, granting each a petition, sending an impersonal 15-minute meeting, it would take “email blast” to numerous offices, over 80 years. Most U.S. senators calling your representative or represent even larger constituencies. senator’s general Washington, Persistence, and some strategy, does D.C., number and giving an earful pay off. If you are a constituent or to the intern on the other end, or live nearby, you may want to begin tagging a policymaker in a social with the local office. If you are not media post. This is not to say a constituent, begin with a staffer that these quick communications in the Washington, D.C., office are not worth doing, however, as whose portfolio of responsibilities offices do monitor general trends includes your topic of interest. in support and criticism. Keep in mind that you are likely to Higher-impact communication meet with staffers much more often would include an email to, or phone than with elected officials. Such call with, a staff member who meetings are often as productive handles legislation in your area of as meetings with officials. As concern, any in-person meeting, discussed earlier, referrals by and special events to which the individuals close to, or respected policymaker is invited. Note that by, the office will help, as will first meetings tend to be short, working through a well-established informal, and conversational; be on organization (e.g., a boundary or time, be flexible if a policymaker advocacy organization). is late or called away, and bring a one-page document that efficiently CHOOSE HIGH-IMPACT conveys your key points. Once you COMMUNICATION have developed a relationship with There are many different modes an office, you may be asked to help available for communicating them persuade other policymakers. with policymakers. While there You may be asked to brief other are no general rules for which offices, testify at hearings, or assist mode of communication to select with “Dear Colleague” letters or (e.g., “always call, never email,” letters to federal agencies. Similar or vice versa), personalized rules apply to the executive communication that reflects branch, although there you have more than a few minutes of time an additional formal opportunity investment will normally have a to weigh in: Federal agencies are

21 required by law to field comments from the public on proposed rules during a public comment period.

TIME YOUR COMMUNICATION Every policymaking body operates on a specific schedule, and it is critical to be aware of it. For example, the U.S. Congress is sometimes in session and sometimes out of session; the schedule is assembled, and published, at the beginning of each year (though it can change). If time is not of the essence, out process as well, which typically of session can be the best time to begins in February and can seek a meeting: The pace of the continue throughout the year, or members’ and staffers’ schedules be completed at different times for will slow somewhat. Note two different clusters of agencies.10 important details, however: Finally, every piece of legislation During recesses, most members has a life cycle: To shape the of Congress will be in their home policy, share important informa- district, not D.C.; also note that tion early — ideally as it is being many staffers take their vacations drafted. Once legislation has been during the longer recesses. reported out of committee, your There are other schedules that efforts are less likely to have a may impact the timing or content significant impact. Finding out of interactions. Elected officials when legislation is in its begin- likely will not be available for ning phases requires some time nonessential meetings in the several investment. You can monitor months before an election (if it relevant committee activity via is a competitive one); however, Congress.gov, follow publications some staff may be. Remember that and policy-related alerts (such as representatives are up for election the AAAS Policy Alert) from a every two years and senators every scientific society, or draw on rela- six. It is helpful to understand tionships with advocacy organi- the timing of the appropriations zations or Congressional offices.

10 For more information, see: www.aaas.org/news/federal-budget-process-101

Recommended Practices for Science Communication with Policymakers | 22 SUMMARY OF RECOMMENDED PRACTICES

1 PLANNING AHEAD

RESEARCH YOUR AUDIENCE With whom should you communicate? What are their responsibilities, priorities, and background? WORK WITH OTHERS Are there colleagues or organizations who have complementary expertise or more experience than you interacting with policymakers? CONSULT AVAILABLE RESOURCES What advice or training is available from your employer, scientific society, or other organizations? PRACTICE AND GET FEEDBACK Have you role-played your meeting or asked a colleague or friend to read your written material?

2 COMMUNICATION GOALS

IDENTIFY AND ARTICULATE YOUR GOALS Why are you communicating? What are you asking of the policymaker? COMMUNICATE SHARED GOALS Consider the policymaker’s perspective. Why should they devote time and resources responding to your request?

3 COMMUNICATION CONTENT

PRACTICE ETHICAL COMMUNICATION Is the information you are conveying accurate and does it reflect the breadth of quality work on your subject? Have you considered how your biases are influencing your communication? MAKE SURE YOU ARE UNDERSTOOD BY NONEXPERTS Is your communication concise, well-organized, and jargon-free? Do you use concrete examples, narratives, and (where relevant) visual data displays? BE RELEVANT Does your communication convey to the policymaker why they should care about the information you are providing? Have you selected examples and narratives that are likely to resonate?

23 COMMUNICATE CREDIBILITY Have you conveyed your expertise? Are your argumentative points well-justified and factual statements well-documented? 4 SOCIAL ASPECTS OF COMMUNICATION

ESTABLISH TRUST Are you connected to an organization or individual known to, and respected by, the policymaker? BUILD RELATIONSHIPS What natural connections — geographic, topical, or social — can you build on to foster a relationship with a policymaker? PRACTICE RESPECT Do you appreciate that your conversation partner is a policymaking professional with expertise in that arena and an interest in serving the public? Are you ready to listen to their perspective and exchange ideas? 5 COMMUNICATING IN A POLITICAL CONTEXT

REMEMBER SCIENCE IS ONE INPUT OF MANY IN THE POLICY PROCESS Are you aware of the varied influences the policymaker likely will take into account when making a decision in which you are invested? RESPOND TO POLITICAL DIVERSITY PRODUCTIVELY Are you considering opportunities for productive communication among those with whom you do not always see eye to eye? Have you thought through strategies for appealing to politically diverse audiences, including grappling with points of disagreement?

6 PRACTICALITIES WHEN COMMUNICATING WITH POLICYMAKERS

RECOGNIZE VARIOUS TYPES OF POLICYMAKERS With what type of policymaker should you communicate? GAIN ACCESS What is your strategy for getting the attention of a busy policymaker? CHOOSE HIGH-IMPACT COMMUNICATION Can you set aside time to tailor your written communications to your audience or meet a policymaker in person? TIME YOUR COMMUNICATION Have you sought information on the policymaker’s schedule and/or the timing of key legislative decision points?

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