Group Coordinator, Team Leader & Flow Chart

Requirement: Have a basic understanding of the Legislative process and how a bill becomes law and how to analyze a bill. Training is available.

 The Group Coordinator is assigned a security level 5 on the TTV, not assigned analysts.

Monitors a personal email address dedicated to OCL.

Point of contact for Team Leaders
Reply and or direct inquiries and facilitate operations.

• Coordinates with the War Room Coordinator, Group Coordinator, Volunteer Coordinator and Opposition Research during the Legislative session.
• Assists the function of Team Leaders regarding workload by reviewing Team Leaders Bill Tracking Spreadsheet (BTS)
• Oversight on Alert Bills. Team Leaders have final say on Alert Bills as they are responsible.
• Spot reviews bills going through committees.
• Spot reviews published bills. (Problems are reported to the appropriate Team Leader, inappropriate language on bills, the Group Coordinator may remove, by re assigning)
• Available to Team Leaders to provide direction.
• Assist bill cleanup at the end of the session, including peer review and bills left to be analyzed.
• Recruit peers to help with analyzing and joining the OCL Team.
• Attend scheduled War Rooms whenever possible, provide Testimony or give Testimony when possible.
• Manage bill cleanup at the end of the session, including assigning amended bills left to be analyzed.

Group Coordinator Operating Procedure

• SETUP
• Open OCL email address: Check emails and respond as needed.
• Open (OCL) OregonCitizenslobby.org
  • Open (OLIS) Legislative Session
  • Open and log into (TTV) trackthiervote.org
• Open TTV MyToDoList
• Peer Review bills and analyze bills – time permitting.
• Open Files
• Bill Tracking Spreadsheet (BTS) will be updated by Team Leaders

 There are nine Team Leader positions that represent Legislative Committee assignments. 

AENR               Agriculture, Environment & Natural Resources
EDLU               Economic Development & Land Use
ED                     Education
ELEC                Elections
E&T                  Energy & Transportation
H&W                Health & Welfare
LEMF               Law Enforcement, Military & Firearms
GovOps            Government Operations
T&F                  Taxes & Fees

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Team Leader:
Member of the Executive Committee
Reports to Group Coordinator

Requirement: Have a basic understanding of the Legislative process and how a bill becomes law and how to analyze a bill. Training is available.

Team leaders are assigned an OCL Bluehost email address to preserve record and a security level 5 on the TTV, and assigned analysts.
Monitors a personal email address dedicated to OCL.

Point of contact for Analysts and Advisors
Reply and or direct inquiries and facilitate operations.

• Volunteer spreadsheet is supplied by the Communications Administrator.
• Analysts are listed on the TTV under ‘My Team’, compare with the Volunteer spreadsheet, inform the Communications Administrator of any discrepancy.
• Prior to the start of the Legislative session, a reply back welcome email is sent to Assigned Advisors and Analysts; inquire if they are able to participate this session.

A second email is sent when they reply back with any updates, and recorded on the Volunteer Spreadsheet.  Volunteers that have not completed a Volunteer form, request a form be filled out.  Follow up on those that did not reply back. 

• New Volunteer Analysts
• New analyst Volunteers complete a Volunteer information form on the OCL website a copy is sent from the Communications Administrator with an updated Volunteer spreadsheet.
• A welcome email is sent with pertinent information and a request to reply back.
• A return email sent when contact is made providing OCL exclusive analyst training, their TTV account Log In information. Register on the Volunteer Spreadsheet and notify Communications Administrator.
• Team Leaders subscribe to the Legislative Agendas on OLIS that correspond to their area.  (Bills may travel through other areas committees, subscribe to specific bills to track. An alert is sent when the bill moves)
• Team Leaders have final say on a bill analysis, can make exceptions on the bills score (Too high or too low) or the analysis. Team Leaders should contact the Analyst if there is some disagreement, if the bill has been published; the Team Leader may re-assign the disputed bill to themselves while the analyst is being contacted. The Team Leader may make suggestions and offer their point of why a bill needs correcting. If the analyst disagrees, the Team Leader has the option to keep the bill and do the analysis or re assign to another analyst.
• Alert bills (score 8+) are posted on the OCL website; Communications Administrator, Group Coordinator, Volunteer Coordinator, War Room Coordinator, and Operations Research are notified.
• Action Alert: are Alert Bills that have a Scheduled event, Public hearing and the like, the Team Leader posts any updates to the posted alert and the Communications Administrator, Group Coordinator, Volunteer Coordinator, War Room Coordinator and Operations Research are notified.
• Team Leaders employ a Bill Tracking Spreadsheet (BTS) to track, at minimum, the Alert bills, who did the analysis, score, and amendments and if published on OCL.The Group Coordinator may set up a shared folder for the BTS spreadsheets.
• Assist bill cleanup at the end of the session, including peer review and bills left to be analyzed.
• Recruit peers to help with analyzing and joining the OCL Team.
• Attend scheduled War Rooms whenever possible.
• Manage bill cleanup at the end of the session, including assigning amended bills left to be analyzed.

(NOTE: the TTV will not assign bills that are amended back to the analyst, the process has not been completed, and they need to be re-assigned using Assign Bill to Analyst. If the bill is posted on OCL as an alert, update OCL alert page with amendments and other information, if the Alert bill has a scheduled event, Hearing or a Vote.)

Using TTV
My Committee Selection: Select the Committees that correspond to your Team Area.

My To Do List: Lists Bills which have been selected by you for analysis.  As a Team Leader you may assign bills to other analysts. (A Team Leader may choose to assign ‘Hot’ bills to themselves to be reassigned to their analysts, using Assign Bill to Analyst.)

Manage Users: New Volunteer Analysts have their TTV account created. Security level 3 Analyst (Note: These volunteers cannot be deleted, to remove if they have moved or no longer interested as an analyst, change to Security level 0 Former Associate and remove Team Leader. (Inform the Communications Administrator)

Assign Bill to Analyst: New Bills can be assigned to analysts, and amended bills can be re-assigned.
When you subscribe to OLIS bill updates, you will be able to track amended bills on your BTR and use the Assign Bill to Analyst to reassign amended bills back to the analyst for review of the amendment.  For bills you did not subscribe to receive notices, towards the end of the session, enter each bill into OLIS and log their disposition.  From the Legislature home page, you can also access a running list of bills, which may be easier to check a large number of bills.

Reports
Bill Status Report (BSR):  lists bills that have been reviewed, who is the Analyst and the bill status. You can check whether who has a particular bill assigned. (With the self-serving system, any analyst may select a bill in your area; the Team Leader may make contact with that analyst if they are assigned to another Team Leader.)
Hot Bills:  lists bills scheduled for hearings.

Top Impact Report (TIR): lists bills by score.  (Compare with the Bill Matrix of your groups assigned bills, all bills with a score of eight and above will need an alert posted)

My Team: Lists the analysts that are assigned to you.

Subscribe to legislative committee alerts for your area and monitor agendas. If bills haven’t been reviewed, check Bill Status Report to see if a bill is in the process.  If not in process, assign for review and track status. You can also subscribe to specific bill updates for alert level bills in your area. (Analysts should be subscribed to bill updates on bills that are assigned to them; this must be included in any instructions to them).

Posting Alerts Instructions:   OCL Team Members click here for posting instructions (you must log in to access this area).

Group Coordinator & Team Leader Work Flow Chart