The Virtual Phone Bank tool is available in both the Voter File and My Campaign.

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1 Virtual Phone Bank The Virtual Phone Bank tool allows a user to define a group of up to 20,000 voters and assign users to contact those voters from anywhere simply by logging in to the VAN and calling the voters on the list. A Virtual Phone Bank can be set up to identify supporters, invite people to events, ask Survey Questions, or any other activity for which a script can be created. The Virtual Phone Bank tool is available in both the Voter File and My Campaign. How it works Administrators start by creating a list of up to 20,000 people by selecting search criteria such as geographic area, demographic information, or volunteer information. Then the administrator can create a Virtual Phone Bank from the My List page by clicking the More button then Create a Virtual Phone Bank List. The Virtual Phone Bank Control Panel Once the administrator has defined a list of voters and assigned them to a Virtual Phone Bank (VPB) they are taken to the Virtual Phone Bank Control Panel where the administrator can define a number of parameters for the VPB. The fields for defining the parameters of the VPB include: Name: Assigns a name to your VPB for future tracking and assignment to users Description: Describes the contents of the VPB and its purpose Target List Size: Tells you how many records have been assigned to the VPB list Script: Defines the script (and associated Activist Codes, Survey Questions, Volunteer Activities, etc.) that callers will be using. Display by Name: Gives the option of displaying information on Age, Sex, and Party of the people being called so your callers can see that information as they are calling through the VPB list. Display Additional Info: Provides additional options for information VPB users will see about people in the VPB list as they call through the list. Additional Info Appears: Selects whether additional information such as Voting Address or County appears above or below the text of the script in the VPB page as users are calling through the VPB list. Date to Start: Indicates the first day the VPB will be available for callers. Date to End: Indicates the date the VPB goes 'inactive.'

2 Calling Round: Displays which round of calling the current VPB list is in. When a person's name appears on a user's screen to be called, that person is immediately made unavailable to anyone else who is calling; the goal, of course, is to enusre that the same person is not called multiple times by the same campaign. If the person being called is not available because they are not home, the line is busy, and so on, then that person's record will only reappear in the VPB list when the Administrator sends the VPB to the next round. Time Limit: Gives the administrator the option of limiting the amount of time any user can make calls. This feature is intended for cases when the volunteers are not known, and an Administrator wants to check their work before giving them broader access to the Virtual Phone Bank list. Contact Limit: Gives the administrator the option of limiting the number of people a user can call during during a VPB session. This feature is intended for cases when the volunteers are not known and an Administrator wants to check their work before giving them broader access to the Virtual Phone Bank list. Allow Users to repeat session: Allows users to continue to call people after their time limit or contact limit has been reached by going back to the main menu and repeating their session. Distribute Voters by Zip Code: This check box prompts VPB users to enter their own zip code at the start of a VPB session and then attempts to match voters in the VPB list that are geographically close to the VPB user starting with any people in the VPB list that reside in caller's zip code. Householding: Gives three options for displaying addtional residents of an address where a VPB contact resides. o Do not display Also in Household: Caller will not see any other person residing at that address o Show only targets in Household from Virtual Phone Bank List: Other people residing at that address will appear only if they are also on the VPB list o Show all Also in Household: Caller can see every other person residing at that address (whether or not they are in the VPB target list) and click on the additional names to pull up their voter record Status: Indicates whether the VPB is active and is thus available for assigned users. NOTE: If you set the VPB to start on a day other than the one on which you created it, you still must set the status to active so that it will go live and be visible on the main menu on the designated start date. Once the user has defined the parameters they would like to set for the VPB they can click the Load to My List button which will load the VPB list to to the user's My List page overriding their current My List, or the administrator can click the Save button. In either case, the Assign Users box will appear allowing the administrator to assign users to the phone bank from any of the committees they have access to.

3 How Users Access A Virtual Phone Bank There are two ways a user can get access to a Virtual Phone Bank: they can be assigned to the Virtual Phone Bank or they can access the Virtual Phone Bank using the "VPB Code" if they have the security function "Make Virtual Phone Bank Calls." Virtual Phone Banking by Assigned Users Any user, regardless of their security functions, can be assigned to a Virtual Phone Bank from the Virtual Phone Bank Control Panel. Once the users have been assigned to the Virtual Phone Bank, those users can click on their Virtual Phone Bank page accessed from the Main Menu and select which Virtual Phone Bank they want to call through of all the Virtual Phone Banks to which they have been assigned. Virtual Phone Banking by Users Using the VPB Code On the Virtual Phone Bank Control Panel there is a "VPB Code" displayed just beneath the Name of the Virtual Phone Bank. Any VAN User who has the security function "Make Virtual Phone Bank Calls" would be able to access a VPB by entering this code in their Virtual Phone Bank page. This means a VPB creator does not need to assign specific users to the Virtual Phone Bank but instead they can give people the code so users can enter it themselves to access the Virtual Phone Bank. Administrators can still invite specific users to a Virtual Phone Bank in which case a user with the "Make Virtual Phone Bank Calls" who goes to their Virtual Phone Bank page would see all the Virtual Phone Banks to which they have been invited, along with the option to enter a VPB Code to access a different Virtual Phone Bank. "Calling Rounds" and Removing Virtual Phone Bank Contacts from the Queue As the Virtual Phone Bank (VPB) users call through the VPB voter list, they may skip some voters, or get a busy signal, or not be able to contact that voter for some reason. There are three cases where these skipped voters will be withheld from the queue for 60 minutes and then made available for VPB callers after 60 minutes. 1. If the voter has been skipped by a VPB caller (no ResultID was applied) 2. If "Show all in Household" is selected in the VPB parameters, and a caller contacts one of the members of a household on the phone, all of the other voter records in the household are removed from the queue to allow the caller to speak to everyone in the household and enter activist codes, etc. for them. However, if a member of the household did not recieve a canvass result (because the caller wasn't able to talk to them) they will be returned to the queue after 60 minutes 3. If a voter is assigned only an Activist Code and no canvassing result, they will be returned to the queue after 60 minutes

4 After a VPB list has been called through, the VBP administrator will be able to send voters on to subsequent "rounds" of calling to try and connect with VPB voters who were not previously contacted. For example, if voters were marked "busy" or "not home" in a previous round of calling, they will be sent on to subsequent rounds of calling. There are several ways a VPB record will be considered completed and not sent on to subsequent calling rounds 1. The person been successfully canvassed, e.g. they have answered a Survey Question or had an Activist Code assigned. 2. Ther person has been assigned a status type such as Refused, Deceased, Do Not Call, Moved, or some other canvass result where volunteers wouldn't call that household to reach that person again. 3. The person has been marked "Left Message" Virtual Phone Bank Reports From the Virtual Phone Bank List Page (accessed from the main menu by clicking Phone Services, then Virtual Phone Bank) the administrator can click on the report link for their Virtual Phone Banks to see a list of users who have accessed the VPB and the canvass results of their calls. The administrator can also select a date range to see the canvass results by selecting a beginning and ending date in the Date From and Date To fields. Example: Creating a Virtual Phone Bank 1. First, define your Virtual Phone Bank Universe by creating a new list of voters to contact (it needs to be less than 20,000 records) 2. Then, from the My List Page, click on the More button, then select Create a New Virtual Phone Bank List and click Next 3. From the New Virtual Phone Bank page, define the parameters of the Virtual Phone Bank by filling in the fields. NOTE: the fields marked with the red asterisk are required to process the new phonebank. 4. Once you've defined all the parameters of your phone bank, click on Load to My List or Save in order to assign users to the phone bank. 5. In the Assign Users Box select the Committee from which you want to assign the users to the Virtual Phone Bank. Then select the users you want to assign to the Virtual Phone Bank and click the Add button. *NOTE: This step is optional. However, eligible users will also be able to access this VPB if they enter the appropriate VPB Code.

5 6. Once you've assigned users, you can always edit the parameters of your Virtual Phone Bank from the Main Menu by clicking Phone Services, then Virtual Phone Bank. Then, from the Virtual Phone Bank Lists page you can click on the name of the VPB to edit. 7. You can also see reports on the canvass results reported by the VPB users by selecting the Report link from the Virtual Phone Bank Lists Page. Rules & Statistics No more than 20,000 voters can be sent to a VPB. FAQ I seem to be getting voter records for people who have already been canvassed. What's happening? We have placed many safeguards in VPB to ensure that a successfully canvassed voter does not end up back in the VPB queue. Reasons why this may happen are that there was no canvassing status indicated prior to hitting Save/Next or there is more than one caller using the same VAN account.