SPARC

Student government resolutions on open access

How to pass a resolution on open access

Note: For best results, be prompt, professional, gracious, and courteous throughout this process.
Draft text for the resolution. You can find template resolutions here:

Identify potential sponsor(s) for the resolution. As applicable, try to identify multiple co-sponsors.

Preferably, seek a diverse group of sponsors, (as applicable) from various majors, race, gender, etc. If the Senate has political parties or factions, seek sponsors from multiple parties.

The best way may be to schedule a meeting with the potential sponsor. Find a time and location convenient for you both. Bring a copy of the draft resolution and the resolution FAQ; you may want to email the potential sponsor a copy in advance, so they can review before the meeting if they prefer. At the meeting, discuss why you are interested in open access – why is it important to you? Explain what the resolution says and address any questions. Once the potential sponsor seems to understand the issue and the resolution, ask how s/he feels about the resolution. If s/he supports the resolution, ask him/her if s/he is willing to sponsor the resolution. If s/he does not support the resolution, try to identify the sources of contention and resolve them, if possible; otherwise, thank him/her for his/her time and let him/her know that s/he can you contact you at any time if s/he has further questions.

Look to your school for organizations, etc. that may have jurisdiction over or interest in the issue.

For example, a graduate student council may have a committee or task force on research or on scholarly communications. The university administration, faculty, or library may have a committee or task force on the issue. See if your library or university is a member of the Alliance for Taxpayer Access or SPARC, or whether your provost or president has signed a statement supporting open access. See if any ATA student members have chapters at your school.
Contact any groups that may be interested. Inform them of the draft resolution and, if they are favorable, ask them to write a brief letter of support. Collect these letters – you’ll use them later.

Contact individual faculty and staff members who support open access. Inform them of the draft resolution and, if they are favorable, ask them to write a brief letter of support. Collect these letters – you’ll use them later.
If the sponsor(s) want to make changes to the draft resolution, consider amending the text of the resolution.
Once a final draft of the resolution is prepared, introduce the resolution. (Your sponsor(s) will know how to do this.)
Follow the resolution through the legislative process. If the resolution will be considered in any committee, if amendments are proposed or adopted, and as the resolution finally comes to the floor, stay abreast of the progress. As applicable, go to meetings to voice your support for the resolution and address questions or concerns. Remain in communication with the resolution’s sponsor(s) and supporters so they know about the resolution’s progress. If you encounter a difficulty, re-group with your sponsor(s) and supporters to brainstorm a solution.
As the resolution heads to the floor for its final presentation and vote:

Make sure your sponsor(s) are aware that the resolution is going to the floor. Try to ensure your sponsor(s) will be present at the meeting.
Make sure your supporters are aware that the resolution is going to the floor.

As appropriate, ask your supporters to contact relevant members of the Senate or organization to express their support for the resolution.
As appropriate, ask your supporters to come to the meeting to express their support during “public comment” period.

As appropriate, consider writing a letter to the editor to be published before the meeting (or on the day of the meeting).
If possible, go to the meeting yourself. (Dress appropriately for the context.)

As applicable, you might speak during the resolution’s presentation, or talk during a “public comment” period. If appropriate, you may wish to prepare slides to accompany your presentation.
Bring copies of the resolution FAQ to distribute to the Senate or organization.
Bring letters from supporters, if any. As applicable, bring copies to distribute to the Senate or organization.