training: ew chiefs assistant chiefs f march 3rd 2020 … · 2020-02-21 · o chief contacts...

REV: 2020-02-20

TRAINING: NEW CHIEFS & ASSISTANT CHIEFS 703-324-4735 FOR THE MARCH 3RD, 2020 PRESIDENTIAL PRIMARY [email protected]

★ All slides and handouts are available online: https://www.fairfaxcounty.gov/elections/officers/resources/

Non-Routine Voter Summary:

Situation What-If Typical Action

Voter is Inactive What-If #4 Affirmation of Eligibility form, then vote normally

Voter needs assistance What-If #15 Request for Assistance form, then vote normally

Voter is curbside What-If #18 Go outside (no forms required)

Voter has no acceptable ID What-If #1 Offer provisional ballot

Voter is already checked-in What-If #12 Offer provisional ballot

Voter is not in pollbook What-If #10 Offer provisional ballot

Voter without absentee ballot What-If #20 Offer provisional ballot

Voter with absentee ballot What-If #19 Surrender ballot, then vote normally

Voter is in wrong precinct n/a Go to correct precinct

Voter has moved What-Ifs #5-8 Check moving conditions (usually go to “old” precinct)

If voter is Inactive:

- Voter must complete Affirmation of Eligibility form.

- On Poll Pad, mark “Voter Signed Oath” flag.

- Check in voter.

- See What-If #4 for more information.

If voter needs assistance:

- Voter & assistant must complete Request for

Assistance form.

- On Poll Pad, mark “Assisted” flag.

- Check in voter.


If voter is curbside:

- No form is required.

- TWO officers go outside to get voter’s photo ID,

return inside, and check-in voter.

- TWO officers go outside with ballot, stay until voter

completes it, return inside and cast ballot.

- One officer goes outside to inform voter their ballot

has been successfully cast.


If a voter has no acceptable ID:

- Voter can retrieve an ID or get a temporary photo

ID from the Office of Elections.

- Always offer voter a provisional ballot (many voters

say they will return with their ID, but they don’t!)


If a voter is not in the pollbook:

- Call General Registrar.

- Otherwise, offer voter a provisional ballot.


If voter is already checked-in:

- Do not edit the previous check-in.

- Offer voter a provisional ballot.


If voter requested an absentee ballot:

- If voter has the ballot with them: Voter surrenders

ballot, Chief takes ballot, voter may vote normally.

- If voter does not have the ballot with them: Offer

voter a provisional ballot. Staff will verify that the voter did not already vote an absentee ballot by mail or in-person.

- See What-If #19-20 for more information.

If voter is in wrong precinct:

- Strongly encourage them to go to the right precinct.

Virginia law stipulates you must vote in your registered precinct.

- Offer voter a provisional ballot.

If voter has moved:

- Offer Voter Registration form to update address.

- Check moving conditions.

- If allowed to vote, voter must go to their registered

(“old”) precinct.

- See What-Ifs #5-8 for more information.

https://www.fairfaxcounty.gov/elections/officers/resources/

REV: 2020-02-20

Moving Conditions

Can a voter who has moved, but not updated their voter registration, vote? In all situations,

provide a Voter Registration form so they may update their registered address for the future.

(1) When did the voter move?

(2) How far did the voter move?

Within same precinct?

Within Fairfax County (same cong. district)?

Within VA (diff. county or cong. district)?

To another state?

After 11/5/2019? Yes.

See What-If #5.

Can vote in“old” precinct.

See What-If #6.

Can vote in“old” precinct.See What-If #7.

No.See What-If #8.

Between 11/9/2016and 11/5/2019?

Yes.See What-If #5.

Can vote in

“old” precinct.See What-If #6.

No.See What-If #7.

No.See What-If #8.

Before 11/9/2016? Yes.

See What-If #5. No.

See What-If #6. No.

See What-If #7. No.

See What-If #8.

Poll Pad Flags:

REV: 2020-02-20

Provisional Ballots:

- Do NOT check provisional voters in on the Poll Pad.

- Do NOT cast provisional ballots on the DS200.

- There are 2 kinds of provisional envelopes: one is

for No ID and one is for all other issues.

- Voter and election officer sign envelope.

- Envelope is not opened unless counted, so put

additional information on OUTSIDE of envelope.

- Voter may return to polling place to provide copy of

ID to include with provisional envelope. But once

someone has voted provisionally, they may not vote

normally later that day.

1. Issue the Provisional Notice to the voter.

2. Ask voter to complete Provisional Envelope.

3. Voter and election officer must sign envelope.

4. Enter voter in the Provisional Ballot Log.

5. Issue a ballot to the voter. They should fill it out at

the Chief’s Table.

6. The voter should put the voted ballot in the small

green envelope and seal it.

7. Put small ballot envelope in large #1A envelope.

FORMS and ENVELOPES:

Chiefs Notebook:

Black binder with detailed instructions for all situations

you may encounter on election day.

Chiefs Notes:

Document significant issues or technical problems in

your Chiefs Notes throughout the day.

Voter Referral Worksheet:

Use for all non-routine voters referred to the Chief or

Assistant Chief.

Voter Registration form:

Use for new voters, voters who need to update their

name (e.g. married, typo in name), or voters who need

to update their address (e.g. moved).

Request for Assistance form:

Use for all voters who require assistance within voting

booth (e.g. marking or translating ballot).

Affirmation of Eligibility form:

Use for all voters marked as Inactive in the pollbook.

Also used if someone challenges a voter.

#1A Provisional Envelope:

All provisional ballots are individually sealed and

submitted in this envelope.

#2 Blue Pouch:

Election forms: Oath, SOR, Chiefs Notes, etc.

#4 Spoiled and Voided Ballots:

Spoiled ballot: Voter made a mistake and you gave

them a new ballot.

Voided ballot: Voter left without fully casting ballot.

#7 Orange Pouch:

Small items: iSync drive, keys, seals, etc.

#8 Forms Envelope:

Voter forms: Completed voter registrations,

Affirmations of Eligibility, Requests for Assistance, etc.

BEFORE POLLS OPEN:

- The week before…

o Attend a Chiefs Briefing: Required before each election. Pick up Chief’s Notebook & precinct roster.

o Visit your polling place – Meet with staff, view voting room, locate gray equipment cart

o Chief contacts Election Officers – Go over basic information. If any officer is no longer able to serve, let us

know ASAP!

- The day before…

o Chief receives Sheriff’s Envelope – Sheriffs will drop off an envelope at the Chief’s home. You do not have to

be home. It contains the iSync drive and final election materials. Bring it with you on election morning!

o Go to polling place, set up voting room – Invite all your officers to join you. Set up room, tables, chairs, and

indoor signs. Do NOT open ballots or voting equipment.

- The morning of…

o Swear in officers at 5:00 AM. Do not wait for late officers! You can swear them in later.

o Delegate tasks and work in parallel. Everyone should be helping. Prioritize setting up Poll Pads, DS200, and

ballots.

o Open polls promptly at 6:00 AM! Even if you haven’t finished setting up ExpressVote, putting up signs, or

other non-essential tasks.

TIPS & CLOSING POLLS:

- Election Officer Tips

o Assign each officer a number. Each officer should sign all documents using the same number.

o Assign officers based on skills and experience.

o Rotate officer duties every 2-4 hours (don’t wait for officers to ask!).

o Schedule breaks so only 1 or 2 officers are on break at a time.

- Equipment Tips

o Remember…call the Technical Command Center for help with any equipment!

o Document all equipment issues in your Chief’s Notes.

- Signature Reminder

o If any require documents are missing an officer’s signature, we will call the Chief and Assistant Chief to come

into the office to sign them within 2 days.

o Better to sign them on election day than to come to our office the next day to sign them!

o But do NOT have your officers “pre-sign” forms and labels during the day!

- Closing Procedures Tips

o All voters in line or inside the polling place at 7:00 PM can vote. (Not just the voting room. If they are inside

the building and walking to the voting room, they can vote.)

o Delegate! Anyone can do any task.

o Insert the iSync drive into ALL Poll Pads.

o Call in the results ASAP. Don’t wait until you are done packing.

o Dismiss election officers only after ALL work is complete.

o Chief must drive materials to Government Center. (Your officers should help pack your car!)

VOTER REFERRAL WORKSHEET (front) Pollbook officer completes information on front of form and refers voter to the Chief. After calling the

Registrar’s Office (if needed), the Chief should complete the back of the form. Return in Envelope #8.

VOTER REFERRAL WORKSHEET (back) Pollbook officer completes information on front of form and refers voter to the Chief. After calling the

Registrar’s Office (if needed), the Chief should complete the back of the form. Return in Envelope #8.

VOTER REGISTRATION FORM Use for voters who have a physical disability, are unable to read or write, need translation, or

otherwise request assistance. (Curbside voters are not required to complete this form.)

This page intentionally left blank.

AFFIRMATION OF ELIGIBILITY (front) Primarily used for Inactive voters, who may vote routinely after completing this form. May also be

required for a voter who is challenged or a voter whose name was omitted from the pollbook.

AFFIRMATION OF ELIGIBILITY (back) Primarily used for Inactive voters, who may vote routinely after completing this form. May also be

required for a voter who is challenged or a voter whose name was omitted from the pollbook.

REQUEST FOR ASSISTANCE Use for voters who have a physical disability, are unable to read or write, need translation, or

otherwise request assistance. (Curbside voters are not required to complete this form.)

This page intentionally left blank.

No ID – Provisional Envelope (front and back) SITUATION: You, Janet Officer, are the Chief Election Officer of precinct 101 PATRIOT. The only photo

identification a voter, Johnny Election, has with him is a Costco membership card.

Practice completing the provisional envelope below. Which fields do you fill out and which fields does

the voter fill out? (Don’t forget to add this voter to the Provisional Ballot Log as well!)

No ID – Provisional Notice Give this notice to a provisional voter who voted provisionally because he or she was unable to provide

an acceptable ID. Remind them the easiest way to have their ballot counted is to email their ID!

Regular – Provisional Envelope (front and back)

SITUATION: You, Janet Officer, are the Chief Election Officer of precinct 101 PATRIOT. Bob Voter is marked as having already voted. He says his son, Bob Voter Jr, lives with him and voted earlier today.

Practice completing the provisional envelope below. Which fields do you fill out and which fields does the voter fill out? (Don’t forget to add this voter to the Provisional Ballot Log as well!)

Regular – Provisional Notice Give this notice to a provisional voter who voted provisionally because of a registration, absentee, or

other issue not involving photo identification.

Provisional Ballot Log For all provisional ballots issued, you must record the voter’s info and check a reason (see list of

reasons at bottom of page). Ignore 2 rightmost columns – those are for the Electoral Board to fill out!

DS200-1 – Voting Results Report:

*** VOTING RESULTS REPORT ***

7:05 PM December 1, 2020

Unit Serial Number: 0314340269

County of Fairfax

SPECIAL ELECTION

0100 100 – PATRIOT

Election Date: December 1, 2020

Poll Opened Date: December 1, 2020

Poll Opened Time: 6:00 AM

Poll Closed Date: December 1, 2020

Poll Closed Time: 7:00 PM

Public Count: 1212

Protected Count: 5087

Precinct Voting Report


100 - PATRIOT

Total Paper Sheets: 1212

Member NASA Apollo Hall of Fame

Number to Vote For 1

Neil A. Armstrong 400

Buzz E. Aldrin 400

Michael Collins 400

Write-In 10

Over Votes 0

Under Votes 2

-------------------------

Total Votes 1212

Member US Astronaut Hall of Fame


Sally K. Ride 600

Alan B. Shepard Jr. 600

Write-In 10

Over Votes 0

Under Votes 2

-------------------------

Total Votes 1212

WE, THE UNDERSIGNED, DO HEREBY CERTIFY

THAT THE ABOVE RESULTS ARE A TRUE AND

ACCURATE COUNT OF ALL BALLOTS COUNTED AND

THAT ALL COUNTERS WERE ZERO (0) WHEN THE

POLLS OPENED AND THAT THE ELECTION WAS

HELD IN ACCORDANCE WITH THE LAWS OF THE

STATE.

------------------------

Election Officer

------------------------

Election Officer

------------------------

Election Officer

------------------------

Election Officer

0100 100 – PATRIOT


*** END OF REPORT ***

DS200-1 – Ballot Status Accounting Report

*** BALLOT STATUS ACCOUNTING REPORT ***



County of Fairfax

SPECIAL ELECTION

0100 100 – PATRIOT






Public Count: 1212

Poll Voting Report

Master Accounting:

Total Blank: 2

Total Overvote: 0

Total Undervote: 10


Total ExpressVote Cards: 16

Ballots for Code 00001-02-01 1212


0100 100 – PATRIOT



DS200 TAPES: NASA SPECIAL

DS200-2 – Ballot Status Accounting Report:

*** BALLOT STATUS ACCOUNTING REPORT ***



County of Fairfax

SPECIAL ELECTION

0100 100 – PATRIOT






Public Count: 915

Poll Voting Report

Master Accounting:

Total Blank: 3

Total Overvote: 0

Total Undervote: 12


Total ExpressVote Cards: 9



0100 100 – PATRIOT



DS200-2 – Voting Results Report:

*** VOTING RESULTS REPORT ***



County of Fairfax

SPECIAL ELECTION

0100 100 – PATRIOT






Public Count: 915

Protected Count: 3024

Precinct Voting Report


100 - PATRIOT


Member NASA Apollo Hall of Fame


Neil A. Armstrong 300

Buzz E. Aldrin 300

Michael Collins 300

Write-In 12

Over Votes 0

Under Votes 3

-------------------------

Total Votes 915

Member US Astronaut Hall of Fame


Sally K. Ride 450

Alan B. Shepard Jr. 450

Write-In 12

Over Votes 0

Under Votes 3

-------------------------

Total Votes 915

WE, THE UNDERSIGNED, DO HEREBY CERTIFY

THAT THE ABOVE RESULTS ARE A TRUE AND

ACCURATE COUNT OF ALL BALLOTS COUNTED AND

THAT ALL COUNTERS WERE ZERO (0) WHEN THE

POLLS OPENED AND THAT THE ELECTION WAS

HELD IN ACCORDANCE WITH THE LAWS OF THE

STATE.

------------------------

Election Officer

------------------------

Election Officer

------------------------

Election Officer

------------------------

Election Officer

0100 100 – PATRIOT



ADDITIONAL NUMBERS FOR COMPLETING THE STATEMENT OF RESULTS:

POLL PAD CERTIFICATION ENVELOPE #1A/#1B 2132 voters checked in on Poll Pads 8 provisional ballots

UNUSED BALLOTS ENVELOPE #4 880 printed ballots 5 void ballots from fleeing voters 85 ExpressVote cardstock 2 void ballots from absentees surrendered 5 spoiled ballots

ASSUME ALL OTHER VALUES ARE ZERO.

RETURN IN #2 BLUE POUCH County of Fairfax

STATEMENT OF RESULTS (SOR)

December 1, 2020

Precinct: 100 PATRIOT (SAMPLE) Page 1 of 2 Special Election

PART D: BALLOT CERTIFICATION CALCULATION OR SOURCE

PRINTED BALLOTS

EXPRESSVOTE BALLOT CARDS

D1 BALLOTS RECEIVED FROM ELECTORAL BOARD - BEFORE POLLS OPEN

BOX LABELS 3000 110

D2 BALLOTS RECEIVED FROM ELECTORAL BOARD - WHILE POLLS OPEN

BALLOT RECEIPT

D3 TOTAL BALLOTS RECEIVED = D1 + D2

D4 TOTAL UNUSED BALLOTS RETURNED (Return printed ballots in #6 Box[es] and EV cards in Black Kit)

(# of unopened packs x 100) + (# of ballots in open packs)

D5 BALLOTS SPOILED AND VOIDED (Do not include absentee ballots turned in by voters)

ENVELOPE #4 (Do not count absentee ballots)

D6 BALLOTS USED FOR PROVISIONAL VOTERS ENVELOPE #1A ENVELOPE #1B

D7 TOTAL UNUSED BALLOTS + SPOILED/VOID + PROVISIONAL = D4 + D5 + D6

D8 TOTAL BALLOTS COUNTED (Scanned and hand-counted) = D3 – D7

PART E: ELECTION OFFICER CERTIFICATION - We hereby certify that this STATEMENT OF RESULTS is a complete record of this election and

that all of the information entered herein is true and correct.

1.

CHIEF OFFICER

6.

OFFICER OF ELECTION

11.

OFFICER OF ELECTION

2.

ASSISTANT CHIEF OFFICER

7.

OFFICER OF ELECTION

12.

OFFICER OF ELECTION

3.

OFFICER OF ELECTION

8.

OFFICER OF ELECTION

13.

OFFICER OF ELECTION

4.

OFFICER OF ELECTION

9.

OFFICER OF ELECTION

14.

OFFICER OF ELECTION

5.

OFFICER OF ELECTION

10.

OFFICER OF ELECTION

15.

OFFICER OF ELECTION

COMPLETE BOTH SIDES →

PART A: POLLBOOK CERTIFICATION CALCULATION OR SOURCE Number of Voters STAPLE TAPES HERE

A1 TOTAL VOTERS CHECKED IN Poll Pad Certification

BEFORE THE POLLS OPEN DS200 Configuration Report

DS200 Ballot Status Accounting Report DS200 Zero Totals Report

AFTER POLLS CLOSE DS200 Ballot Status Accounting Report

DS200 Voting Results Report

A2 TOTAL FLEEING VOTERS (PRINTED BALLOTS OR CARDS)

Ballots voided and not scanned because voter left

without casting a ballot (Fleeing Voters).

A3 TOTAL VOTERS CASTING BALLOTS = A1 - A2

A3 TOTAL

PART B: COUNTED BALLOTS CERTIFICATION

CALCULATION OR SOURCE Number of Ballots

B1 DS200-1 COUNTED BALLOTS (after polls close)

“Public Count” from DS200 Ballot Status Accounting Report.

B2 DS200-2 COUNTED BALLOTS (after polls close)


B3 DS200-3 COUNTED BALLOTS (if used) (after polls close)


B4 HAND-COUNTED BALLOTS (if needed) Ballots counted by hand

because they could not be scanned.

B5 TOTAL COUNTED BALLOTS = B1 + B2 + B3 + B4

B5 TOTAL

PART C: EXPLANATION OF DISCREPANCIES (COMPLETE ONLY IF A3 DOES NOT EQUAL B5)

RETURN IN #2 BLUE POUCH County of Fairfax

STATEMENT OF RESULTS (SOR)

December 1, 2020

Precinct: 100 PATRIOT (SAMPLE) Page 2 of 2 Special Election

PART F: TOTAL VOTES CAST CERTIFICATION

MEMBER, NASA APOLLO HALL OF FAME

CANDIDATE

Neil A. ARMSTRONG

Buzz E. ALDRIN

Michael COLLINS

Write-in Votes

F1 DS200-1 RESULTS TAPE



F4 HAND-COUNTED RESULTS

F5 TOTAL VOTES CAST (F1 + F2 + F3 + F4)

PART F: TOTAL VOTES CAST CERTIFICATION

MEMBER, US ASTRONAUT HALL OF FAME

CANDIDATE

Sally K. RIDE

Alan B. SHEPARD Jr.

Write-in Votes




F4 HAND-COUNTED RESULTS

F5 TOTAL VOTES CAST (F1 + F2 + F3 + F4)

PART G: WRITE-IN CERTIFICATION (COMPLETE ONLY IF HAND-COUNTED BALLOTS CONTAIN WRITE-INS.)

Office Name Votes Office Name Votes Office Name Votes

COMPLETE BOTH SIDES →

training: ew chiefs assistant chiefs f march 3rd 2020 … · 2020-02-21 · o chief contacts...

Documents