Provided by the State Board of Election Commissioners 501 Woodlane Suite 401N Little Rock AR 72201 5016821834 18004116996 Election Monitor Training 2 The State Board of Election Commissioners ID: 775578
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Slide1
2020Election Monitor TrainingProvided by the: State Board of Election Commissioners501 Woodlane – Suite 401NLittle Rock, AR 72201501-682-18341-800-411-6996
Slide2Election Monitor Training
2
The State Board of Election Commissioners
(SBEC) is
required by law
to train and certify
Election Monitors.
Election Monitors may be appointed to serve
as an observer and report to the SBEC on the
conduct of the election upon written request
and approval by the SBEC.
Slide3Election Monitor Training
3
Election Monitors are required to:
(see Monitor Rule)
Maintain strict impartiality and not display partisan material
Be unobtrusive and not interfere with the process
Carry and present documentation issued by the SBEC
Base all observations on documented and factual evidence
Refrain from making any comments to media or other parties
Prepare a post-election report and submit to the SBEC
Slide4Election Monitor Training
4
Election Monitors CANNOT be:
(see Monitor Rule)
Paid employee of a political party or person running for office
Be an elected official or County Board member
Be an officer of a political party’s county committee
Be married to or related within the 2
nd
degree to a candidate running for office
(can be waived by SBEC Director)
Slide5Election Monitor Training
5
Monitor Questionnaire
The Following Slides are a Training Given to all Poll Workers in each county
Slide6Poll Worker Qualifications
MUST
Be a qualified elector*Be able to read & write EnglishBe a resident of the countyTake oath prior to serving in your official capacityAttend mandatory training conducted by SBEC
MUST NOT
Be guilty of violating any election lawBe a candidate (except county committee) while servingBe a paid employee of a political party or of any candidate running for office on the county’s ballotBe employed by a company doing business with the CBECBe married or related to a candidate running for office while serving, if an objection is madeBe a county political party chairman or the spouse of a chairman (if an objection is made) (Act 258) Be a CBEC member or the spouse of a CBEC member (if an objection is made) (Act 258)
)
Slide7Before Opening the Polls
Ensure Your Poll Is Accessible to Disabled VotersConsult local instruction from your CBECArrange the pollEnsure privacy and accessibility No one within 6 feet of machine
7
“The machine shall be placed so that no person can see or determine how the voter casts his or her vote.” A.C.A. §7-5-521
“Each voter shall be provided the privacy to mark his or her ballot. Privacy shall be provided by the poll workers at each polling site or by the county clerk, if the county clerk conducts early voting, to ensure that a voter desiring privacy is not singled out.” A.C.A §7-5-310
Slide8Accessible Polling Sites
Ensure poll is accessible for disabled votersIf your poll requires modifications, your county election officials will provide you with polling site specific instructions
These Modification May Address
Path Into the PollTemporary RampsBlocking Off Handicap SpacesSignageDoor Handles (non-leaver)Clip On HandlesProp Open/Install Door BellAssign Poll Worker to DoorMark obstructions for visually impaired votersEnsure accessible voting equipment is available
8
Slide9Posting Required Information Required - P. 14
Notice of ElectionInstructions on How to Vote (Two Copies)Instructions on Voting Machine OperationVoting Rights Poster (Provided by SOS)State & Federal Election Law Poster (Provided by SOS)List of Registered Voters by Precinct (Usually a bound volume)
Sample BallotsPost on wall unless provided in bound or electronic formText of Ballot Measures Poll Watchers Rights and Responsibilities VOTE HERE Signs Placed Near Each Main Driveway Entrance Any Required Temporary ADA Signage ZERO TAPESSigned by all Poll Workers
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Slide10Posting Required Information Recommended - P. 14
Notice of ElectioneeringSee Page 53Warning for Incorrect Ballot StylesSee Page 17Primary Runoff Only: Crossover Voting WarningSee Page 31Mark 100 feet from primary entrance to the polling sight To clearly mark the boundary for electioneeringPlace trash can near the primary exterior entrance to allow voter to discard any campaign literature they were handed on the way into the poll
10
Slide11Open the Poll
Open promptly at 7:30am *Keep open continuously until 7:30pm *What if the Poll Tablets cannot be connected to the internet?What if the Tabulator fails or isn’t available at 7:30am?What if the ballot markers are not functioning? Open the poll to voting at 7:30amReport the problem immediately to the CBEC or designated contact
11
Slide12Step 1: Ask the voter to state his or her name aloud *Enter the name into the tablet to find the PVR List Entry for the voter and select the voter’s entry when it is found If multiple voters have the same name, it may be necessary to enter their date of birth alsoStep 2: Ask the voter to state his or her address and date of birth aloud *Poll Watchers must be able to hear the information and have the opportunity to objectDO NOT use a Photo ID to obtain this information *Step 3: Verify that the information given by the voter is the same as the information in the PVR List (tablet)
How to Process Voters into the Poll
(Step 1-3) p.23
Slide13How to Verify the NameStep 3 (Supplemental) P.23
If the voter’s name varies slightly, but the name is comparable, then move forwardAbby vs. AbbigailBill vs. William If the voter’s name has changed due to marriage, divorce, adoption, etc., then the voter must complete a Voter Registration Application * (Votes a Regular Ballot)
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Slide14How to Verify the DOBStep 3 (Supplemental) P.23
If the date of birth is incorrect in the Poll Book, but the voter asserts this is a clerical error, then continue with the Photo ID process *Provides Photo ID (Showing the DOB stated by the voter) – Have voter complete a Voter Registration Application and issue a Regular BallotDoes NOT Provide Photo ID – Have the voter vote a Provisional Ballot *
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Slide15Step 4: Check to see whether the voter is “flagged”Flagged voters have Special ID Requirements:Must show a CURRENT Driver License - NOT EXPIREDMust show one of the following: Current utility bill, bank statement, government check, paycheck, or other government document that shows: Voter's Name and Voting Address Step 5: Ask the voter to provide a Photo ID *Step 6: Use the Photo ID to:Compare the photo on the ID to the person standing in front of you; ANDCompare the name on the ID to the name in the PVR List (tablet)DO NOT compare the address on the ID to the address in the PVR List
How to Process Voters Into the Poll
Step 4-5-6 - p.23
Slide16Voters must verify their registration by showing a document or identification card that shows the name and photograph of the person to whom it was issued and is issued by:The United States, The State of Arkansas, Any Postsecondary Educational Institution accredited in the State, orThe County ClerkIf the Photo ID displays an expiration date, it must either be current or not expired more than four years before the date of the election in which the person seeks to vote
Requirements for the Photo ID
Step 5-6
(
Supplemental
)
p.23
Slide17Requirements for the Photo IDStep 5-6 (Supplemental) p.23
Examples of acceptable Voter IDs include
(but are not limited to):
An Arkansas driver’s license;
A concealed carry handgun license;
A US passport;
An employee badge or ID document issued by the
State
of
Arkansas
, the
federal government,
or a
postsecondary educational institution located in Arkansas
;
A US military ID document;
A
student
ID card issued by a postsecondary educational institution;
A public assistance ID card; or
A voter ID card issued by the county clerk.
EXCEPTION
:
Voters who live in a long-term or residential care facility licensed by the state may show
documentation from the administrator (Documentation of Residency)
attesting that the voter is a resident of the facility
Slide18Assessing Validity of ID Step 5-6 (Supplemental) P.35
When comparing the photo:Allow for changes in hair color, glasses, facial hair, cosmetics, weight, age, injury, and other changes in physical characteristicsWhen comparing the name, accept variations that are explained by:Abbreviations of a nameNicknamesChanges due to marriage, divorce, adoption, etc. Accept if name on ID is “substantially similar” and any variations are adequacy explainedIf you agree the ID fails to verify the voter’s registration:Ask for another form of ID and if none:Refer to Poll Judge
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Slide19Assessing Validity of ID Step 5-6 (Supplemental) P.35
If the poll worker determines that the ID does not depict the voter, or the name is not similar, the voter is referred to the
Election Judge
of the poll
The
Election Judge
shall:
Compare the name of the voter to the PVR
Compare the photo to the voter
The
Election Judge
shall resolve any marginal cases in favor of the voter
If the
Election Judge
determines that the ID does not depict the voter then the voter is offered a
Provisional Ballot
Slide20How to Process Voters into the PollStep 7-8 - P.24
Step 7: Select the “ID Provided/Issue Regular Ballot” box on the PVR ListStep 8: Pass the ID to the poll worker keeping the list of votersTo ensure correct spelling of name Add name to the numbered List of Voters formReturn ID to voter
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Slide21How to Process Voters into the PollStep 9a - P.24
Step 9: For Primary Elections, ask the voter “which party primary he or she wishes to vote in.” Select the appropriate party primary or nonpartisan election on the PVR tabletFor Primary Runoff Elections ONLY:Check the PVR List to ensure voters do not crossoverCrossover voting occurs when a voter in one primary votes in another party’s primary runoffCrossover voting is a CRIME
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Slide22How to Process Voters into the PollStep 10 - 14 - P.24
Step 10: Allow the voter to sign the Poll Book tabletStep 11: After voter signs, then select “Print Precinct Bar Code”Step 12: Mark the “ID Provided” box Unless the voter provided a document from a nursing home in lieu of a Photo IDStep 13-14: Insert a blank ballot into the printer and provide the ballot to the voter
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Slide23Fail-safe Voting
Steps to take when the Voter’s Statements do not match the PVR List
23
Slide24Fail-safe Voting *
If a person attempts to vote and asserts they are eligible to vote in the election then one of three things must happen:The voter votes a Regular Ballot;The voter votes a Provisional Ballot; orIf you do not have vote centers, the voter is sent to another poll that has the correct ballot style available.
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Slide25Voter States an Address that does not Compare(Fail-safe Voting) P.25-26
Situation
Voter states their address, Poll Workers compare the address to the PVR List Address in the PVR List differs from the stated address
How to Proceed
Turn the voter over to the Poll Judge DO NOT proceed until someone has called the County Clerk *- ALWAYS! New address in county and assigned to this polling site: If the address stated by the voter is in the same county (and Congressional District) and the voters at the new address also vote at this poll:Votes a regular ballotBallot style for the “new” addressVoter MUST complete and return an updated voter registration application BEFORE you issue the ballot *
25
Slide26Address Differs From PVR List –Solution
VOTE CENTER COUNTYVoter’s Address is in the County
Inform the voter they will be able to cast a regular ballotBEFORE SENDING THE VOTER BACK TO THE CHECK IN PROCESS: Have the voter complete a new Voter Registration Application *
Voter’s Address cannot be found in the County
Inform the voter that he or she will need to cast a provisional ballotBegin Provisional Ballot Procedure P. 39
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Slide27Voter States an Address that Does Not Compare(Fail-safe Voting) P.25-26
Eligible Voter at the Wrong PollAddress in county and NOT assigned to this polling site NON - VOTE CENTER COUNTY
If the address stated by the voter is in the same county (and Congressional District) and the voters at the new address also vote at this poll:Votes a regular ballot Must be sent to the new address polling site with “Change in Polling Site Authorization Form” Voter MUST complete and return an updated voter registration application*
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Slide28Eligible Voter at the Wrong Poll – P.29
If you are informed by the County Clerk that an eligible voter is at the wrong poll:Complete the “Change in Polling Site Authorization Form” County Clerk will provide the relevant informationInstruct the voter on how to reach the correct poll
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Slide29Voter not In the PVR List(Fail-safe Voting) P.25-26
Situation
Voter states their name, address, and DOBThe poll workers cannot find the voter in the PVR ListVoter believes he or she is registered
How To Proceed
Turn the voter over to the Poll Judge DO NOT proceed unless you or your Poll Judge have called the County Clerk *ALWAYS! *Follow instructions of your Poll Judge and/or the County Clerk
29
Slide30Voter States an Address that does not Compare(Fail-safe Voting) P.25-26
Voter Found in PVR List
If the County Clerk is able to find the voter in the PVR List:Votes a regular ballot IF address is assigned to another poll, voter is given the “Change in Polling Site Authorization Form” Voter MUST complete and return an updated voter registration application *
30
Slide31Voter State an Address that does not Compare(Fail-safe Voting) P.25-26
Voter Not Found in PVR List
If the County Clerk is NOT able to find the voter in the PVR List:The voter is required to vote a provisional ballotThe County Clerk will identify which ballot style is assigned to the precinct part where the address stated by the voter is locatedVoter MUST complete and return an updated voter registration application *
31
Slide32Voter Received an Absentee Ballot or Is Marked as Having Already Voted(Fail-safe Voting) P.25-26
AbsenteeIf the PVR List indicates that a voter received an absentee ballot then the voter is required to cast a provisional ballotIf a voter received an absentee ballot, but did not return it, the provisional vote will countAlready VotedIf the PVR List indicates that voter has already voted, the voter still has the option to cast a provisional ballot if they assert they have not actually voted The County Election Commission will have to determine whether the voter is attempting to vote twice
32
Slide33Procedure for Assisting Voters *P.36-37
Poll Worker Must List: The name of each voter that is assisted; andThe names of the two poll workers who assist the voterOne to assist and one to observe (w/out comment or interpretation); OR list the name and address of the person chosen by the voter to assist them
33
Slide34Limits on Assisting Voters *P.36-37
TWO Poll Workers: May assist an unlimited number of votersMust be accompanied by a second poll worker!Third Parties: May assist up to six voters if: Voter requests the assistance (not the 3rd party)Candidates: May assist up to six blood relativesWithin two degrees of relationshipAll Assistants: Required to ONLY mark the ballot as directed by the votersAssistants who engage in electioneering should be documented (including their name) and removed
34
Slide35Important Reminders on Assistance to Voters
A voter must personally request helpPoll workers and poll watchers cannot suggest to a voter that he or she needs assistancePoll workers can allow voters who are unable to stand in line, due to a disability, to move to the front of the lineBallots cannot be taken out of the polling room during voting hoursA person assisting a voter cannot misrepresent the content of the ballot or change or mark the ballot, except as intended by voter
35
Slide36Poll Watchers and Vote ChallengesP. 47-50
Poll Watchers are representatives of a candidate, party, or ballot issue groupMust provide a Poll Watcher Authorization FormPoll Watcher ChallengesA poll watcher must notify a poll worker of the challenge before the voter signs the PVR List; andComplete the Challenged Ballot Form on the Provisional Voter Envelope
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Slide37Poll Watchers
Poll Watchers Can Observe poll workers Stand close enough to the place where voters check in to vote so they can hear a voter’s name Compile lists of voters Challenge ballots before the voter signs the PVR List and only on the grounds that: The voter is not eligible to vote in the precinct; or The voter has previously voted in that election Call any perceived irregularity or election law violation to the attention of the Poll JudgePoll Watchers Can NOTBe within 6 feet of any voting machines or voting boothsSpeak to voters or Try to influence voters: Inside the poll; or Inside the prohibited electioneering zonesDisrupt elections
37
Slide38Electioneering P.51-53
What is Electioneering?The display of, or audible dissemination of, information that advocates for or against any candidate, issue, or measure on a ballot (Act 533 of 2019)Prohibited within 100 feetPreventionInstruct any person entering the poll who is wearing or displaying campaign articles to remove them immediatelyCheck the poll frequently for campaign articles and remove them promptlyMonitor the electioneering prohibition zone periodically to ensure compliancePost the Notice on Electioneering
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Slide39Electioneering P.51-53
Displays of a candidate’s name, likeness, or logo;Displays of a ballot measure's number, title, subject, or logo;Audible dissemination of electioneering information;Handing out literature on any candidate or issue on the ballot;Soliciting signatures on any petition;Soliciting contributions; orAttempting to win votes by wearing or displaying buttons, hats, pencils, pens, shirts, signs, sticklers, or other articles designed to influence voters
39
Slide40Spoiled Ballots P.55-57
Write Cancelled on the ballot, initial the spoiled ballot, and place it in the Spoiled Ballot EnvelopeFill out the Spoiled Ballot AffidavitNo more than 3 ballots may be issued to one voter
40
Slide41Abandoned Ballots P.55-56
Abandoned in the Electronic Ballot Scanner
With Two Poll Workers Present:Step 1: Override warning on the scannerStep 2: Complete the process of casting the ballotStep 3: Document the following on the Abandoned Ballot Log:Name of the voter; The time the ballot was found;Names of the poll workers addressing the issue; andAll other circumstances surrounding the abandoned ballot.The Abandoned Ballot Log is on Page 59 of your Manual
Abandoned Elsewhere in the Poll (not on scanner or machine)
With Two Poll Workers Present:Step 1: Write ABANDONED across the face of the ballotStep 2: Place the ballot in a separate envelopeStep 3: Write Abandoned Ballot on the envelopeStep 4: Document all circumstances on the outside of the envelopeStep 5: Preserve abandoned ballot separately from other ballotsBallots not found in the tabulator are NOT counted!
41
Slide42Abandoned Ballot Log - P.59
42
Slide43Candidates in the Poll *
No candidates are allowed in person as poll watchers during voting on election dayCandidates may be present in person at an early voting poll: Only for the purpose of observing May not challenge voters Must show IDIf the candidate observing early voting is also a public official:The candidate may not wear anything that identifies him or her as a public official. For example, a candidate cannot wear a:Uniform;Badge; orOther apparel or equipment.
43
Slide44Who Is Allowed in the Polls? *
Election Officials Poll Watchers Voters Persons in the care of voters who are not eligible to vote Persons who are lawfully assisting a voter Law enforcement and other emergency personnel Monitors authorized by SBEC or federal agency Persons with business in the building (go directly to and from business) Persons assisting the CBEC Persons authorized by the SBEC or CBEC
44
Slide45Provisional Voting Procedures
45
Slide46Is this a Provisional Voter? P.41 *
46
Slide47How to Process A Provisional Voter *(Step 1-2) P.39
Step 1: Inform the voter that he or she is required to vote a provisional ballotStep 2: Complete the List of Provisional Voters Form (P.45)
47
Slide48How to Process A Provisional Voter *(Step 3-4) p.39
Step 3: Complete the poll worker portion of the Provisional BallotStep 4: Voter reviews and signs the Eligibility Affirmation
48
Slide49Provisional Voting *
To be completed by the
poll workerTo be completed only if the ballot is challenged by a poll watcherMust be completed by the poll worker Must be signed by the voter forany provisional ballot to be considered valid by CBECOptional statement that may be signed by a voter who is unable to provide ID to the poll workerBoth squares are to becompleted by the poll worker
Slide50Ask the voter to provide a Photo IDUse the Photo ID to:Compare the photo on the ID to the person standing in front of you ANDCompare the name on the ID to the name recorded in the PVR List (or stated by the voter and recorded on the Provisional Envelope)DO NOT compare the address on the ID to the address in the PVR List
How to Process a Provisional Voter *
(Step 5-6) P.39
Slide51Step 7: The poll worker must “witness” the voter signing the Eligibility AffirmationStep 8: (The voters did not provide Photo ID) The poll worker must inform the voter that they may sign the Optional Verification of Identity Affirmation
How to Process a Provisional Voter *(Step 7-8) P.39
Slide52How to Process a Provisional Voter *(Step 9-10) P.40
Step 9: The Poll worker must mark the reason (or reasons) for voting a provisional ballot in the “Reasons for Provisional Voting” box. Step 10: The Poll worker must document the ballot style issued in the “Ballot Style” box and sign the ballot style statement.
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Slide53How to Process a Provisional Voter *(Step 11-12) P.40
Step 11
:
Voter is issued their ballot (and a ballot secrecy envelope)
IF
the voter is not disputing the ballot style identified as theirs by the county clerk or PVR List, then issue that ballot style to the voter.
IF
the voter disputes their assigned ballot, issue the ballot requested by the voter
Step 12
:
Voter marks the ballot
, seals the ballot in the secrecy envelope, and seals the secrecy envelope in the provisional ballot envelope
Slide54How to Process a Provisional Voter *(Step 13-15) P.40
Step 13: Issue a “Notice to Provisional Voters”Mark the reason (or reasons) for the provisional vote (P. 43)Step 14: Deposit completed provisional ballot envelope in a secure container
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Slide55Poll Watcher Challenges P.47
How to Challenge:
Challenge must be made prior to the voter signing the PVR List/Tablet Challenge causes the voter to vote provisionally Poll watcher must complete the challenge form on the Provisional Ballot Envelope
What to Challenge:
A poll watcher may challenge a voter for the following reasons: Voter is not eligible to vote at the polling siteNot registeredVoting using an incorrect address (on the wrong ballot)Voter has already voted
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Slide56Closing the Poll – P. 63 *
Closing Procedures *Announce that the poll is closed precisely at 7:30pmAllow persons already in line at 7:30pm to voteTotal the number of voters on the List of Voters formCertify, attest, and sign the List of Voters formSecure Ballots for Transport *Depart PollDeliver materials to County ClerkDeliver materials to County Election Commission
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Slide57Closing the DS 200 Tabulator – P. 64
Step 1
: Record the public count on the Poll Workers’ Certificate P. 69Step 2: Open the security door and push the “Close Poll” button Step 3: Tap the “Close Poll” button on the screen
57
Slide58Closing the DS 200 Tabulator and other Voting Equipment – P. 63 -64
Step 4: Three results tapes will printStep 5: SIGN ALL THREE and post one copy in the pollOther two signed result tapes returned to CBECStep 6: Tap “Finished” and turn off the tabulatorClosing Electronic Poll Tablets: Procedures on Page 63Closing Ballot Marking Devices Procedures on Page 64
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Slide59Departing the PollFollow any specific instructions from CBECRemove postings and collect “VOTE HERE” signsCollect all supplies and election materialsPut the poll back in orderSeal stub boxes for transport to County Board of Election Commission Remember to take ALL BALLOTS from the tabulators and return to CBECComprehensive Checklist beginning on Page 71
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Slide60Deliver to CBEC Sealed package holding the election media sticks or PEBs and certified returns (results tapes) Obtain a receiptPaper ballots preserved separately & secured Voted paper ballots in a secured container with a numbered seal Unused, provisional, cancelled, defective ballots Election supplies and materials A copy of the Certificates of Election Results One copy of any tally sheets, if any Other election returns A completed poll worker guide/checklist
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Slide6161
Results - Election Night p. 81
At the Polls
PWs Announce Closure of the Poll @ 7:30pmVoters in line Must be allowed to VotePWs Close Voting Equipment in View of PublicProduce 3 Results TapesPWs Sign all Three Results TapesPost One on Wall of Poll Allow Public to ReadReturn other results tapes and election media to the CBEC Central Counting Location
At the Central Counting Location
Compile electronic countywide totals from election media
Declare preliminary and unofficial results for state & federal elections, including a count of outstanding UOCAVA ballots & provisional ballots
Report precinct results to the SOS via the election night reporting interface
Report Early and Absentee “
as soon as Practical
”
Report Each Precinct (or vote center) as they become available
ALL OPEN TO PUBLIC
Slide62Official Results – Post Election p. 81
62
CBEC
MUST:
Manually compile countywide totals from polling sites’ certified return records (Signed Results Tapes)
Verify that the Manually Compiled totals match the Electronically Compiled Totals Reported on Election Night
Add Valid Write-in Votes (General Election Only)
Produce a results tape from each voting machine used
Process All Provisional Ballots
Certify the Election and Submit Results to SOS by:
Primary (10 Days)
General (15 Days)
Slide63Early Voting
Additional Conditions when Conducting Early Voting
63
Slide64Early Voting
Same as Election Day, except:Keep daily dated records of numbers of ballots cast signed by the poll workersAt the end of each day – secure the machines, materials, and ALL ballotsLock up to prevent unauthorized tamperingCounty Clerk updates VR database within 24 hours Early Voting Request FormEarly voting may be conducted using an Early Voting Request Form rather that the PVR ListIf using the Early Voting Request Form, must record the voter’s Precinct Number
64
Slide65Absentee Ballot ProcessingThis section provides instruction for election official's designated to process Absentee Ballots Specifically, we’ll cover:Process of Absentee VotingCanvassing Absenting BallotsCounting Absentee Ballots
65
Slide66Absentee Voting Generally
Any voter may apply to receive an absentee ballot if they:Will be unavoidably absent from his or her voting place on the day of the election; orWill be unable to attend the polls on election day because of illness or physical disabilityBallots may be Received and Returned: By the VoterBy a 3rd Party Designated by the VoterBy Mail
66
Slide67Applying for an Absentee Ballot
An application must include the voter’s: Name Voting AddressDate of BirthSignature The County Clerk will ensure this information matches the voter’s information in the Voter Registration Database before a ballot is sent.
67
Slide68Absentee Ballot Application
An Application for an Absentee Ballot may be made:
Using this form provided by the state, orVia a letter, fax, or email containing the required information.
68
Slide69The Job of an Absentee Ballot Clerk
Open the Absentee Ballot Envelope Determine whether the absentee ballots are eligible to be counted Complete the Provisional Ballot paperwork for any ballot which must be considered a Provisional BallotCount the Ballots Certify the Vote Count and turn all materials over to the County Election Commission Process all Provisional Ballots BEFORE the polls close on election day
69
Slide70Process for Opening Absentee Ballots
Step 1: Clerk 1, while observed by another election official, opens the return (outer) envelope and verifies that the following are present: Voter Statement, ID Documents (Not required in all ballots),The Ballot Secrecy (inner) Envelope (keep sealed)If everything is in order proceed to Step 2. If something is missing, attempt to locate the missing document using the following procedures.
70
Slide71Documents Missing in Outer Envelope
71
If the voter statement and/or ID are
NOT
in the return envelope separate from the inner “Ballot Only” envelope:
Clerk 1 removes the inner “Ballot Only” envelope from the outer return envelope and hands it to Clerk 2.
Clerk 2 inspects the inner “Ballot Only” envelope while being observed by Clerk 1.
Clerk 2 removes the voter statement and/or ID documents, if found, from the inner “Ballot Only” envelope and hands them to Clerk 1 along with the inner “Ballot Only” envelope.
Clerk 1 places the inner “Ballot Only” envelope back into the outer return envelope.
Slide72Process for Opening Absentee Ballots
Step 2: Clerk 1 removes the documents other than the secrecy envelope.Voter Statement, Photo ID (Not required in all ballots)Step 3: Clerk 1 reads aloud the voter’s name and precinct (if known) from the voter statement. Step 4: Clerk 2 lists the name and precinct of the voter. Step 5: Clerk 1 & 2 compare the name, address, DOB, and signature on the absentee ballot application to the voter statement.
72
Slide73Process for Canvasing Absentee Ballots
You Will Compare the Application & Voter Statement
NAME
ADDRESS
Slide74Process for Canvasing Absentee Ballots
You Will Compare the Application & Voter Statement
SIGNATURE
DATE OF BIRTH
Slide75Process for Canvasing Absentee Ballots
If the Front of the outer ballot envelope is marked as having been returned by a Designated Bearer, Authored Agent, or an Administrator then also complete Step 6. Step 6: Clerk 1 & 2 compare the name and address of the bearer, agent, or administrator written on the absentee ballot return envelope with the information on the voter statement.Step 7: Place the unopened inner “Ballot Only” envelope into the absentee ballot box if the ballot is to be counted.
75
Slide76Process for Canvasing Absentee Ballots
You Will Compare the Application & Voter Statement
Address of Bearer/Agent
Name of Bearer/Agent
Slide77General Rules for Evaluating Absentee Ballots
A ballot must be Rejected if:It comes in a bulk mailing from someone other than an administrator of a long-term care facility;A bulk mailing is when more than one absentee ballot is sent as a single piece of postage. The absentee ballot was cast by a voter who dies before the polls open on election day if it is postmarked, delivered by a bearer, agent or administrator, or, in the case of an active duty “armed services” voter, executed after the date the voter died.If there is any doubt about the validity of a ballot, set it aside for the election commission to review.
77
Slide78Rules for Comparison – Bearer/Agent/Administrator
If an absentee ballot has the name and address of a Bearer, Agent, or Administrator on the outside envelope, the following rules apply:If the name and address match the name and address on the voter statement then the ballot is Counted.If the voter statement includes a name and address of a bearer but the name/address differs from the outside envelope then the ballot is made Provisional. If the voter listed no bearer, agent, or administrator on the voter statement then the ballot is Rejected.
78
Slide79Rules for Comparison - Name
A voter’s name on the application must compare to the name on the voter’s statement.Slight Variations in a voter’s name are acceptable:Bill vs. WilliamAbby vs. AbbigailA name with reasonable variations between the voter statement and the application is accepted if it “compares” and all the other information (DOB, address, signature, ID) demonstrates that it is the same person and will be Counted.If a name does not compare with a voter statement then check to ensure you have all the absentee ballot applications. If you do, the ballot must be Rejected.
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Slide80Rules for Comparison – Address & Date of Birth
The Voter’s Voting Address in the statement must match exactly to the application.State, City, and Street abbreviation are acceptableIf the voter has used a PO Box as a voting Address then that ballot must be rejected. The voter’s Date-of-Birth must match exactly.You may accept a numerically stated month and day which are transposed as both (day / month) and (month / day) are acceptable conventions. If the address and DOB match then the ballot is Counted. If not than the ballot is Rejected.
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Slide81Rules for Comparison – Signature
A voter’s signature on the application must compare to the signature on the voter’s statement.Election officials are not handwriting experts. Do not Reject a ballot on the basis that the signatures do not compare unless there is a distinct and easily recognizable difference between the signature on the absentee ballot application and the voter statement.
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Slide82Rules for Comparison – Signature
However, if the Voter Statement is not signed then the ballot must be rejected. All voters must attest to their eligibility before voting. Absentee voters do this by signing the voter statement.
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Slide83Evaluating the Photo ID – Overview
The General Rule is that all Absentee Ballots must include a copy of a Photo ID satisfying the general voter ID rules. The following are EXCEPTIONS with their own special rules:Military and Merchant Marine voters (and their dependents) who are away from the county because of the active duty serviceNOT REQUIRED TO PROVIDE ANY FORM OF ID Residents of a long-term care or residential care facility licensed by the state May provide a document signed by the administrator attesting that they are a resident. Flagged First time VotersCopy of a current photo ID or a qualifying document with the voter’s name and address.
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Slide84Because the voter is not present you will only use the Photo ID to compare the name on the ID to the Name on the Application and Voter Statement. The name should be consistent, allowing for abbreviations, nicknames, & name changes.Photo IDThe verification of voter registration is used to verify the name of the voter and that there is a photo associated with that name, not address and date-of-birth.
Evaluating the Photo ID
Slide85Evaluating the Photo ID
An absentee ballot which is subject to the general Photo ID requirements and fails to include a copy of a qualifying document must be made provisional and submitted to the CBEC for review with all provisional ballots. A ballot will need to be made provisional even if the optional “Verification of Identity Affirmation” is signed.
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Slide86Counting Absentee Ballots
If, after analyzing the provisional ballot materials, Clerk 1 and 2 agree that the ballot is eligible to be counted, the ballot secrecy envelope is placed into the ballot box (unopened). When it is time to count the ballots, election officials must: Mix the sealed inner “Ballot Only” envelopes thoroughly;Open the inner “Ballot Only” envelopes; Count any write-in votes first; and Count the remaining ballots by hand or electronic tabulating device at the discretion of the election commission.
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Slide87Counting “Special Runoff Ballots”Preferential Primary or General
A “Special Runoff Ballot” is a ballot provided to UOCAVA (overseas) voters to allow them to vote in any potential runoff without having to be sent and return a second ballot. The ballot allows the voter to rank each candidate numerically from most preferred to least preferred. If an absentee ballot contains a “Special Runoff Ballot:” That ballot must be preserved (in the secrecy envelope) with the absentee ballot application, and the envelope in which the ballot was including: The Voter Statement; and Any ID Related Documentation.These must be preserved separately from other materials.
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Slide88STATE BOARD OF ELECTION COMMISSIONERS501 Woodlane Street – Suite 401NLittle Rock, Arkansas 72201(501)682-1834 or (800)411-6996Fax: (501)682-1782info.sbec@arkansas.govwww.arkansas.gov/sbec
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