On Demand – Pre-Recorded - PowerPoint Presentation

1. On Demand – Pre-Recorded 2020 Summer Election TrainingElection OfficialsWilliam Gardner – Secretary of StateSecretary of State Staff:David Scanlan – Deputy Secretary of StateOrville “Bud” Fitch – Assistant Secretary of State/Election Legal CounselPatricia Piecuch – Election DirectorDebra Cornett – Director of Training1

2. 2Voter RegistrationClerksand Supervisors

3. 3Town or City ClerksElectioNet is the source of all registered voters’ information. RSA 654:45Clerks are required to “enter, maintain and keep up to date election official information and polling place information”. RSA 654:45, VII, 657:19-cClerks are required to enter all absentee and UOCAVA information and requests. RSA 657:15, 657:19

4. 4Town or City ClerksHelp -> Instructions -> Voter Look-up – Track Your Ballot Poster

5. 5New SOS Website – NEW LOOK!

6. 6Accessible voting system

7. 7All voters will use the official, printed ballot, while using the AVS system. THERE ARE NO MORE BALLOTS-ON-DEMAND!Accessible voting system

8. 8BEST PRACTICE FOR CLERKS: BALLOTS:Set aside at least 20 Republican and 20 Democratic ballots so that you have them available for the Accessible Voting System. “ONE4ALL” Is a tablet-based system, provided by the Secretary of State (SOS) and must be available for use by voters. The tablet shall be turned on and tested before election day, soon after receiving your tablets. (If the screen is dark during an election, the system has not been turned on as required.)On election night after the ballots have been counted, the town or city clerk must submit to the Secretary of State the Return of Votes forms, and the one4all accessible voting system tablet, bundled together, by dropping them off at your designated drop off site.Accessible voting system

9. 9Accessible voting systemTips for one4all (AVS) will be included in the box with your tablets.Full instructions can be found in Help -> Instructions:2020 – Accessible Voting System Instructions NEW

10. 10Town or City ClerksOrganize election training with ModeratorElection Officials – Make note of all their duties, review scheduling, protocols and processesRefer to the electronic copy of the Election Procedure Manual (EPM) posted on the SOS website: https://sos.nh.gov/elections/local-election-officials/election-procedure-manual-2020/Give copies of the forms the election officials will need to fill out on:Election NightOr due 48 hours after electionReminder – Election Officials can be 17 years old – may help with many duties

11. Town or City ClerksSupplies & Forms11Supplies for the Election:Pencils (hand count) or Pens (machine count) for voters – (issued with PPE from SOS office) to hand to voters to mark their ballot and will keep the pen or pencilBallot Clerks should be given their own Red Pen, Black Pen and Ruler (ballot clerks – to mark checklist at check-in and check-out, if applicable). They should be sanitized if being used between ballot clerk shift changes if you don’t have enough to give each of them their own.Posters from the Main Office –posters can also be downloaded from Help -> Instructions :

12. 12Town or City ClerksForms – Help -> Instructions:CVA – Challenged Voter Affidavits DA – Domicile AffidavitsQVA – Qualified Voter Affidavits:IdentityCitizenshipAgeChallenged Voter Forms – Asserting a ChallengeReturned to Undeclared form template – (best practice – make copies in Pink and Blue)Oath for Individuals Requiring Assistance in Voting – have on hand for language to administer oath to voter and person assisting

13. 13Designated CVA Table – Forms to have on handChallenged Voter AffidavitChallenged Voter Affidavit - 2020 Challenged Voter Affidavit - 2020 COVID

14. 14Designated CVA Table – Forms to have on handChallenged Voter AffidavitIdeal: Set up and staff this table with Selectmen with Alpha List:Check to see if voter is already on checklistAsk voters to have ID’s readyComplete CVA’s with voter, if necessary

15. 15Designated CVA Table – Forms to have on handReligious Exemption Affidavit RSA 659:13-B (can be printed from Help -> Instructions)A person without identification that objects to having a photograph taken because of their religious beliefs, may complete the religious exemption affidavit and signed by an Election Official (listed on the form) and the form with then be attached to the CVA form.

16. 16Town or City ClerksDecide who prints the Election Day ChecklistClerk or SupervisorsPrint off multiple pages of the New Registered Voter Page Template to add to the end of each letter in the Checklist for New Election Day Voters (Help -> Instructions)Print necessary amount of alpha checklists (Consider Supervisor’s table, greeter tables)Have extra blank books available to switch a letter, if necessary for long lines

17. 17Town or City ClerksUpdate the Absentee Ballot List After 5:00 PM on Monday prior to the electionPrint Absentee Ballot ListBring to Polling PlaceHave someone check the mail prior to 5:00 PM on election day for any absentee ballots that might have arrived in the mail. Monday, Sept. 7th, Post Offices will be closed; check your post offices for election mail prior to 5:00 pm on Friday, 9/4 and/or on Saturday, 9/5 before your post office closes.

18. 18Town or City ClerksMonday, September 7, 2020 City or Town Clerks must be available to accept any completed absentee ballots filed in person, or delivered by a delivery agent at least between 3:00 p.m. and 5:00 p.m.The ElectioNet Help Desk will be staffed between 2:00 p.m. and 5:00 p.m. should you have questions or need assistance if you get locked out and need to be reset.

19. 19Voter RegistrationSupervisors and Clerks should be using the Voter Registration Form, dated July 2016 ONLY. Help > Instructions > Voter Registration Form July 2016Proof of Citizenship – Birth Certificate (and age), US Passport (and age, Identity), Naturalization Papers or Qualified Voter AffidavitDriver’s License gives proof of identity and age – not citizenship; this is true of the Real ID as well.Proof of Domicile – some examples:US Government issued ID showing the address the applicant claims as domicile; Lease/Rental agreement NH Vehicle registration; Utility Bill; Paycheck; Domicile Affidavit. Review: Registering to Vote in New Hampshire, in ElectioNet > Help > Instructions -> Registering to Vote in New Hampshire July 2019

20. 20Voter Registration FormJuly 2016

21. 21Voter RegistrationAsk each Registrant if they have read the affidavit and make sure they have signed.

22. 22Absentee – Voter Registration

23. 23Absentee – Voter RegistrationORTemporarily AbsentPhysical Disability or Concern for Covid-19

24. 24Absentee – Voter RegistrationVoter must return:Completed Voter Registration Form(July 2016)Completed Affidavit Form (Absence from Town); or (Physical Disability) for 2020 include concerns regarding COVID-19Witness signature on the affidavitSubmit a readable copy of proof of identity and evidence of domicile

25. 25Absentee – Voter RegistrationFPCA – UOCAVA VOTERSClerks - make a copy to place in each election folder the applicant is eligible for; original copy of the FPCA to the Supervisors – This is the voter registration for a New Voter or an update to an existing voter.Clerks should keep sending UOCAVA ballots out as soon as they receive Federal Post Card Applications; Reminder, the date received, is their UOCAVA “Start Date”.Military – their connection is: “What address were they domiciled when he/she entered the service?”, as long as they did not registered in any other town/city or state.Overseas citizens; their connection is: “What Address were they domiciled when he/she left the country?”Double-check to make sure all blocks are completed on the Voter Registration Form(s). Is Party Affiliation Block completed? This information is necessary for Primary Elections.

26. 26Absentee Ballots – Town or City ClerksAll Clerks will be receiving sticky notes to place on out-going absentee ballots, which are to be placed on the affidavit envelope instructing voters where to sign due to their concern for COVID-19. (see below)

27. 27Absentee – Voter RegistrationFPCA – UOCAVA VOTERS

28. 28Supervisors of the Checklist

29. 29Supervisor’sChecklistsBe mindful of dates of birth when taking on new voter registrations; 17 year olds that will be 18 years of age at the next election (in this case, our NH State Primary).You may approve their registration; however be mindful at your Supervisor sessions 6 – 13 days prior to the election. Example: Your session may be on 8/28/20 and you have an applicant that is leaving for school and wants to register to vote and their DOB is 9/7/20. If you run the report for the checklist to be used for Election Day after your session on 8/28, that voter will not show up on the official Checklist.

30. 30Supervisor’sChecklistsRun a report for an alpha checklist after your session.Scan the alpha list for any bolded voters – These are your voters that are not yet 18 years of age.If you register an applicant that will be 18 by the election, make a note of it to remind you to run the report for the Checklist when the voter will be 18, if time allows.If the moderator is pre-processing absentee ballots, he/she will need the Election Day Checklist from the Supervisors;Therefore, you may need to hand write the voter on the Checklist.

31. 31Supervisor’s Table – Reports to have on handAlpha Voter ListElectioNet / Reports / Voters / Alpha Voter ListDefault Dates of Birth – Cross CheckAlpha Voter ListAge Range 100 - 250Street ListElectioNet / City/Town Data / Street ListReturned To Undeclared List/Forms from the 2020 February Presidential Primary Enables you to check quickly and easily if an undeclared voter signed to go back to undeclared status

32. 32Supervisor’s Table – Forms to have on handVoter Registration Form (July 2016)

33. 33Supervisor’s Table – Forms to have on handQualified Voter AffidavitAgeCitizenshipIdentity

34. 34Supervisor’s Table – Forms to have on handDomicile Affidavit

35. 35Best Practice: Make Domicile Affidavits and Qualified Voter Affidavits in different colors.Let the voter know if they sign an affidavit for Domicile or QVA for Identity, they will receive a letter from the SOS office.Supervisor’s Table – Supervisor’s Best Practices Organize Forms at the Election

36. 36SupervisorsHelp -> Instructions -> 2020 New Voter Registration Authorization FormBest Practice: Supervisors complete this form and have voter sign; or,If voter is completing form, please verify the information is correct (compare to voter registration form – especially part on form) before the voter goes to check in with the ballot clerk.New Voter will take this form to the Ballot Clerk to check in, must show ID, will be added on checklist on the New Registered Voters List. If undeclared, must declare party for ballot (Rep or Dem).

37. 37Supervisor’s Table – Forms to have on handVoter Registration Form (July 2016)Best Practice: Name ChangeAddress ChangeUpdate Change to NH New Driver’s License FormatHave the voter complete new Voter Registration Form (July 2016) to update their information for their voter record.

38. 38Supervisor’s Table – Supervisor’s Best Practices Organize Forms at the Election Have separate boxes or file folders for (Primary Elections):New Voter Registered – RepublicanNew Voter Registered – DemocratNew Voter Registered – UndeclaredVoter Record Updates – Name, Address, Driver’s License

39. 39Supervisor’sDo you know where to enter the affidavits in ElectioNet?Domicile Affidavit?WOODMAN

40. 40Supervisor’sDo you know where to enter the affidavits in ElectioNet?Qualified Voter Affidavit?

41. 41Supervisor’sDo you know where to enter the affidavits in ElectioNet?Challenged Voter Affidavit?NH STATE PRIMARY09/08/2020NH STATE PRIMARY09/08/2020

42. 42Supervisor’s RSA 659:102Checklists to Archives659:102 Preservation of Checklists. – Within 90 days of the closing of the polls for each regular state general election, and for each presidential primary election, the supervisors of the checklist in the towns, and the corresponding officers in the cities, shall send one of the marked checklists which were used in that election, certified by the officers, to the state archives. Archives and Records 9 Ratification Way, Concord, NH 03301

43. 43Ballot ClerkProcedures

44. 44Ballot Clerk Procedure – EPMPrimary Election

45. 45Ballot ClerksDriver’s license issued by any state or federal govt.Non-driver ID card –NH or DMV of another stateNH-DMV – Photo ID card for “voting ID only” US armed services ID cardNH Student ID – see chart for acceptable IDPhoto ID not listed, but determined to be legitimate or Verification of voter’s ID by moderator, supervisor of the checklist or town/city clerk – if challenged, must complete CVA.

46. 46Ballot ClerksIf a voter at check-in with the ballot clerk states their party is not correct – ask for the moderator. a clerical error from Presidential Primary (i.e. Und to Rep or Dem that signed to go back to Und), can be verified with the Supervisors and should be corrected on the checklist and in ElectioNet.If the voter states they completed a party change form by the June 2nd deadline, that was not received by the clerk, the election official will have the voter complete the Political Party Change Affidavit.

47. 47Ballot ClerksPolitical Party Change Affidavits are to be given to the Supervisors of the Checklist and retained by them.

48. 48Ballot ClerksA properly marked checklist may look like the below sample for the State Primary. (Highlight notates preprocessing of absentee ballots; may also show as )On Election Day, Supervisors are the only Election Officials that may strike a name from the Checklist:(using information supplied by the Show Reminder Screen)

49. 49Ballot ClerksA properly marked checklist may look like the below sample for the State Primary. (Highlight notates preprocessing of absentee ballots; may also show as )**Clerks or Supervisors Should be Printing these and adding them to the checklist pages after each letter of the alphabet.

50. 50Ballot Clerks – New Returned to Undeclared Procedure The report, “Returned to Undeclared for Primary”, that lists Undeclared voters will not be used for the NH State Primary, due to Covid-19. As a best practice, individual forms will be distributed by ballot clerks.

51. 51At Check in, Ballot Clerks will hand out Return to Undeclared forms to Undeclared voters declaring a party and requesting to go back to Undeclared, after casting their ballot.Recommended Best Practice: Print blank forms on pink and blue paper to help with end of election reconciliation. Have available two separate boxes or folders (“Dem to Und” and “Rep to Und”) to place completed forms in, to help with end of election reconciliation.Ballot Clerks – New Returned to Undeclared Procedure (Cont’d)

52. 52Best Practice: Have a table with labeled boxes, or folders, to place their Return to Undeclared forms, after the voter has deposited their ballot in the ballot box; possibly near the Moderator, and after the ballot box. (Page 329 of the 2020 EPM)Returned to Undeclared Procedure (Cont’d)

53. 53Best Practice: Have a labeled box, or folder, to place New Voter Authorization Forms in.With Ballot Clerks at Check-in (machine count)With Ballot Clerks at Check-out (hand count) Returned to Undeclared Procedure (Cont’d)New Voter Registration Authorization Forms

54. 54Selectmen

55. 55Selectmen[Art.] 32. [Biennial Meetings, How Warned, Governed, and Conducted; Return of Votes, etc.] The meetings for the choice of governor, council and senators, shall be warned by warrant from the selectmen, and governed by a moderator, who shall, in the presence of the selectmen (whose duty it shall be to attend) in open meeting, receive the votes of all the inhabitants of such towns and wards present, and qualified to vote for senators; and shall, in said meetings, in presence of the said selectmen, and of the town or city clerk, in said meetings, sort and count the said votes, and make a public declaration thereof, with the name of every person voted for, and the number of votes for each person;

56. 56SelectmenRSA 658:21-a Selectmen Pro Tem. If a selectman is absent from or unable to perform his or her duties for all or any part of the day at any state election, the selectman is authorized to appoint a selectman pro tem to perform his or her duties. If one or more selectmen are absent or unable to perform their duties and have not appointed selectmen pro tem, or if a selectman pro tem is absent or unable to perform his or her duties for all or any part of the day, the moderator is authorized to appoint selectmen pro tem to perform their duties.

57. 57SelectmenSelect proper site for the polling placePPE – masks, sanitizer, gloves, privacy folders, placemats, pens or pencils, face shieldWarmed & LightedFurnished: Voting booths in plain viewAccessible voting booth & capabilityAccessible to the elderly and persons with disabilitiesUnited States flagGuardrail(s) If Moderator requests separate room inside polling place with a guardrail (i.e. unmasked voters)Ballot box in plain viewDeal with facility-related problems, fires & power outages

58. 58Selectmen Election Day Selectmen can be of help At Greeter Table for Voters :Check to see if person is already on checklist (alphalist)Guide the voter to the line they need to the check in with the ballot clerk (i.e. A – K line is to the left; L – Z is to the right, etc.)Remind voters to have their photo ID ready to check in with the ballot clerk; or, if no ID, direct them to the, “No ID? Start Here” table. (It can be very beneficial for Selectmen to staff this table).Selectmen are Election Officials, they can help the applicants complete: Qualified Voter Affidavits, Domicile Affidavits, Challenged Voter Affidavits & Operate Camera – administer oath on forms and sign as the election official. If person is a new applicant, guide the person to where the Supervisor’s table is – and instruct them on the documents they will need (i.e. birth certificate, passport, driver’s license).

59. 59Polling Place/Line ManagementBest practice is to have at least one check-in station for every 600 expected in-person voters. Ideally, staff each check-in station with two ballot clerks, one affiliated with each political party. Consider voter turnout at the most recent similar election and the comparative number of voters on your checklist to estimate expected in-person voting.The objective is to have a sufficient number of check-in stations so that a registered voter will check in and receive a ballot promptly.

60. 60A registered voter should not have to wait more than 15 minutes to get a ballot, most should receive their ballot more quickly.The moderator is responsible for making certain that each of the election officers and inspectors of elections/ballot clerks understands his or her specific responsibilities. RSA 659:9.ModeratorPolling Place/Line Management

61. 61ModeratorAppointmentsAn inspector of election shall be appointed by the selectmen if an inspector of election is absent or disqualified. RSA 658:22.  If one or more selectmen are absent or unable to perform their duties and have not appointed selectmen pro tem, or if a selectman pro tem is absent or unable to perform his or her duties for all or any part of the day, the moderator is authorized to appoint selectmen pro tem to perform their duties. 658:21-a

62. 62ModeratorAppointments (cont’d)The moderator may appoint an assistant moderator and such other election officials, as he or she deems necessary. The town clerk, upon request of the moderator, may appoint an assistant town clerk. The supervisors of the checklist may appoint an assistant supervisor of the checklist who will be an assistant election official and have the power of the supervisor for the purpose of registering voters on election day. RSA 658:7

63. 63Moderator/Selectmen/ClerkSeals on boxesSECURING THE BALLOTSAfter the ballots have been counted and a declaration and record of the results have been made, the Moderator, in the presence of the Selectmen shall put the:Cast ballotsCanceled ballotsUncast ballots into the storage boxes, received from the SOS, and shall Indicate the number of such ballots on the seal, by party.

64. 64Seals on boxes, Cont’dSPOILED & UNUSED BALLOTS, ABSENTEE BALLOT ENVELOPES & APPLICATIONS The Moderator should save all:Spoiled and uncast ballotsThe rejected (unopened absentee ballot envelopes)Any challenged (opened or unopened) absentee ballot envelopesAnd keep them with all the ballots cast at the election. These materials are retained and preserved in accordance with 659:101Preservation of Absentee Voting Materials and Election Day Affidavits.RSA 33-A:3-a Disposition and Retention Schedule.

65. 65Seals on boxes, Cont’d

66. 66Reminder to Clerks and ModeratorsCity/Town Clerk retains:A copy of the Return of VotesNames on ChecklistModerator’s CertificateModerator’s WorksheetAny tally sheets and reconciliation worksheets that may have been used for the election. Moderators should keep copies of these documents to answer any questions following the election.

67. 67Thank you!!The process of elections is a team effort. We thank you for your diligence in helping to pre-plan, organize and process your polling places to help our elections run in an efficient manner and as smoothly as possible in these challenging times. Please, don’t forget - We are here to help!!

68. 68If you have questions after today’s presentation, please contact the Elections Division Help DeskNHVotes@sos.nh.gov603-271-8241 Attorney General’s Office Election Line1-866-868-3703Electionlaw@doj.nh.govEach of the Live Training Webinar Presentations will be linked to the Secretary of State Website -> Elections -> Local Election Officials, after the last live training is completed.