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Election Day and COVID-19: Poll Worker Procedures for April 7, 2020
Transcript of Election Day and COVID -19 - Front Page | Wisconsin ... Worker Training...Election Day and COVID...
Election Day and COVID-19:Poll Worker Procedures for April 7, 2020
Presenter
Presentation Notes
Welcome and thank you for joining us for this presentation regarding election day procedures that should be used during the April 7 2020 spring election and Pres Pref Primary. We hope you find this information useful for how you will set up and run your polling places on election day.
Introductions
Agenda
COVID-19 BackgroundSetting up: Polling Place Set-up, Poll Book ManagementSupplies: Hand Hygiene, Surface CleaningManaging People: Poll workers, Voters, ObserversProcess: Voter Registration, Curbside voting, Absentee BallotsCleaning: Voting Equipment, E Poll Book, SurfacesQ&A TimeResources
Presenter
Presentation Notes
We will provide some background information about COVID-19 before outlining social distancing procedures and how they can be adapted for election day. We will also review step-by-step procedures for managing the poll book, voter registration, line management, and other election prodecures that were developed with assistance from a public health official from the Wisconsin Department of Health Services.
First-
We are not Public Health Officials.
We are Election Officials.
We worked directly with Wisconsin public health officials to develop these procedures.
The options outlined here are not universal and clerks should adapt these procedures so they will work with their available polling places and resources.
Presenter
Presentation Notes
READ FIRST THREE BULLETS We know that each Wisconsin polling place is unique and that many polling places are being consolidated to maximize available resources. The public health standards used to develop the procedures outlined in this presentation can be applied to the setup that you need to use at your polling places.
Background
Novel Coronavirus, or COVID-19, is a respiratory illness that’s highly contagious
WHO Officially declared a global Pandemic as of March 11th
Vulnerable populations are older people and people with pre-existing medical conditions
Presenter
Presentation Notes
Two important things we always want to consider as we develop and implement procedures to keep our election workers and voters safe on election day are that COVID-19 is highly contagious and older people and people with pre-existing medical conditions are vulnerable to the disease. Recent hospitalizations rates for COVID-19 related treatment , however, indicate younger people are also at risk so we all need to be diligent about social distancing and limiting our face to face interactions.
Wisconsin: Public Health Emergency
Governor Evers declared a Public Health Emergency on March 12th
Designated Department of Health Service as lead of crisis
Evers issued ‘Safer at Home’ Order in effect March 25th
DHS directed limiting public visits to nursing homes and care facilities
K-12 Schools closed indefinitely
UW campuses switching classes to online/extending spring breaks
DHS recommends all non-essential gatherings be cancelled or postponed until after the Pandemic
Presenter
Presentation Notes
A public health emergency was declared by the Governor several weeks ago and schools have been closed and large public gatherings have since been restricted. The Safer at Home order issuer by Governor Evers on March 25th restricts leaving home for non-essential reasons. Voting and any necessary travel in support of the election are considered ‘essential’ travel under the order.
How it’s spread
Spread from person to person
Close contact (within 6 feet)
Extended face to face interactions longer than several minutes
Respiratory droplets from infected person via coughing or sneezing
Most contagious when most symptomatic
May spread w/out symptoms
Potentially spread by touching infected surfaces
Presenter
Presentation Notes
It is important to consider how the disease is spread when adopting and adapting the procedures we are recommending to your polling place on election day. The guidance we developed with the assistance from DHS considers how COVID-19 spreads and tried to minimize the opportunity for spread between voters and election workers.
Symptoms
Fever
Cough
Shortness of breath
Aches and pains
Nasal Congestion
Runny Nose
Sore Throat
Presenter
Presentation Notes
These are the basic symptoms of COVID-19 that you should be aware of so that you can identify any poll workers who should not be serving on election day and any voters who would be better served voting a curbside ballot. Later in this presentation we will discuss the poll worker health screener that we recommend be used with each election worker before their shift begins.
The Basics
If you not feeling well, stay home!
You must wash your hands frequently throughout the day
Keep face-to-face interactions brief and from a safe distance
Avoid unnecessary handling of materials from voters
Avoid touching of your eyes, nose and mouth without cleaning your hands first!
Presenter
Presentation Notes
These are the basic principles you will see applied to the procedures created for this election. These should be considered when you are creating procedures for election day and when using those procedures to process voters.
Polling Place Set-up
Have a station for voters to wash or hand sanitize immediately upon entering and leaving the polling place
Use volunteers to greet voters and direct them to hand washing or sanitizing areas and inform voters of procedures for voting
Have a well-ventilated polling place: Keep doors propped open, if possible, to increase air flow and eliminate unnecessary touching of doors and door handles
Potlucks and bake sales should not be offered. Communal eating such as pizza or crockpot dishes should be avoided. Pre-packaged or single serving food or snacks are acceptable
Presenter
Presentation Notes
When setting up your polling place for election day the following considerations should be made: Voters need to have the opportunity to wash their hands or use hand sanitizer upon arrival at the poling place or voting area Keep doors propped open to encourage air flow and create good ventilation. This also minimizes surfaces such as door knobs or handles that can become contaminated. Potlucks and communal eat should be avoided. Single serving or pre-packaged foods are OK though. Lastly, any volunteers or greeter should be used to alert voters to hand washing or sanitization requirements
Polling Place Set-up
Wipe down tables, door handles, pens, etc. with sanitizer regularly, or at least every 10 minutes
Ban all non-election related activities in the polling location that could promote congregation and close personal contact
Ensure dedicated observer area is at least six feet away from poll workers
Limit non-voters, such as children, from the voting area
Presenter
Presentation Notes
There are a few other things that can be done to ensure a safe experience for everyone on election day. Surfaces such as poll book and ballot tables should be wiped down every 10 minutes. Pens door handles and voting booths should also be cleaned every 10 minutes. People should not be allowed to linger or congregate in the poling place. Limit the number of people in the polling place and keep voters moving through the line. Create you observer areas at least 6 feet from poll workers and voters. Current observer requirements are that they have to be within 3-8 feet so the 6 foot standard is allowed under the law. If voters bring any dependents or children with them, try to limit the number of these people in the voting area by encouraging children to stay with one parent or another adult out side of the voting area with another adult or parent while the other parent is voting.
Greeters and Volunteers
Volunteers can serve in this role and do not need to meet residency and training requirements
Greeters can be stationed at the door to screen voters for symptoms and ensure proper hand hygiene is being used before the voting process begins
Greeters can also assist with line management to ensure proper social distancing guidelines are being followed
They can also be tasked with wiping down voting booths, voting equipment and other sanitizing tasks throughout election day
Presenter
Presentation Notes
We know that poll workers are going to be in short supply for this election but utilizing a greeter or volunteer to assist with line management, reminding voters about social distancing standards and ensuring hand hygiene procedures is recommended, if possible. Volunteers assigned to this role do not need to meet residency standards, do not need training outside of the job they will doing on election day and do not need to be 18 years old.
Social distancing is essential to ensure a safe voting experience for both voters and
election workers
Voters should be kept a t l e a s t 6 f e e t a p a r t
Voters can be staggered to limit the number of voters in a facility or voting area at
the same time
Line Management
Presenter
Presentation Notes
It is essential to enforce social distancing standards with voters and poll workers at the polling place on election day. Any voters in line, both inside and outside the polling place should be queued up six feet apart. Poll workers can also limit the number of voters in the voting area at one time to ensure proper social distancing between voters.
Signs and Visual Cues
Visual cues can be used to enforce social distancing standards
Signage can be used to create lines and establish waiting areas
Tape or other floor markings every 6 feet can be used to establish appropriate gaps between voters and poll workers
Sidewalk chalk can be used to establish appropriate gaps between voters who may be waiting outside a polling place entrance
Presenter
Presentation Notes
Signs and visual cues, such as tape marks on the floor, can be used in the voting area to both remind voters of social distancing and create standing areas six feet apart for voters waiting in line. They can also be used to create the six foot line in front the poll book and voter registration tables that we will explain later in the presentation. Both signs and visual cues can be used both inside and outside the polling place.
Instructions and SignageHere is a list of signs and instructions that should be presented in different areas of the polling place:
Can be posted at entrance and throughout polling place:
“HEALTH ALERT! Do not enter this building if you are experiencing any of these symptoms or have been in contact with anyone with these symptoms: shortness of breath, sore throat, achiness, fever (100.4F), nasal congestion, or cough.
Call ( ) ___-______ for a curbside ballot.”
“Please exercise proper social distancing while voting by maintaining at least 6 feet between yourself and other voters and poll workers.”
Presenter
Presentation Notes
Signs have been provided to your polling place to alert voters to curbside voting options and encourage social distancing throughout the voting process. The Health Alert sign should be posted on the entrance or outside the polling place or voting area. The other sign can be used anywhere lines may form to encourage voters to stay six feet apart.
Here is a list of signs and instructions that should be presented in different areas of the polling place:
Voter Check-In/Registration:
Poll book table sign
Voter registration table sign
Instructions and Signage
Presenter
Presentation Notes
Both of these signs can be used to create a six foot social distancing line in front of the poll book and voter registration tables that voters must stand behind while waiting for the poll worker complete any required tasks, such as verifying a photo ID, finding a voter in the poll book or reviewing a proof of residence document and completing a voter registration form. They also inform the voter of the steps that will be used when checking in at the poll book or registering to vote so they can be prepared for the process everyone will be following.
Poll Worker Health Screener
A health screening will be administered for each poll worker before their shift
If a poll worker answers yes to any of the screening questions, they should not serve that day
Presenter
Presentation Notes
A six-question health screener for poll workers that was developed with assistance from the Department of Health Services should be used with poll workers before they begin their shift to ensure potentially contagious people are not working the polls. If any poll workers are exhibiting symptoms associated with COVID-19 and answer Yes to any of the six questions they should not work on election day. This process was design with guidance from public health experts to ensure the health and safety for everyone on election day.
Screener Questions
Below is the list of screening questions:
Have you come in contact with a person known or suspected to have COVID-19?
Have you had a fever in the last 24 hours?
Have you had a cough in the last 24 hours?
Have you had any difficulty breathing in the last 24 hours?
Have you had any unexplained body aches in the last 24 hours?
Have you taken any medications that would reduce a fever? (Tylenol, Ibuprofen, Acetaminophen)
Presenter
Presentation Notes
READ THE QUESTIONS!
Poll WorkersOverall Precautions
Wash hands frequently or use hand sanitizer
If showing symptoms, inform clerk and stay home
Refer to CDC recommendations about travel and notify clerk if travel has occurred
Incorporate social distancing of 6 feet when possible
Presenter
Presentation Notes
These are the basics that we are going to emphasize throughout this process. Proper hand hygiene is essential to limit risk of transmission and hands need to be washed regularly throughout election day. If you are feeling sick, you should not be working this election.
Poll WorkersFacemasks and Gloves
According to the CDC, facemasks should only be worn by people who show symptoms of COVID-19 to help prevent the spread of the disease to others.
CDC & WI DHS focus on hand cleanliness. Covering hands with gloves just means the virus could be on the gloves. If a person wearing gloves touches their face, then they can get infected. Wearing gloves could cause a false sense of security. If gloves are used they should be changed frequently.
Presenter
Presentation Notes
Face masks are not recommended by public health officials unless the person is showing symptoms of COVID-19/coronavirus. There may be situations where they can be used effectively such as at the poll book if poll workers are required to sit less than six feet apart. Gloves may also be used but both state and federal public health officials stress that hand cleanliness is essential for minimizing risk of exposure. Any person suing gloves should know the proper way to remove them and standards for when to put on a new pair. Health officials caution that gloves may create a false sense of security but can be effective if used properly.
Hand and Surface Sanitizing Spray
The sanitizing spray you may have received from the State (via the county) must be used with a screw on cap with a mist setting
Voters should get a spray on both sides of each of their hands both before and after voting
The spray can be used as a surface cleaner and should be allowed to air dry.
Tables, chairs, voting booths, door handles and other areas that voters and election workers touch throughout the day should be frequently sanitized
The spray may dry out skin if used regularly so lotion should be available for use by poll workers
Presenter
Presentation Notes
If you are using the liquid sanitizing spray that was provided to you by your county, please note it must be used with a misting sprayer. It will create a mist of 70% ethanol that can be used to spray the both side of voters hands and also sanitize surfaces in the voting area. It must air dry to ensure effectiveness and should not be watered down or diluted. If you are using it regularly throughout election day you may want to use some hand lotion so your hands don’t dry out.
Poll WorkersHand Hygiene
Poll workers should take regular breaks every 10 minutes, if feasible, to wash their hands using soap and water
Hand sanitizer can be used if a facility does not have facilities available for hand washing
Poll workers should avoid physical contact with voters and other election officials
Presenter
Presentation Notes
Public health officials recommend poll workers wash their hands using soap and water or use hand sanitizer every ten minutes, if possible. Hand washing may be a great option for poll workers at polling places with available bathrooms, even if those bathrooms are not convenient for use by voters. Handshakes and other greetings that require physical contact must be avoided.
VotersHand Hygiene
Voters should clean their hands using soap and water or hand sanitizer upon entering and leaving the facility or voting area
Soap and water can be used if a polling place has bathrooms or portable hand washing stations
Hand sanitizer can be used if a facility does not have facilities available for hand washing
Poll workers or volunteers can help direct voters to hand washing or sanitization areas
Presenter
Presentation Notes
Voters need to have an opportunity to wash or sanitize their hands both before and after voting. Voters should be directed to places where hand washing or sanitization can take place.
Observers
Clerks can require election observers to be at least 6 feet away from the voting and registration tables
Under Wis. Stat. 7.41((2), the observation area must be within 3 to 8 feet of the table where voters are announcing their name and address or where voters are registering on election day, so it is appropriate to designate an observer area that adheres to the 6 foot CDC guidelines.
Limit observers, if necessary
Presenter
Presentation Notes
Observers are still allowed at the polling place on election day but should be kept 6 feet away from voters and poll workers. The number of observers can be limited in order to ensure proper social distancing standards are being used. Observers can be rotated or limited to one per pollical party or advocacy group to limit the number of people in the voting area at one time.
Poll Book
Set up poll book to accommodate social distancing standards
Avoid handling photo IDs or provide wipes to voters to clean IDs
Limit lengthy face-to-face interactions
Presenter
Presentation Notes
Poll book set up is going to be tricky in some locations due to space constraints. The voter check in process at the poll book also require some level of face to face interaction which should be limited to as brief as possible during this process. Please avoid any unnecessary conversation with voters as the goal is to move them through the process quickly and safely so that public health procedures are being followed.
Poll Book Process
Recommended Setup:
A line should be placed on the floor using tape six feet from the poll book table
A square should be taped off on the table for voters to place their ID for review by the poll workers
Poll workers assigned to the poll book should try and sit at least six feet from one another
This will create difficulties for the poll book team to check each other’s work, as required
If poll workers sit closer than 6 feet apart when working on the poll book a system where the voter checks in at each poll book may be used
Presenter
Presentation Notes
Set up your poll book table and line according to these standards and requirements. Have the line taped six feet from the book and a square taped to the table to create a target area for the voter to place their ID for review. Try and have poll workers working the poll book sit six feet apart at the table. We know this will make it difficult for poll workers to check each others work at they record voter numbers. It may be that voters will have to state their name and address twice in the process to accommodate the set up and poll workers will have to agree on way to accurately communicate the voter number to one another.
Poll Book Process
Recommended Process:
When a voter reaches that line they should be called forward and be instructed to state their name and address and place their photo ID in the taped-off square on the table
After placing their ID on the table in the square the voter should be instructed to step back behind the six foot line
The poll worker should verify the ID and find the voter in the poll book and slide the book forward for the voter to sign
The voter should step forward and sign the book and quickly move on
Presenter
Presentation Notes
The voter should be asked to approach the table and place their ID on a square taped to the table while poll workers can slide back from the table when the voter approaches. The poll workers can review the ID and find the voter in the book while the voter steps back behind the six foot line. The goal is to keep the face to face interaction time to a minimum. Once you have found the voter and verified the ID, the voter can be summoned back to the book to sign. Poll workers can slide the book forward and themselves backward from the table while this occurs.
Poll Book ProcessIssuing Voter Numbers
Any number that is issued to voters on election day should be disposable or not reused until sanitized
This may require a change in procedures for this election
Presenter
Presentation Notes
Please utilize a process for issuing voter numbers and creating and ballot-style slips that allows for proper hand hygiene. Number slips should be disposable or sanitized after each use if reusable.
E-Poll Book Process
Recommended Setup:
A line should be placed on the floor using tape six feet from the e-poll book table
A square should be taped off on the table for voters to place their ID for review by the poll workers
Poll workers assigned to the e poll books should try and sit at least six feet from one another
Presenter
Presentation Notes
Poll workers should step or slide back in their chair back when the voter approaches to place their ID down, sign the badger book or picks up their voter number. The voter will have to step back behind the six foot line twice during this process; once after they drop their ID, and again after they sign and the poll worker accepts their signature and prints their number.
E-Poll Book Process
Recommended Setup:
When a voter reaches that line they should be called forward and be instructed to state their name and address and place their photo ID in the taped-off square on the table
After placing their ID on the table in the square the voter should be instructed to step back behind the six-foot line
The poll worker should verify the ID and find the voter in the e-poll book, then turn the e-poll book towards the voter, and step back
Presenter
Presentation Notes
Poll workers should step or slide back in their chair back when the voter approaches to place their ID down, sign the badger book or picks up their voter number. The voter will have to step back behind the six foot line twice during this process; once after they drop their ID, and again after they sign and the poll worker accepts their signature and prints their number.
E-Poll Book Process
Recommended Setup:
The voter should step forward and sign the e-poll book, select done, and turn the e-poll book back to the poll worker, and step back
Poll worker verifies signature on e-poll book, select ‘Accept Signature’, pull voter number from printer and set down in ID square, and step back
Voter steps up and takes number and moves along quickly
Presenter
Presentation Notes
Poll workers should step or slide back in their chair back when the voter approaches to place their ID down, sign the badger book or picks up their voter number. The voter will have to step back behind the six foot line twice during this process; once after they drop their ID, and again after they sign and the poll worker accepts their signature and prints their number.
Voter Registration Process
Reminder:Face to face interactions should remain brief and be limited throughout election day
Poll worker or Election Registration Official (ERO) should try and remain 6 feet away from voters when interacting
Voters can complete the form from a safe social distancing spot and then place the form and their proof of residence document on the table and step back behind the six foot line
Poll worker or ERO would then verify the voter registration form and proof of residence document and sign the form while the voter waits behind the six foot line
Presenter
Presentation Notes
Similar to the setup at the poll book table a line should be taped off on the ground six feet from where the poll worker at the registration table is seated. The voter should fill out the form from a safe distance at least six feet from other voters and poll workers before placing it and their proof of residence document down on the table before stepping back behind the six foot line while the poll workers reviews the POR and completes the form. The voter can then pick up the for and POR as the voter step of slides back from the table. Be sure to keep face to face interactions to a minimum during this process.
Voter Registration Process
Poll workers or EROs should avoid handling voter devices when POR is shown electronically
Voter should zoom the screen so that required information on the proof of residence document can be verified
The voter should then place the device on the table for the poll worker or ERO to verify their POR and step back behind the 6-foot line
Alcohol wipes can be provided for voters to sanitize devices before displaying POR
Pens used to complete and sign forms can be disposed of or regularly disinfected throughout the day
Presenter
Presentation Notes
If a voter wishes to show the POR electronically their device can be wiped using 70% isopropyl alcohol wipes before placing it on the table with the POR displayed for the poll worker to verify. The voter should have the POR set up on the screen so the poll worker can verify the document without handle the device. Any pens used during the registration process should be sanitized regularly throughout the day or discarded after use.
Processing Absentee Ballots
Although handling absentee ballots is an unlikely source of transmission, letter openers may be used to open ballot envelopes
High volume of absentee ballots may require some modification of Election Day processing
If using gloves to open absentee ballot envelopes be sure to avoid touching your face, eyes or mouth before removing your gloves
Presenter
Presentation Notes
You can use a letter open to avoid having to open envelopes by hand. It is highly unlikely, per health officials and recent published research that the virus is viable on paper for longer than 24 hours. Poll workers processing absentee ballots should wash their hands or sanitize every ten minutes throughout the day. Returned by mail ballots may be opened by workers using gloves but they should be sure to avoid touching their eyes nose and mouth while wearing gloves.
Voting Equipment/E-Poll booksCleaning
All vendors recommend the following procedures:
Frequent cleaning of touched surfaces (at least every 15 minutes, if not after each use)
Use of microfiber cloths and alcohol wipes
Special cleaners or wipes for electronic screens (no alcohol)
Isopropyl alcohol (70% or higher) for other surfaces
Do NOT spray cleaning or disinfecting agents directly into/onto devices
Do NOT use ammonia, acidic, alkali or other caustic chemicals (CLR, concentrated liquid detergents, toilet cleaner, bleach, etc.)
Presenter
Presentation Notes
Touch screen surfaces on electronic voting equipment and e-poll books should be cleaned every 15 minutes if not after each use. Isopropyl alcohol wipes with 70% alcohol or higher should be used for this purpose to meet manufacturer standards and ensure effective sanitization. Do not spray anything directly onto the screens or devices and only use approved substances for cleaning.
Voting Equipment/E-Poll booksAdditional Best Practices
Take time to clean the voting equipment and e-poll books before setup and after teardown
Unplug power cord
Remove any batteries in things like wireless keyboards/mice
Disconnect any external devices
Wait for touchscreens to dry before touching them
Presenter
Presentation Notes
You can also wipe down areas other than screens on the equipment when setting up the machines and throughout election day. Surfaces should be allowed to air dry after cleaning.
Voting Equipment/E-Poll booksVendor Resources
Dominion Voting
ES&S
Clear Ballot
Badger Books
Presenter
Presentation Notes
For additional cleaning practices for your voting equipment, you can look at vendor specific information.
Voting Equipment/E-Poll booksSelf-Provided Supplies
Voting equipment manufacturer’s marking pens are best
Pens can be provided to each voter to use and discarded or collected after each use
Voters may bring their own marking pens
Ball-point pens may be allowable to use when marking a ballot that will be inserted into the optical scan tabulator, but this depends on the equipment
No gel pens and “sharpie”-type felt tip pens
Red ink should be avoided
Presenter
Presentation Notes
READ OR SUMMARIZE THE BULLETS
Curbside VotingGeneral
Curbside voting should be offered for voters who cannot enter a polling place due to disability or symptomatic voters
Regular curbside administrative procedures should be followed but social distancing standards should be used
Face to face interactions are required for this process but can be minimized by verifying information through a vehicle window
Hand sanitizer should be offered to curbside voters before they vote their ballot
Marking pens used during curbside voting can be discarded or sanitized after each use
Presenter
Presentation Notes
You should offer hand sanitizer opportunities for curbside voters before they voter their ballot or fill out any registration forms. Poll workers issuing curbside ballots should try and adhere to social distancing standards and keep interactions with voters brief.
Curbside VotingProcess
Poll workers should be close enough to verify the ID but do not have handle it.
They can verify it through the glass and slide the ballot through a window that has been slightly rolled down
The voter can slide the ballot back through the window into the privacy sleeve held by poll worker
Poll workers should transport voted ballot back from voter into voting area in a privacy sleeve.
Privacy sleeves can be discarded after several uses
Presenter
Presentation Notes
Photo IDs can be verified through the rolled-up window and do not need to be handled by the poll worker. The ballot can be slid to the voter through a crack in the window. The voter can return the voted ballot the same way into a privacy sleeve held by the poll worker. Any pens or clipboards used for this process should be sanitized after each use.
ResourcesFrom other Agencies
Recommended Precautions for Preventing COVID-19 Spread in Polling Places (CDC)
Election Officials Preparation Checklist for Coronavirus Disease 2019 (CDC)
How to Protect Yourself (CDC)
What To Do If You Are Sick (CDC)
U.S. Department of Homeland Security Coronavirus Information
Mass Gatherings or Large Community Guidance (CDC)
Staying Updated
Wisconsin Department of Health Services https://dhs.wisconsin.gov/covid-19
Official Wisconsin COVID-19 statistics https://www.dhs.wisconsin.gov/outbreaks/index.htm
U.S. Centers for Disease Control https://cdc.gov/coronavirus/2019-nCoV
WEC COVID-19 Webpagehttps://elections.wi.gov/covid-19
