ELECTION JUDGE TRAINING – 2012

City of Duluth

City Clerk’s Office

Election Contacts City Clerk Election Staff

City Clerk’s Office

330 City Hall

411 West 1st Street

Duluth, MN 55802

Jeffrey J. Cox, City Clerk

Martha A. Oswald, Assistant City Clerk

Election Contact Information Telephone Numbers

(218) 730-5500 (Phone)(218) 730-5923 (Fax)Email:jcox@duluthmn.gov or moswald @duluthmn.gov

Secretary of State Website: www.sos.state.mn.us

Goals for Election Judges Uphold Minnesota Election

Laws. Ensure that elections are

characterized by integrity, access, privacy and accuracy.

Conduct elections in a patient, honest, helpful and impartial manner.

Training Agenda Prior to election day. Polling place set up. Opening the polling place. Authorized persons in the polling place. Prohibited conduct in the polling place. Election judge duties. Closing the polling place.

Purpose of Election Judge Training Know your responsibilities.

Be able to anticipate the questions.

Be able to find the answers.

Election Judge Qualifications Eligible to vote in Minnesota. Able to read and write English. Appointed by the appointing

authority (County, city, town, school district).

Trained and certified.

Persons Who Cannot Serve as Election Judges A candidate in THAT election. The husband, wife, parent, child, brother,

sister, stepsibling, or stepchild of a candidate or another judge in the precinct.

Unable to read, write or speak English. A challenger cannot serve as a judge.

Polling Place Assignment At least 4 or more judges at each

precinct using a ballot counter (M100) or AutoMark.

Election judges typically serve in the precinct where they live, but may serve anywhere in the state.

General Information Registered voters allowed to vouch for up

to 15 new voters. Tribal IDs treated the same as MN ID or

Drivers License. ID badges are required in the polling

place. Challengers MUST be MN residents and

all challenges MUST be in writing. (Role of Challengers in the Polling Place).

General Information You may be asked to participate in the post election

review (PER) if your precinct is one of six optical scan precincts selected by the County Canvassing Board after the General Election.

The PER requires the offices of Governor (if on the ballot) and U.S. Representative to be counted by hand and the results compared with the optical scan machine results. Error rates must be less thanone-half of one percent or other reviews will be required.

Prior to Election Day Permitted to take time off work to serve as an

election judge. Clerk provides appointment letter. Provide to employer written notice within 20 days. Employer can reduce wages by amount paid for

serving as election judge during work hours. Able to take vacation day instead.

Prior to Election Day Plan ahead

6:00 a.m. to approx. 9:00 p.m. or later. Remove campaign buttons and campaign

materials from personal belongings. Meals and snacks on election day. Request absentee ballot if not serving in

your precinct.

Polling Place Set Up Election judge oath.

Sign oath form. Signed oath attached to precinct’s

summary statement.

Polling Place Set Up Know where the designated disability

parking space is. Use signs to clearly mark accessible

route to polling place. Clear accessible route, prop open doors,

if necessary. U.S. flag at entrance to polling place.

Start of the Election Day Check the ballot box to be sure it is empty. Prepare the optical scan vote counter (where applicable) and

the AutoMark assistive voting equipment.

Check your supplies: If these are missing, call the City Clerk’s Office:

Ballots (correct districts and ample supply) Roster

If these are missing, ask the runner whenthey get to your polling place: Blank voter registration cards Voter Receipts Pens/pencils Summary statements

Start of the Election Day Initial ballots. Set up the polling place (hours of voting posted, U.S.

Flag flown, miscellaneous posters and sample ballots located in appropriate places.

Open the polls on time (7:00 a.m.). Post sample ballots where voters can study them. DON’T FORGET TO VOTE IF THIS IS YOUR

POLLING PLACE.

Election Day Practices Persons authorized to be in a polling place:

- Persons assisting voters who may be disabled or who cannot read English.

- Vouchers – limited to 15 voters.- Authorized observers with written authorization from the Secretary

of State, Auditor or Clerk.- Children when accompanying voters.- Challengers, with candidate credentials who are residents of

Minnesota.- Media.- Kids Voting Program (not being held in 2012).

Challengers Challengers

Only challenge voters eligibility based on their own personal knowledge.

Must complete Oath of Challenge Form. Cannot converse with voters. Cannot make list of who voted. Cannot handle election materials.

If person is challenged, ask head judge for assistance.

Media Members of the media

Must show photo ID and media credentials. Stay at least 6 feet from voters. Cannot interfere with voting or talk with voters. Cannot make list of those voting and not voting. No time limit for media in the polling place.

Prohibited Conduct Disorderly or intoxicated persons are

not allowed in a polling place. No campaigning within 100 feet of the

polling place building – including buttons, literature, pamphlets – unless a sign is on private property.

Voters cannot “loiter” after voting. Voters cannot look through the roster to

see who voted. Judges should refrain from answering questions about who voted.

While on Duty Be impartial, courteous and professional. Treat everyone the way you would want to be

treated. Do not underestimate individuals with disabilities. Avoid actions that might influence how a person

votes. Always protect a voter’s privacy. Make every voter’s experience a good one. Do not comment, AT ALL, about candidates or

questions.

More Election Day Conduct Judges must maintain impartiality during the

election day. Voter Assistance:

- Always use TWO Judges when assisting a

voter.

- Curbside voting is allowed for persons unable

to enter a polling place, again use two judges.

Voter Assistance Assistance by persons other than

election judges. Voter may choose someone other than

election judges for help. Cannot be an employer, union official,

or a candidate in the election. An individual cannot mark ballots for

more than three voters in an election.

Disability Awareness and Polling Place Accessibility HAVA is really a disability (ADA) issue. Election judges should always use good

common sense when assisting a voter who is or appears to be disabled.

Treat the voter like anyone else – with respect.

Always speak directly to the disabled voter. It is a mistake to direct answers or questions to the person who may be accompanying the voter to the polls.

Disability Awareness and Polling Place Accessibility Be sure there are chairs available if there is a

long line waiting to vote in case someone needs to sit down.

Check that obstructions are removed. If a voter asks to use the AutoMark, just let them

– don’t ask if they are disabled. Never assume a voter will or will not need to use the AutoMark.

Basically, relax and use common sense.

Complaint Procedures

HAVA Election Complaint Form is included with precinct supplies.

Follow the detailed instructions. An election judge may witness the signature (otherwise a notary public).

Form goes to Secretary of State – either the voter can send it to SOS or forward it to our office.

Judges should note on the Incident Log what the problem was and if anything was done – this is VERY IMPORTANT!

Roster Judge Duties Verify pre-registered voters. You may ask

for a name, address and birth date to verify. Determine if the voter is in the correct

precinct, especially due to the recent redistricting.

Direct unregistered voters to complete an election day registration.

Have voters sign the roster and then issue a voter receipt. (Remember: voters cannot scan through the roster to see who voted.)

Roster Judge Duties Address roster notations:

A.B. – the voter has already voted by absentee ballot. “C” - Challenged – the voter eligibility has been challenged

regarding residency. Use challenge procedure before allowing the person to vote (page 37 in Election Judge Guide).

“G” – Guardianship. “F” – Felony. “See ID” - This person pre-registered and we were unable to

verify the identification. Follow the election day registration guidelines for acceptable ID. (HAVA)

Registration Judge Duties Register new voters at the polls. ONLY Acceptable forms of identification:

MN Drivers License, ID, Learner’s Permit or receipt.

Student ID, fee statement or registration with address in the precinct.

Prior registration in the same precinct as shown on the roster – even if a name change.

Notice of late registration (ineffective registration) received from the Auditor.

Current (within 30 days of election) utility bill with the name and address of the VOTER on the bill. Must be accompanied by a photo ID such as: MN DL or ID with former address; U.S. Passport; U.S. Military ID; Minnesota Student Photo ID, Tribal ID. (Note: the ID may be expired).

Acceptable utility bills include: cable TV, electric, gas, phone, water, garbage, sewer, internet service provider – Property tax bill is NOT acceptable.

Registration Judge Duties

Registration Judge Duties Current rent statement if utilities are itemized. Utility bills can be received by mail or email. Vouchers may vouch for up to 15 voters – must use

Precinct List of Persons Vouchering form to keep count of the number of people a particular voter has vouched for. Must not have been vouched for themselves. If a voucher has registered with acceptable ID (DL or MN ID), they can vouch for other voters.

Registration Judge Duties Have voter complete voter registration

application as follows: Complete legal name. Complete address or geographical

description of where they live. A P.O. Box is NOT an acceptable RESIDENCE address. It should be included if mail is not delivered to a home address.

Voters must include birth date. Must read and sign oath. Encourage voters to list phone#

Registration Judge Duties Must provide their MN DL or ID # . If they do not

have a DL or ID, then they must provide the last four digits of their Social Security Number. Judges should NOT ask to view the SS card or have the voter give a complete SS number. If the voter does not have an ID, DL or SS card, then the voter must sign an oath stating they do not have an ID. (Alternate forms of identification for registering must be provided by the voter – voucher etc.)

Marking the Ballot THIS PARTICULAR BALLOT - Follow these instructions

explicitly. I want to hear compliments of how professionally and legally correct that you handled situations with the questions from voters.

Show EACH voter that there are two sides to the ballot.

Absolutely DO NOT INITIATE any explanation or interpretation of any questions or how to mark the ballot.

IF, AND ONLY IF, a voter inquires about ANY aspect of a question OR how to mark the ballot, your ONLY response is: "All I can say is, please read the questions carefully.”

Marking the Ballot General election.

Write-in votes allowed. Voters may vote for candidates from

multiple parties. Over-voting voids vote for a race on the

ballot.• Voting for more candidates than allowed

for a race.

Ballot Judge Duties Collect voter receipts and issue ballots. Instruct the voter. For a primary

election, inform voters that they may vote for only ONE party and any nonpartisan offices.

All ballots have an oval to be filled in for each candidate and question. You must instruct the voters that the machine may not recognize an X – the oval must be filled in.

Ballot Judge Duties Offers secrecy cover. Explains voting station and ballot marking. Exchanges spoiled ballots. Monitors ballot supply. Voters cannot take official ballots out of

polling place.

Ballot Judge Duties For optical scan precincts. Ballots are rejected by

the counter for the following reasons:

- Orientation of the ballot – reinsert.

- Crossover voting in a primary.

- Overvoting – voting for more than the

number of candidates requested.

Ask the voter if they want to vote again. A voter can only have 3 tries to vote.

Head Judge Duties Administers oath of office to the other judges. Assigns and rotates duties in the polling

place. Makes sure the polling place is ready to open

and runs smoothly during the day. Handles emergency situations. Conducts emergency judge training if an

appointed judge fails to appear or a judge has to leave.

Head Judge Duties Challenged voter procedure. (Note: the

onus is on the voter – if the voter is willing to sign the oath, let them vote.)

Keep an incident log of unusual situations.

HAVA Complaint Form. Give to voters who request one and instruct them to return the form to the Secretary of State or Auditor’s Office (note the incident on the Incident Log – this is very important).

Head Judge Duties Keep track of ballot supply. (Note: Never issue the last

ballot)- Call the Clerk’s Office when starting second to last pack.

Make sure all voters in line at 8:00 p.m. are allowed to vote.- Issue yellow-colored sheet to the last voter in line and note what

they look like. Supervise closing activities:

- Take down the U.S. flag.

- Counting the write-in ballots and running the optical scan counter.

Head Judge Duties Oversee completion of various

reports such as summary statements etc.

Deliver the ballots and all supplies to the Clerk as instructed.

Absentee Ballots

No absentee ballots at precinct.

Absentee Voting AB’s are accepted and rejected during the 45

days before the election. The AB Board accepts, rejects and counts the

absentee ballots. Once a voter casts an absentee ballot the

roster is noted AB and they cannot vote in the polling place.

Counting Ballots Judges must sign ALL

summary statement tapes. Judges must fill out the pink

sheet accurately. Seal the ballots in the ballot

envelope and sign across the seal.

Closing with Optical Scan Counters

Be sure all ballots are run through the counter. Make duplicates of any ballots that the counter can not

read. Remember: Two judges remake ballots. Be sure to mark one as “original” and the remade ballot as “duplicate” and then run through the counter. Place the “original” ballot in the appropriate envelope.

When counting is complete, run THREE (3) copies of the summary statement tapes. Don’t forget to sign the tapes. –The counter is pre-set to run 3 or 4 summaries, as required.

Thank you!

Good luck on a successful election year!

Jeffrey J. Cox, City Clerk

Martha A. Oswald, Assistant City Clerk