• Related County Agencies

    Precinct Officers Checklist & Instructions

After an Election

Checklist for Closing the Polls

Checkbox - Small 20x20pxAt 8:00 PM declare polls closed. If necessary, place a clerk at end of line of voters. Allow everyone who is in line at 8:00 PM to vote; anyone who arrives after 8:00 PM  shall not be allowed to vote.

Checkbox - Small 20x20pxRemove all materials posted inside and outside Polling Place. Return posters to Supplies for Posting folder. Don’t forget to collect all modification supplies (TIP: review list in white “Compliance Plan” envelope).

Checkbox - Small 20x20pxFind the Supplies for Closing folder. Remove contents and spread onto table.

Checkbox - Small 20x20pxCount and pack unused ballots; you must complete steps 1-7 before opening VBM or Precinct Ballot Boxes.

  1. Record beginning and ending serial numbers of all unused ballots (by party in Primary election) on Unused Ballot Container Seal; sign Seal.
  2. Determine the number of unused ballots (use “Ballot Statement Worksheet”); record number on Line 2 of Ballot Statement
  3. Count number of spoiled and canceled ballots in Spoiled/Canceled Ballot bag with yellow label; record number on front of bag and on Line 3 of Ballot Statement.
  4. Count number of surrendered Vote by Mail ballots in Spoiled/Canceled Ballot bag with yellow label; record number on front of envelope but no on Ballot Statement.
  5. Place spoiled, canceled, and surrendered Vote by Mail ballots back into Spoiled/Canceled Ballot bag with yellow label and seal envelope.
  6. Place Spoiled/Canceled bag and all unused ballots and any stubs from issued ballots into Unused Ballot Container. Close lid.
  7. Insert maroon locks through holes at each end of lid; lock each of the maroon locks.
  8. Sign, then place Unused Ballot Container Seal across opening on lid.

Checkbox - Small 20x20pxCount and pack ballots in (metal) VBM Ballot Box. Open VBM Ballot Box by breaking lock.

  1. Count voted blue Vote by Mail ballot envelopes. Record number on blue label of large VBM ballot plastic bag and Line 10 of Ballot Statement. If none, write “0.” Place Vote by Mail ballots into large plastic bag with blue label; seal. 
    • if you receive “out-of-county” ballots, include them in the count of vote by mail ballots. 
    • if voters return purple or orange letters, place them inside VBM bag before sealing (count not needed)

Checkbox - Small 20x20pxCount and pack ballots in Precinct Ballot Box. Open Precinct Ballot Box by breaking lock. Empty contents; separate precinct ballots from pink envelopes.

  1. Count voted pink Provisional ballot envelopes.Record number on pink label of large plastic Provisional ballot bag and Line 4 of Ballot Statement. If none, write “0.” Place Provisional ballots into large plastic bag with pink label; seal.
  2. Count voted ballots.Record number on Line 5 of a Ballot Statement, Line 2 of Certificate of Packaging and Sealing, and white label on top of “A box.” Also, record number in long hand and numerals on Certificate of Completion (back cover of Combined Roster).

Checkbox - Small 20x20pxRecord number of voters who signed Combined Roster on Line 7 of Ballot Statement. Record number of voter who signed Curbside Roster on line 8; if none, write “0.” Add lines 7, 8; write Total number of signatures on Line 9 of Combined Roster, and Line 3 of Certificate of Packaging & Sealing.

Checkbox - Small 20x20pxComplete “Close Polls” section of ICX Security Log. Follow ICX GUIDE for the ICX Close Polls procedures, and to properly pack up equipment (see gray binder).

Checkbox - Small 20x20pxComplete Ballot Statement (may use “Ballot Statement Worksheet”). If totals do not match, count again. If they still do not match, Stop, write explanation at bottom of Ballot Statement and continue with Close Polls procedures.

Checkbox - Small 20x20px Sign Certificate of Completion (back cover of Combined Roster). Confirm all declarations, oaths, certificates have been completed and signed

Checkbox - Small 20x20pxPlace following items in Roster-Index bag with white label and check off on label:

  1. Combined Roster
  2. Roster for Curbside Voting
  3. Precinct – Street Index (both copies)
  4. Street Address Update List
  5. Completed voter registration cards (if any)

Checkbox - Small 20x20pxStack voted ballots so all are going in same direction, being careful not to fold or crease ballots. Place ballots into “A Box.

Checkbox - Small 20x20pxComplete Certificate of Packaging & Sealing. Get plastic lock (from blue supply pouch) and write serial number onto Certificate Line 1. Set lock aside (with “A Box”).

  1. Place yellow copy on top of ballots inside “A Box.”
  2. Fold white copy and place in small postage-paid white envelope addressed to ROV Office.

Checkbox - Small 20x20pxComplete and sign an “A Box” Seal for each “A Box.” (white paper seal with spaces for signatures)

  1. If you have 1 “A Box, place seal across open edge(s) of box so that it is not possible to open box without removing or cutting seal. Do not cover the number of ballots enclosed, written on label. Do not enclose “A Box” in another container.
  2. If you have 2 “A Boxes,” seal each box as explained above (even if one is empty), then tape boxes together using tape provided. Do not put “A  Boxes” in any another container.

Checkbox - Small 20x20pxDisassemble regular voting booths. See “Booth Assembly Instructions” (in gray binder).

  1. Place legs under elastic straps inside lid of booth.
  2. Label booth handle with note if damaged or defective (e.g. broken light).
  3. Set aside all leg extenders from wheelchair-accessible voting booth.

Checkbox - Small 20x20pxPack Ziploc supply bag with the following:

  1. Poly sleeve signs (from outside)
  2. Flag
  3. Magnifying sheet
  4. Styrofoam ball

Checkbox - Small 20x20pxPack list of Vote by Mail Voters and miscellaneous supplies that were removed from Election Supplies Box back into box

Checkbox - Small 20x20pxPack charger for cell phone into clear transport pouch. Keep cell phone and clear pouch with you; do not turn off phone or place in pouch until you reach assigned Return Center.

Checkbox - Small 20x20pxPlace following items into (metal) VBM Ballot Box:

  1. Election Supplies Box
  2. Gray binder
  3. Roster-Index Bag with white label
  4. Vote by Mail Bag with blue label
  5. Provisional Bag with pink label
  6. Ziploc supply bag
  7. Voting booth leg extenders from wheelchair-accessible voting booth
  8. Empty Secrecy Covers.

Checkbox - Small 20x20pxLock (metal) VBM Ballot Box with plastic lock you set aside earlier (from blue supply pouch).

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Instructions for Transporting Ballots and Supplies

Checkbox - Small 20x20pxGather ICX and printer (in cases), ICX booth, and Precinct Ballot Box; return to original delivery location for equipment pick up team.

Checkbox - Small 20x20pxConfirm you have the following separate items ready to transport to Return Center:

  1. “A box” (containing voted ballots; yellow copy of Certificate of Packaging and Sealing)
  2. VBM Ballot Box (containing Election Supplies Box; Gray binder; Roster-Index envelope with white label; Vote by Mail bag with blue label; Provisional bag with pink label; Ziploc supply bag; Voting booth leg extenders; empty Secrecy Covers; surge protector)
  3. Unused Ballot Container (containing unused ballots and used stubs; Spoiled/Canceled Ballot bag with yellow label)
  4. (Silver) Voting booths
  5. Wire frames (from outside signs)
  6. Modification supplies (if applicable) e.g. wedge, cones, parking signs, Call Box, etc.
  7. Cell phone turned on and readily available
  8. Clear cell phone pouch (and cell phone charger)
  9. Postage-paid envelope (containing white copy of Certificate of Packaging and Sealing)

Checkbox - Small 20x20pxSelect one clerk to mail postage-paid envelope on the way home. If no mail box is convenient, envelope may be mailed from home the next day; it must be received by ROV promptly.

Checkbox - Small 20x20pxSelect a different clerk to accompany Inspector to transport ballots and supplies to assigned Return Center (see Letter of Appointment or call ROV for location). The law requires that two people transport voted ballots (same vehicle).

At Return Center, proceed single file. Follow traffic markers and directions from Return Center staff who will remove and inventory supplies and ballots.

  1. Place cell phone in its clear plastic pouch, then give pouch to Field Support Officer.
  2. Obtain Receipts for supplies.

Checkbox - Small 20x20pxReturn clerk to his/her vehicle left at polling place, if necessary.

Your Election Day Shift is Now Over! Thank You For Your Service!

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Return to Precinct Officers Checklist & Instructions

Contact Information

Deva Marie Proto

County Clerk-Recorder-Assessor-Registrar of Voters

Business Hours
Monday – Friday
8:00 AM – 5:00 PM

Addresses

Registrar of Voters

435 Fiscal Drive

Santa Rosa, CA 95403
38.4657357, -122.7251823
Mailing Address
PO Box 11485
Santa Rosa, CA 95406-1485
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