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    Precinct Officers Checklist & Instructions

Instructions for During an Election

For Precinct Officers, Inspectors and Clerks.

Instructions for Helping "Regular Voters"

Checkbox - Small 20x20pxAnnounce voter’s name and address.

Checkbox - Small 20x20pxLocate voter’s name on Combined Roster. Note: In a Presidential Primary Election, also verify voter’s political party.

  1. If “ID Required” is printed next to voter’s name, ask voter to provide identification. See “Special Circumstances at the Polls” for acceptable forms of ID (in gray binder). If voter is unable to provide identification, issue a Provisional ballot. Federal law requires only these voters do so before voting for the first time in a Federal Election.
  2. If “Vote by Mail” (VBM) is printed next to voter’s name, voter must surrender his/her Vote by Mail ballot. If voter is unable to surrender Vote by Mail ballot, issue a Provisional ballot. See “Helping Vote by Mail Voters” (next section).
  3. If you cannot locate voter’s name on Combined Roster:
    1. ask voter if he/she received a late registrant postcard. If voter has a late registrant postcard, confirm voter is in the correct polling place; copy voter name/address on Supplemental List of Voters (inside Combined Roster). Treat voter as regular voter following steps below.
    2. check back of Voter Information Guide for the voter’s polling place; or
    3. ask the voter if he/she has moved recently.
      Call ROV to locate the correct polling place (565-6800)
  4. If “Inactive” is printed next to voter name, ask voter to verify the address pre-printed in Combined Roster.
    • If the same, follow steps below.
    • If different, write “provisional” next to voter’s pre-printed name then treat as a provisional voter. This voter does not sign the Combined Roster.

Checkbox - Small 20x20pxLine through voter’s name on Combined Roster with a single line. Do Not draw through the bar code.

Checkbox - Small 20x20pxAsk voter to print address and sign in space next to pre-printed name in Combined Roster. If the voter’s pre-printed address is incorrect, voter does not sign Combined Roster; treat as a provisional voter.

Checkbox - Small 20x20pxLocate cross reference (“X-ref”) number printed next to voter’s name in Combined Roster.

Checkbox - Small 20x20pxWrite cross reference number onto the Street Address Update List. Note: If voter had a late registrant postcard, there is no cross reference number; put “X” instead.

Checkbox - Small 20x20pxOnce each hour until 6:00 PM, use Street Address.
Update List to cross out voters (who have voted) on the Precinct – Street Index with blue ribbon (See “X-Ref How To” sample in gray Precinct Binder).

Checkbox - Small 20x20pxWhen a voting booth is available, issue ballot, marking pen (without cap), and Secrecy Cover to voter. Note: In a Presidential Primary Election, provide the correct party ballot. Carefully review all special instructions provided. Voters who do not select a party preference when registering to vote or register with an unqualified party (“NPP”) may request the ballot of a party that allows NPP voters to vote in their Presidential Primary election. For these voters, check the box on the Combined Roster of the party ballot issued.

  1. If voter is issued a paper ballot, instruct voter to remove their stub while in the booth after voting, then return with ballot inside Secrecy Cover.
  2. If voter chooses the ICX to mark the ballot:
    1. follow the Election Worker Guide to issue the Voter’s Card to use the ICX (to mark and print a ballot).
    2. When the voting booth is available, provide Voter Card and Secrecy Cover to voter.
    3. Provide voter assistance as needed.

Checkbox - Small 20x20pxAfter voter returns with ballot in Secrecy Cover, retrieve pen and replace cap.
Important! If voter used ICX, retrieve Voter Card.

Checkbox - Small 20x20pxAsk voter to verify s/he removed the stub (If no, have voter do so now).

Checkbox - Small 20x20pxAsk voter to slide ballot from Secrecy Cover into precinct ballot box; give voter an “I Voted” sticker.

Checkbox - Small 20x20pxRepeat steps (above) until everyone who is in line up to and including 8:00 PM is allowed to vote.

Checkbox - Small 20x20pxAt 8:00 PM declare polls closed. If there is a line at 8:00 PM, post a poll worker at the end of the line to signify that polls are closed.

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Instructions for Helping Vote by Mail Voters

Checkbox - Small 20x20pxA Vote by Mail voter may return his or her own voted ballot, or authorize anyone to return the voted ballot on his/her behalf to any polling place

  1. If voted ballot is in original blue envelope, confirm that blue envelope has been signed by voter. Drop voted ballot sealed in blue envelope into (metal) VBM Ballot Box.
  2. If person delivering the voted ballot does not have the original blue envelope with the voted ballot, provide a blank blue envelope from supplies.
    1.  If the person delivering ballot is the voter, ask voter to insert ballot into blue envelope, print his/her name on envelope and sign where indicated; seal. Drop envelope into (metal) VBM Ballot Box.
    2. If person delivering ballot is not the voter, ask person to enclose ballot in envelope; print voter’s name and address on the envelope. Drop envelope into (metal) VBM Ballot Box (ROV staff will contact the voter)
  3. If voter has his or her Vote by Mail ballot but wants to vote at polls, collect the blue envelope and ballot, then write “surrendered” across both. Write “surrendered” next to pre-printed name in the Combined Roster. Enclose the ballot inside the blue envelope and put inside Spoiled/Canceled bag with yellow label (inside “Supplies for Closing” folder). Treat voter as a regular voter (see previous page).
    Remember: you write “surrendered” in 3 places: across the ballot envelope, ballot, and next to voter’s name in the Combined Roster.
  4. If Vote by Mail voter wants to vote at polls but does not have Vote by Mail ballot and original blue envelope to surrender, write “provisional” next to voter’s pre-printed name; treat as a provisional voter (see next column)

Note: If the voter is returning a ballot issued by another county, verify the envelope is signed and put in the (metal) VBM Ballot Box.

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Instructions for Helping Provisional Voters

A voter may be issued a Provisional Ballot if his or her eligibility cannot be determined at the polls. Some examples of this are

  1. A voter’s name is not in the Combined Roster.
  2. A Vote by Mail voter wants to vote at the polls but who does not have his/her ballot and original blue envelope to surrender
  3. A voter who claims to have a political party preference other than that shown on Combined Roster (Presidential Primary only)
  4. A voter whose stated address is different than what is preprinted in the Combined Roster.

Checkbox - Small 20x20pxTake a pink Provisional ballot envelope out of your supplies. Remove attached Voter Instruction/Explanation sheet and give to voter

Checkbox - Small 20x20pxComplete precinct officer section of envelope. Fill in political party (Presidential Primary only).

Checkbox - Small 20x20pxAsk voter to legibly print his/her information on pink Provisional ballot envelope, and sign the envelope. The ballot cannot be counted without the voter’s signature! Remember: provisional voters do not sign the Combined Roster.

Checkbox - Small 20x20pxWhen a voting booth is available, issue an Official Ballot and marking pen (without cap), along with voter’s pink Provisional envelope. Note: in  Presidential Primary Election, provide party ballot requested by voter if you are unable to verify voter’s party preference

Checkbox - Small 20x20pxInstruct voter to remove their stub after voting (while still in the booth), insert ballot into pink envelope without sealing envelope, then return to Ballot Clerk with ballot inside pink envelope.

Checkbox - Small 20x20pxAfter voter returns with ballot in pink envelope, retrieve pen and replace cap.

Checkbox - Small 20x20pxAsk voter if s/he removed stub.

  • if yes, seal envelope.
  • if no, ask voter to remove stub then re-insert into pink envelope.

Checkbox - Small 20x20pxCheck that all information was completed on pink Provisional envelope and the voter signed the envelope; slide into Precinct Ballot Box.

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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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