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    Precinct Officers Checklist & Instructions

Preparing for an Election

See Inspector's Binder for Guides to Accessible Voting Equipment (ICX)

Checklist for Inspectors: Before Election Day

Checkbox - small 16x16pxAttend class of instruction to receive Official Ballots and voting supplies. Sign and return ballot and equipment receipts.

Checkbox - Small 20x20pxRecord total number of ballots received on Line 1 of Ballot Statement (front cover of Combined Roster). Number of ballots received is on copy of Ballot Receipt received at class.

Checkbox - Small 20x20pxVerify supplies received with Supply Packing List (inside Supply Box lid). Check all containers for supplies; call ROV Office immediately if supplies are missing ( 565-6805 or 1(800) 750-8683 toll free). Note: if you receive special supplies to modify the polling place to make it accessible to voters with disabilities, you are Required to follow the instructions for set up in the “Compliance Plan” (white envelope with disability symbol).

Checkbox - Small 20x20pxContact all clerks within 7 days of receiving your Notice of Appointment letter (see Notice for contact info). Remind them to report to the Polling Place at 6:00 AM on Election Day. If you are unable to contact a clerk, call ROV immediately (565-6816). Note: tell Clerks Not to call the polling place; Inspectors do that.

Checkbox - Small 20x20pxInspectors only! Call polling place Contact Person within 2 weeks of Election Day (see Notice of Appointment for contact info). Confirm you will have access to the Polling Place at 6:00 AM Election Day.

Checkbox - Small 20x20pxStore ballots, equipment, and supplies in a dry, secure place. Do not tamper with laptop. Contact ROV if you would like to practice setting up/using the accessible equipment (ICX set).

Checkbox - Small 20x20pxCharge cell phone battery; practice using device, as needed.

Checkbox - Small 20x20pxReview Safety section for other important information (in gray binder).

Checkbox - Small 20x20pxReview “Special Circumstances at the Polls” (in gray binder). Discuss with clerks on Election Day.

Checkbox - Small 20x20pxReview “Polling Place Set Up” diagram (in gray binder).   

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Updating Your Combined Roster of Voters

You may receive one of more of the following lists to update your combined Roster of Voters. Lists are distributed as soon as possible by mail, email, or at training class.

Please monitor your mail for updates prior to Election Day!

  1. Inspector's Vote by Mail List
    1. Use list and the procedures below to update your Combined Roster and Precinct – Street Indices. Voters on this list requested a Vote by Mail ballot after the Combined Roster was printed. If a voter is marked “Vote by Mail” (VBM) in the Combined Roster, that voter must surrender his/her Vote by Mail ballot to vote at the polls, or vote a provisional ballot
      1. Locate names of Vote by Mail voters on Combined Roster; draw a line through each voter’s name; write “VBM” on the line next to voter’s name. Note: if a name appears on list, but you cannot find it on the Combined Roster, this is okay.
      2. Locate names of Vote by Mail voters on the Precinct – Street Index with blue ribbon by locating voters’ addresses; draw a line through each voter’s name.
  2. Supplemental Combined Voter Roster & Precinct-Street Index Lists
    1. If your receive this list, insert it into your Combined Roster. These are voters who registered after Combined Rosters were printed and are eligible to vote a regular ballot. These voters may be listed as VBM voters (See Election Day instructions).
  3. Cancelled List of Voters
    1. Use list and the procedures below to update your Combined Roster. These voters are no longer registered to vote. If a voter is marked “cancelled” in the Combined Roster, that voter must vote a provisional ballot.
      1. Locate names of Cancelled voters on Combined Roster; draw a line through each voter’s name; write “cancelled” on the line next to voter’s name.
        Note: if a name appears on list, but you cannot find it on the Combined Roster, this is okay.
      2. Locate names of Vote by Mail voters on the Precinct – Street Index with blue ribbon by locating voters’ addresses; draw a line through each voter’s name.

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Checklist for Opening the Polls

Checkbox - Small 20x20pxSet your watch to correct time.

Checkbox - Small 20x20pxReport to Polling Place at 6:00 AM

Checkbox - Small 20x20pxTurn on cell phone; do not turn off until you return supplies to Return Center.

Checkbox - Small 20x20pxSet up ICX booth and laptop in full view of Precinct Board. Follow Set Up and Open Polls instructions carefully (in gray binder).

Checkbox - Small 20x20pxSet up modifications for accessibility.
See “Compliance Plan” envelope (if applicable).

Checkbox - Small 20x20pxSet up voting booths approximately 2 feet apart and in full view of Precinct Board; refer to  “Booth Assembly Instructions” (in gray binder) to assemble voting booths.

Checkbox - Small 20x20pxPlace both Ballot Boxes in full view of Precinct Board.

Checkbox - Small 20x20pxRefer to “Polling Place Set Up” diagram (in gray binder) and place following items on Precinct Board table:

  1. “Start Here” sign
  2. Pens, rulers
  3. Combined Roster and Curbside Roster
  4. Street Address Update List
  5. Official Ballots and Secrecy Covers (for ballots)

Checkbox - Small 20x20pxUsing blue tape provided, post the following
Required Signs Inside the Polling Place:

  1. Voter’s Bill of Rights (inside polling place door)
  2. “Restroom Closed” sign (Not on restroom door)
  3. Pink Provisional sign
  4. “No Smoking, etc…” sign
  5. “Damaged Ballots, Over Vote” sign
  6. Blue “Permanent Vote by Mail” sign
  7. All other signs in “Signs for Posting” envelope
  8. “How to Mark Your Ballot” sign (pre-posted inside voting booths)

Checkbox - Small 20x20pxUsing blue tape provided, post the following
Required Signs Inside the Polling Place:

  1. Voter’s Bill of Rights (outside polling place door)
  2. “Vote Here” directional signs (visible from street)
  3. American flag (blue field on left)
  4. Green directional signs with arrows

Checkbox - Small 20x20pxPost both copies of Precinct – Street Index near (inside) entrance to Polling Place at a height
for easy reading by someone seated in a chair.

Checkbox - Small 20x20pxPost “This index shall not be…” sign next to Precinct – Street Index with white ribbon. Sign and witness Declarations of Election Officers and Reimbursement Form (inside front cover of Combined Roster). Inspectors record actual mileage to and from class of instruction and to polling place, and record estimated mileage from the polling place to the Return Center and home again –Inspector may also claim mileage to pick up key or make arrangements with polling place and to return clerk to vehicle after accompanying Inspector to the Return Center.

Checkbox - Small 20x20pxComplete and put on required identification badges (“Election Official”). Especially important are Language assistance badges!

Checkbox - Small 20x20pxA majority of precinct board must be present at all times. Breaks and meals are scheduled at the discretion of the Inspector. Recommended: ½ hour lunch and ½ hour dinner. Start early – there is generally a “rush hour” after 5:00 PM. Snacking between meal breaks may occur given the length of the day.
It is Never Permissible to Have Food or Drinks on the Precinct Board Table or in Close Proximity to Ballots!
Place various Clerk Instructions sheets on precinct board table. After assigning each person a clerk job, use these to review each clerk’s assignment for the day.

Checkbox - Small 20x20pxGive Each Clerk a full copy of this ”Checklist;” review “Instructions for Helping Voters” and “Checklist for Closing the Polls” as soon as possible (see following pages).

Checkbox - Small 20x20pxAt 7:00 AM, declare polls open and exhibit empty Ballot Boxes to first voter (or another clerk if no voters are present); close and lock each Ballot Box with one plastic lock (inside blue supply pouch).

Checkbox - Small 20x20pxRecord serial number of plastic lock used to lock each Ballot Box on front cover of Combined Roster.

Checkbox - Small 20x20pxYour Field Support Officer (FSO) will visit your polling place to check set up. Use your FSO to “troubleshoot” problems; call the FSO immediately if you are missing or running out of supplies, need help with your ICX, or have questions about operations.

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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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