0001. INTRO: November 2020
Welcome to the online Pre-Election Chiefs Briefing for the November 3, 2020 General and Special Elections.
0002. INTRO: Welcome to the Chiefs Briefing!
My name is Eric Spicer and I am the Election Manager for the Fairfax County Office of Elections. The Electoral Board, the General Registrar, and I thank you for agreeing to serve in this election. We truly appreciate your leadership and commitment to the election process.
0003. INTRO: Election Administration Staff
Along with myself, this online Briefing will be led by Election Administration staff such as:
0004. INTRODUCTION AND OVERVIEW: Intro
During this online Briefing, we will do our best to provide you with the same type of detailed information that we usually provide during in-person Briefings. We will also provide you with information on our Contingency Response Plan for Polling Place Operations During COVID-19. In addition, you will have an opportunity to participate in a Zoom question and answer session on Friday, October 30 at 10:00 a.m.
0005. HIGHLIGHTS FOR THIS ELECTION: Updated Contingency Response Plan for Polling Place Operations During COVID-19
The following new protocols and procedures for this election will be covered in detail in this briefing.
Updated Contingency Response Plan for Polling Place Operations During COVID-19
0006. HIGHLIGHTS FOR THIS ELECTION: Absentee Ballot Drop-Off Boxes
ABSENTEE BALLOT DROP-OFF BOXES
0007. HIGHLIGHTS FOR THIS ELECTION: Non-Routine Specialist and Election Pages
0008. HIGHLIGHTS FOR THIS ELECTION: Acceptable IDs, Check-In Process, and Curbside Voting
ACCEPTABLE IDs and CHECK-IN PROCESS
0009. HIGHLIGHTS FOR THIS ELECTION: Ballots
10 Presidential-only ballots in Korean
0010. HIGHLIGHTS FOR THIS ELECTION: Sample Ballots, Posters, Brochures
0011. HIGHLIGHTS FOR THIS ELECTION: Updated Ordinance on Firearms in Polling Places
UPDATED ORDINANCE ON FIREARMS IN POLLING PLACES
0012. INTRODUCTION AND OVERVIEW: Sample Ballot: Full Ballot in English (Front)
On the front of the ballot, all voters in Fairfax County will have the opportunity to vote for Electors for President and Vice President, a Member of the United States Senate, and a Member of the United States House of Representatives.
(In addition, voters in the Town of Herndon will have the opportunity to vote for Mayor and not more than six Members of Town Council.)
0013. INTRODUCTION AND OVERVIEW: Sample Ballot: Full Ballot in English (Back)
On the rear side of the ballot, all voters in Fairfax County will have the opportunity to vote for two Proposed Virginia Constitutional Amendments and four Proposed Fairfax County Bond Issues.
0014. INTRODUCTION AND OVERVIEW: Ballots
Each precinct will receive ballots for 54% of your registered voters. We expect the turnout at polling places to be relatively low because of the very large number of voters who have chosen to vote absentee in-person or by mail before Election Day. All ballots are 17-inches in length and they are 2-sided.
0015. INTRODUCTION AND OVERVIEW: Ballot Request Sign
Due to the length of the ballot, you will have ballots in four different languages for this election instead of having all four languages on the same ballot. As the default, you should instruct your Ballot Officer to give all voters the English language ballot.
We will provide you with a sign informing voters that they may request a ballot in English, Spanish, Vietnamese, or Korean and the sign will be printed in all four languages. Please post this sign in front of the Ballot Table. Your Ballot Officer should NEVER ask a voter what type of ballot they would like. It is the voter’s responsibility to request a ballot in a different language and we do not want to assume that any voter wants something other than an English language ballot.
You will also receive Presidential-only ballots (10 for each language) and Federal-only ballots (10 for each language) that will be packed in a box with your foreign language ballots. You will use these ballots if there is a message on your Poll Pad indicating that the voter should not receive the regular full ballot. Please call Voter Registration staff at 703-324-8765 if you have any questions about these ballots.
0016. INTRODUCTION AND OVERVIEW: Resource Allocation
Each polling place will receive 3 to 6 Poll Pads and you should set up one Poll Pad for the Chief and set up all other Poll Pads at check-in stations if possible.
Each polling place will receive 15 voting booths. You should set up all voting booths if possible. This is necessary because it takes voters longer to vote the long ballot. Remember to space the voting booth at least 6-feet apart.
Each polling place will also receive two or three DS200 scanners and two ExpressVote machines. Please set up all of your DS200 voting machines so they will be ready for voters to use them.
Please set up one ExpressVote machine and keep the second ExpressVote machine as a backup.
0017. INTRODUCTION AND OVERVIEW: Election Officer Positions
For this election, 12 to 20 election officers are assigned to each polling place. These include:
0018. INTRODUCTION AND OVERVIEW: Position Descriptions
Please review the position descriptions for all positions, including: the Non-Routine Specialist, the PPE Specialist, the Voter Information Officer/Greeter, the Pollbook Officer, the Ballot Officer, the Voting Booth Officer, the Voting Machine Officer, and the Absentee Ballot Drop-Off Box Officer.
You should remove these position descriptions from the back of your Notebook and give each one to the Election Officer who will serve in that position.
Please note the following:
0019. INTRODUCTION AND OVERVIEW: Election Pages
For this election, many polling places will have high school students serving as Election Pages to assist Election Officers and voters. These students are volunteers who have completed a training class in election procedures, the use of the voting equipment, and how to assist persons with disabilities. They may not mark the pollbooks, issue ballots to voters, or operate voting machines. Pages can help set up and take down voting machines and Poll Pads.
Pages can also serve as Greeters, fill out the purple line-length survey form, direct voters to the proper room in co-located precincts, direct voters to the Absentee Ballot Drop-off Box if they are just dropping off a voted absentee ballot, and assist disabled voters. Pages can also help count ballots throughout the day. Do not confuse Pages with 18-year-old Election Officers. The 18-year-old Officers are registered voters who have all the same legal responsibilities and authority as other Election Officers.
Pages are required to wear face masks and/or face shields. Pages are also required to social distance at least 6-feet away from voters, Election Officers, and anyone else in the voting room.
0021. ABSENTEE BALLOT DROP-OFF BOX: Absentee Ballot Drop-Off Box
Each polling place will receive one Absentee Ballot Drop-Off Box that will be packed in a cardboard box. This Drop-Off Box will be used by voters who wish to deposit their completed absentee ballot envelopes.
Voters from anywhere in Fairfax County can return completed absentee ballot envelopes in a Drop-Off Box at any polling place.
0022. ABSENTEE BALLOT DROP-OFF BOX: Assembly Instructions
You will receive written assembly instructions with the Drop-Off Box.
You should plan to assemble the Drop-Off Box before election day when setting up the voting room.
After assembling the Drop-Off Box, lock the compartment at the lower back of the Drop-Off Box.
0023. ABSENTEE BALLOT DROP-OFF BOX: Location, Hours, and Security
Let’s go over the Drop-Off Box in more detail.
Location of the Drop-Off Box: You should locate the Drop-Off Box outside of your voting room, away from the line of voters, near the entrance to the voting room in an area that is visible to voters.
Hours of Operation: The Absentee Ballot Drop-Off Box must be set up by 6:00 a.m. and available for voters between 6:00 a.m. and 7:00 p.m. on Election Day. Any voters in line at the Drop-Off Box at 7:00 p.m. must also be permitted to place their voted absentee ballots in the Drop-Off Box.
Security: The Chief will designate an Election Officer to monitor the Absentee Ballot Drop-Off Box from 6:00 a.m. to 7:00 p.m. on Election Day. Another officer may relieve the officer who is monitoring the Drop-Off Box, but you must ensure that the first officer does not leave until their replacement arrives, so the Drop-Off Box is never unattended.
Curbside Voters: Curbside voters may return voted absentee ballot envelopes. The two officers who assist the curbside voter will place the absentee ballot envelope in a green folder, take it inside, and deposit the voted absentee ballot envelope in the Absentee Ballot Drop-Off Box.
0024. ABSENTEE BALLOT DROP-OFF BOX: Important Notes
Voters will not be required to provide identification or identify themselves when they place a voted absentee ballot envelope in the Drop-Off Box.
Number of Ballot Envelopes that Voters Can Insert in the Drop-Off Box:
Voters are permitted to place more than one voted absentee ballot envelope in the Drop-Off Box.
Check the Drop-Off Box Several Times During the Day:
Two Officers, identified by our office before election day and designated as the Absentee Ballot Collectors in your precinct, will need to open the Drop-Off Box and determine if it is full several times during the Election Day. If the Drop-Off Box is full, they will remove and count the voted absentee ballot envelopes and seal them in a white box. They will then place seals on the white box with the name of the precinct, the date, and their signatures. They will also record the number of ballots contained in the white box.
0025. ABSENTEE BALLOT DROP-OFF BOX: Closing Procedures
Absentee Ballot Collectors
We have assigned two Officers, representing different political parties, as Absentee Ballot Collectors. At 7:00 p.m., these Officers are required to count and secure the absentee ballots that were deposited in the Absentee Ballot Drop-off Box. The Absentee Ballot Collectors are also required to count and secure the absentee ballots from the Drop-off Box during the day if it gets full.
The Absentee Ballot Collectors must be stationed at the Drop-Off Box at 7:00 p.m. After any voter present at 7:00 p.m. has placed their voted absentee ballot in the Drop-Off Box, these Officers will open the Drop-Off Box and count the number of voted absentee ballot envelopes. After counting the voted absentee ballot envelopes, the Absentee Ballot Collectors will place the ballots in a white cardboard box that the Chief received when they picked up their supplies. The Absentee Ballot Collectors will then place seals on the white box with the name of the precinct, the date, the number of absentee ballot envelopes, and their signatures. They will also complete and sign a Transfer Sheet. After sealing the box and completing the Transfer Sheet, they will take the boxes of absentee ballots and the Transfer Sheet to Room 339 in Government Center at 12000 Government Center Parkway.
0026. ABSENTEE BALLOT DROP-OFF BOX: Change to Manual
Initially, we planned to have the Chief Officers return absentee ballots from the Absentee Ballot Drop-off Boxes with their other election materials that they return at the Fairfax County Government Center or Mount Vernon Government Center. We changed this plan, and assigned two Absentee Ballot Collectors at each polling place, to keep live absentee ballots separate from the other election materials and to get them back to the Fairfax County Government Center in a quick and efficient manner.
As a result, the information in the Absentee Ballot Drop-off Box Closing Procedures section of your Election Manual at the bottom of page 1.5 (where it says that the Chief will return these absentee ballots) is incorrect.
Please call Election Administration staff at 703-324-4735 if you have any questions.
0027. CONTINGENCY RESPONSE PLAN FOR COVID-19: Intro
Hi, my name is Gillie and I work on the Election Officer team. I’m going to take you through the Contingency Response Plan for Polling Place Operations During COVID-19.
0028. CONTINGENCY RESPONSE PLAN FOR COVID-19: Message from the Election Manager on Contingency Response Plan
This is a message to all election officers from the Election Manager, Eric Spicer.
“It is our responsibility to provide each eligible voter in Fairfax County with the opportunity to exercise their right to vote in an efficient and equitable manner. The Fairfax County Electoral Board, the Director of Elections, the hard-working staff in the Office of Elections, and our team of dedicated Election Officers continually strive to provide voters with outstanding customer service, well-run polling places, accurate results, and an excellent voting process. In these difficult times, as we navigate uncharted waters, we will continually strive to maintain these high standards while also implementing a comprehensive plan to protect Election Officers, voters, political observers, county support staff, representatives at our polling place facilities, and any other individuals involved in the election process.
In March 2020, we began working with county staff, health professionals, and the State Department of Elections to enact every feasible contingency measure to combat COVID-19 at our polling places while also maintaining the integrity of the election process. As a result of these actions; detailed training; and successful communication and feedback between our dedicated staff and Election Officers, we were successful in our efforts to maintain the very high standards that Fairfax County residents expect and deserve.
For the November 2020 Presidential Election, we will expand the successful measures that we implemented for the June 2020 Primary Elections, which were well received by more than 95 percent of our Election Officers according to a post-election survey. In addition, we will provide a dedicated PPE Specialist; additional PPE supplies and materials including acrylic sneeze guards for check-in stations, the ballot table, and the Chief’s table; disinfectant/sanitizing wipes; and additional social distancing signs and arrows in an effort to further improve and enhance our Contingency Response Plan for COVID-19.
Although we will do our best to prepare and implement a thorough and comprehensive Contingency Response Plan, issues may arise that we have not foreseen, or you may have questions that we have not answered. In that case, please feel free to contact Election Administration staff at 703-324-4735 with any questions or concerns. We are in this together and I am confident that we will succeed. I welcome your feedback and appreciate your hard work and dedication.
0029. CONTINGENCY RESPONSE PLAN FOR COVID-19: Additional Resources
For this election, we are providing the following resources:
0030. CONTINGENCY RESPONSE PLAN FOR COVID-19: Additional Resources (Continued)
0031. CONTINGENCY RESPONSE PLAN FOR COVID-19: Call Election Administration Staff if an Election Officer Appears to be Ill
We directed Election Officers to stay home if they are ill or if they have any symptoms, such as a cough, even if they are only suffering from seasonal allergies. Please call Election Administration staff at 703-324-4735 if an Election Officer at your polling place appears to be ill.
0032. CONTINGENCY RESPONSE PLAN FOR COVID-19: Post Social Distancing Signs with County Seal
We will provide you with two laminated copies of the social distancing signs with the county seal. Post these signs at the entrance to the voting room.
0033. CONTINGENCY RESPONSE PLAN FOR COVID-19: Post Social Distancing Signs
We will provide you with two types of Social Distancing signs. You will receive 6 copies of each sign. You should post these signs at the entrance to the polling place, entrance to the voting room, check-in tables, ballot table, voting booth area, and voting machine area.
0034. CONTINGENCY RESPONSE PLAN FOR COVID-19: Use Round Blue Social Distancing Signs
We will provide you with 15 Round Blue Social Distancing Signs to place on the floor in 6-foot intervals. If your voting room is in a School, School Staff will provide you with large cones and you should tape the Round Blue Social Distancing Signs to the cones and place them in 6-foot intervals. In other locations you can use blue painter’s tape to tape the signs to the floor.
IMPORTANT: Do not affix the round signs directly to the floor. Tape them to the cones or the floor.
You can use the tape in addition (if necessary) to mark X’s on the floor in 6-Foot Intervals.
Place Round Signs and/or wide blue “painter’s tape” in 6-foot intervals as follows:
0035. CONTINGENCY RESPONSE PLAN FOR COVID-19: Use Arrows to Direct Voters
Use arrows to direct voters.
0036. CONTINGENCY RESPONSE PLAN FOR COVID-19: Face Coverings and Gloves
Ensure Election Officers are wearing a face mask or a face shield while in the voting room. We encourage all election officers to wear a face mask, if possible. However, if an election officer says they cannot wear a face mask (e.g. for a medical reason), they are permitted to wear a face shield. You should not question someone’s reason for preferring to wear a face shield.
Election Officers may choose to bring and wear their own face covering, but our office will provide enough face masks and face shields for all officers.
Help ensure Election Officers wear face coverings properly (e.g. always covering nose and mouth, not pulled down to talk, etc.).
Ensure Election Officers wear gloves in the voting room when at stations requiring interaction with voters (e.g. at the Check-In Tables and Ballot Table).
0037. CONTINGENCY RESPONSE PLAN FOR COVID-19: Acrylic Sneeze Guards
Each precinct will also receive 8 clear Acrylic Sneeze Guards to be placed at the Check-In tables, Ballot Table, Chief’s Table, and other areas. Note that there is a cutout at the bottom to allow voters and officers to easily exchange materials (e.g. voter IDs, ballots, etc.).
NOTE: The sneeze guards you receive will be completely transparent after you remove the protective cover. However, in this picture, we have added blue tape to the edges of the acrylic sneeze guard so you can see it better.
0038. CONTINGENCY RESPONSE PLAN FOR COVID-19: Direct Voters to Place Their ID in a Box Lid on the Check-In Table
Place an extra table in front of the check-in tables and Chief’s table to maintain 6-feet of social distancing between voters and Election Officers. In addition, make sure that you maintain 6-feet of social distancing between all individuals in the voting room.
Use blue painter’s tape to mark a rectangle on the Check-in table. Place a box lid from a box of privacy folders inside the rectangle. Direct voters to place their ID in the box lid on the check-in table.
Slide the box lid back and forth through the opening in the sneeze guard to maintain social distancing.
0039. CONTINGENCY RESPONSE PLAN FOR COVID-19: Single-Use Items at the Ballot Table
0040. CONTINGENCY RESPONSE PLAN FOR COVID-19: Contingency Measures at the Voting Booths
0041. CONTINGENCY RESPONSE PLAN FOR COVID-19: Contingency Measures at the Voting Machines
0042. CONTINGENCY RESPONSE PLAN FOR COVID-19: Hand Sanitizer
0043. CONTINGENCY RESPONSE PLAN FOR COVID-19: Contingency Measures for Curbside Voting
0044. CONTINGENCY RESPONSE PLAN FOR COVID-19: Important Reminders from Contingency Response Plan
The following are important reminders from the Contingency Response Plan:
0045. BEFORE ELECTION DAY: TASKS TO COMPLETE: Intro
Let’s go through the tasks you should complete before election day.
0046. BEFORE ELECTION DAY: TASKS TO COMPLETE: Chief Materials + PPE Kit
All Chiefs and Assistant Chiefs must pickup essential election supplies the week before election day.
Everyone will receive a Chiefs Notebook and election supply envelope at your Supply Pickup time.
Usually, the Chief in each precinct receives just a black rolling kit. This election, the Chief will receive many more materials:
If you are the Chief, please make sure you have enough space in your car to take all of these materials with you. We will have a staff member take them to your car and load them inside.
0047. BEFORE ELECTION DAY: TASKS TO COMPLETE: Precinct Roster
First, you should have received a Precinct Roster by email. You will also receive a printed copy at your Supply Pickup time.
The Precinct Roster contains information for all of your election officers, including their name, phone number, email address, how many elections they have previously worked, and any additional languages they may speak.
If you have a Language Officer on your roster, that is an individual who has been assessed for their language skills in Spanish, Vietnamese, Korean, Chinese Mandarin, Arabic, or Farsi. They perform all regular election officer duties but may also assist voters who speak a second language.
0048. BEFORE ELECTION DAY: TASKS TO COMPLETE: Page Roster
You should have also received a printed High School Page Roster at your Supply Pickup time.
If you are the Chief, don’t forget to contact your High School Pages, if any, and go over any precinct-specific information with them.
0049. BEFORE ELECTION DAY: TASKS TO COMPLETE: Polling Place Info Sheet
This is the Polling Place Info Sheet. You should have received a copy by email already and you will also receive a printed copy at your Supply Pickup time.
All information on your Polling Place Info Sheet came directly from your polling place. The Chief should contact the polling place well before election day to confirm all details listed.
If you and your polling place mutually agree to change the voting room, send an email to notify our office.
0050. BEFORE ELECTION DAY: TASKS TO COMPLETE: The Week Before
OK, you’ve watched the Chiefs Briefing and picked up your election materials. What else do you need to do the week before election day?
First, both the Chief and Assistant Chief should submit their curbside phone numbers. If your cell phone number on file is the curbside phone number you want to use, you do not need to take any further action. We will pre-print both the Chief and Assistant Chief’s curbside number; on election day, you can select either number and insert it into your curbside voting sign.
Next, the Chief should contact all election officers. Go over information specific to your precinct and answer any questions your officers may have, especially those serving for the first time.
Lastly, the Chief should contact the polling place. If possible, visit the week before and meet your building contact, inspect the voting room, and verify your voting equipment has arrived.
0051. BEFORE ELECTION DAY: TASKS TO COMPLETE: The Day Before
Now, let’s jump forward to the day before the election! What do you do?
First, the Chief will receive the Sheriff’s Envelope. This envelope contains last-minute materials, including the iSync drive with the final list of registered and absentee voters. If you are the Chief, you do not have to be home; the Sheriffs will post it at your front door. If you do not receive it by 3:00 PM, let us know immediately so we can arrange for a backup to be delivered to you.
In addition, all available officers should help setup the polling place. You must first confirm the setup day and time with your polling place – don’t just show up! It’s especially important for the November 2020 election because most polling places are currently closed to the public and staff may not be present.
NOTE: If your polling place is a school, you may request to setup on the Wednesday, Thursday, Friday, or Monday before the election. As always, confirm the details with your polling place contact.
0052. BEFORE ELECTION DAY: ELECTION SUPPLIES: Intro
Hi, my name is Kay Garrison and I am the Inventory and Supply Manager.
0053. BEFORE ELECTION DAY: ELECTION SUPPLIES: Before Election Day
Please review your notebook. At the end of the evening, you may keep the notebook or trash it. Please don’t leave it in the precinct.
0054. BEFORE ELECTION DAY: ELECTION SUPPLIES: Supply List
Please make sure you have all the supplies. Try to keep the papers in the kit in the same order so they will be easier to find. There will be no I VOTED stickers this election. Remember you have blue handout sheets at the end of your notebook to give to your officers to help them pack up supplies at the end of the evening.
0055. BEFORE ELECTION DAY: ELECTION SUPPLIES: Kay's Phone Number
This is my phone number and my email address. If you don’t reach me, please leave a message and I will return your call or your email.
0056. BEFORE ELECTION DAY: ELECTION SUPPLIES: Signs and Postings
This sheet will help you with where to post your signs. The election officers may be putting up the signs, but it is up to the Chief and the Assistant Chief that the signs are in the correct places.
0057. BEFORE ELECTION DAY: ELECTION SUPPLIES: Single-Use Pens and Scratchpad
Each precinct will receive single-use pens, which you should distribute at the Ballot Table. Please have voters test the pens on the scratchpads before leaving to mark their ballots.
0058. BEFORE ELECTION DAY: ELECTION SUPPLIES: Pencil Case from Chief's Kit
Each Chief has a pencil case in their kit that contains items such as a stapler, scissors, rubber bands, and a new envelope sealant bottle.
0059. BEFORE ELECTION DAY: ELECTION SUPPLIES: 40-Foot Prohibited Area Kit
The 40-foot no campaigning rope has been marked at 6-ft and at 12-ft to help you measure where to mark your taped X’s and social distancing signs.
0060. BEFORE ELECTION DAY: ELECTION SUPPLIES: ExpressVote Cards
Please use the 10 cards in the plastic bag first. There is no need to count the cards in the wrappers. Open only if needed.
0061. BEFORE ELECTION DAY: ELECTION SUPPLIES: Demonstration Ballot
Use this Demonstration Ballot, if needed, to show voters how to fill in the circles on the ballot. Do not use the yellow sample ballot to do this.
0062. BEFORE ELECTION DAY: ELECTION SUPPLIES: Cancel Registration Form
If a voter is moving to another state and wants to cancel their registration in Virginia, they could use this form to do so.
0063. BEFORE ELECTION DAY: ELECTION SUPPLIES: Please Do Not
Please do not write on or put stickers on any of the pouches or badges. Use the blue sheets in the back of Chiefs notebook as a check off list.
0064. BEFORE ELECTION DAY: ELECTION SUPPLIES: Envelope #1A
You will receive two #1A envelopes. One with a label, one without a label. Please use the one with the label first. If you don’t need the second envelope just return it as is. If you use the second envelope, please fill out the back of envelope and place the (1A-2) signature seal on the back of the envelope. Don’t forget the two signatures. Please return both envelopes.
0065. BEFORE ELECTION DAY: ELECTION SUPPLIES: Envelope #1B
This is only used if voting hours are extended by a Court Order. Please return empty, unsealed, and unmarked – unless Court order was issued.
0066. BEFORE ELECTION DAY: ELECTION SUPPLIES: Envelope #4
You will also receive two #4 envelopes. Again, please use the one with a label first. If you don’t use the second #4, just return it as is. If you use it, place the (#4–2) signature seal on the back of the envelope. Again, please return both envelopes.
0067. BEFORE ELECTION DAY: ELECTION SUPPLIES: Calling the Office
When calling the office, always provide your precinct number and name.
For example: 100 PATRIOT, not Lincoln High School.
0068. ELECTION MORNING AND DURING THE DAY: Intro
Hi, it’s Ravi again. Let’s go through some items election morning and during the day!
0069. ELECTION MORNING AND DURING THE DAY: Opening Procedures
What’s the first thing you should do on election morning? Swear in your officers! But if any officers are late, don’t wait – swear in the officers who are present and start delegating tasks.
If any officers have not arrived by 5:30 AM, call our office. We will send out replacement officers, if possible.
0070. ELECTION MORNING AND DURING THE DAY: Setup Poll Pads
A very important reminder: make sure you insert the iSync drive into each and every Poll Pad in use! Remember, the iSync drive contains the most updated list of registered voters and absentee voters. If you do not use the iSync drive, your Poll Pads will be out-of-date.
The iSync drive arrives in the Sheriff’s Envelope that the Chief receives. Do not forget to bring it on election morning! My suggestion? Put it in your black rolling kit, so you can’t possibly forget it.
0071. ELECTION MORNING AND DURING THE DAY: Poll Pad Troubleshooting
If you have any issues with your Poll Pads election morning or during the day, you can consult the Poll Pad Troubleshooting Guide in section 14 of your Chiefs Notebook.
This section contains 27 common situations and step-by-step instructions for how to resolve them.
If you need further help, don’t hesitate to call Technical Support on election day.
0072. ELECTION MORNING AND DURING THE DAY: Poll Watchers
If you have Poll Watchers, you must collect a written authorization form from them. They cannot simply show you an email on their phone.
Remember that once authorized, Poll Watchers may move around within a voting room. They may observe, but not interact with voters. If they see an issue, they should talk to you directly as the Chief or Assistant Chief.
IMPORTANT : In this election, you may have individuals who come to the polling place and want to serve as unauthorized Poll Watchers. Remember, if they do not submit a written authorization form to you that is signed by the county or state chair of their party, they cannot serve as Poll Watchers. If you have any issues with unauthorized Poll Watchers, call our office on election day for assistance.
0073. ELECTION MORNING AND DURING THE DAY: Polling Place Etiquette
Please make sure that your Election Officers demonstrate good polling place etiquette. They should always be professional, welcoming, and kind. They should always ask before offering to assist a voter and be courteous and appropriate in their verbal and non-verbal communication. They should never tell a voter that they cannot vote, never touch a voter without their permission, and never discuss political topics. They should also never tell jokes to voters or to Election Officers when voters are present.
0074. ELECTION MORNING AND DURING THE DAY: Basic Etiquette for Assisting Individuals with Disabilities
This is basic etiquette for assisting individuals with disabilities. Speak directly to any person with a disability, not to their companion or sign-language interpreter. When speaking with someone who has a hearing impairment, speak directly, clearly, slowly, and expressively. Wave your hand If you need to get someone’s attention. Always identify yourself when meeting someone with a visual impairment. When conversing in a group, be sure to identify the person to whom you are speaking. Ask before you help; do not assume the person needs help. If a person does need assistance, allow the person to indicate how best to assist them before taking action. Do not make assumptions or decisions on what a person with a disability can or cannot do. Be sensitive about personal contact. Grabbing someone, even if you intend to give assistance, could knock the person off balance. Be sensitive about contact with assistive devices such as wheelchairs, walkers, canes, and guide dogs. These aids are part of an individual’s personal space.
0075. ELECTION MORNING AND DURING THE DAY: Turnout Surveys
As always, we are conducting turnout surveys on election day at 9:00 AM, 12:00 PM, and 3:00 PM. These help us gauge turnout throughout the day and send you more ballots, if needed.
At each designated time, we will send you a text message with an online link. You may also call us instead.
We strongly encourage you to pull out this page from your Chiefs Notebook and hand it to one of your election officers, as anyone may submit these numbers. It may be helpful to set alarms on their phone, so they don’t forget!
0076. ELECTION MORNING AND DURING THE DAY: Chief's Notes
If you have any issues or problems on election day, make sure to document them in your Chief’s Notes.
The Electoral Board and many office staff review these immediately after the election, so it’s very important to include all significant issues so that we may follow-up on them.
0077. ELECTION MORNING AND DURING THE DAY: Election Officer Evaluations
This is the Election Officer Evaluation Form. We ask that you complete this form for each of your officers to provide us with the feedback we need to be able to assign the best possible team to each precinct in future elections.
If you have any officers who are truly excellent, or any officers who need significant improvement, please make sure to add written comments to help us understand why. We review these very carefully after each election.
We strongly encourage you to complete all evaluations by 5:00 PM on election day, so it doesn’t distract you from closing the polls.
0078. NON-ROUTINE VOTERS: Intro
Most of your voters will be processed routinely by your Election Officers but there will be a few who will have some special circumstances and will need some additional help from the Chief or Assistant Chief. This section covers the most common election day circumstances you will encounter.
0079. NON-ROUTINE VOTERS: Voter Referral Worksheet
When your election officers have a voter they cannot check in on the Poll Pad and need to refer to the Chief, have them fill out a Voter Referral Worksheet with the “reason for the referral” box checked off. This worksheet will help you understand the issue you need to resolve and where to find it in the “What-Ifs” section of your Chiefs Notebook.
0080. NON-ROUTINE VOTERS: Non-Routine Voter Chart
The Non-Routine Voter Chart is in Section 5 of your Notebook. It covers the most common non-routine issues and guidance on what action to take. This is a quick start summary of the “What-Ifs” section. Please take some time to familiarize yourself with this document as it will save you time on election day.
0081. NON-ROUTINE VOTERS: What-Ifs
The more detailed, step by step guide is the “What-Ifs” section which is located in the Chiefs Notebook. Make sure you are familiar with the “What-Ifs.”
0082. NON-ROUTINE VOTERS: What if a Voter has no Acceptable ID?
The first non-routine situation is if a voter does not have an ID when they come to the polling location. There are three alternatives for the voter.
As of July 2020, the voter can now complete the new ID Confirmation Statement. If the voter completes this statement, they are eligible to vote normally.
The voter can vote provisionally and provide the Office of Elections with an acceptable ID by 12:00 p.m. on the third day after the election.
The voter can retrieve their ID from their car or home. But please do not tell them they must retrieve the ID to vote. This is not accurate. They are still eligible to vote with an ID Confirmation Statement or a Provisional Ballot.
0083. NON-ROUTINE VOTERS: ID Confirmation statement
This is an example of the ID Confirmation statement. As you can see, it’s a quick form to fill out!
First, the Chief, Assistant Chief, or Non-Routine Specialist fills in the precinct number and name, the date, and their initials.
Next, give the form to the voter, who signs and prints their name and writes the date. They may also add their birth year and last 4 digits of their social security number.
Lastly, check in the voter on the Poll Pad and select the “Voter Signed Oath” flag.
In following this procedure, a voter would be allowed to vote normally. That means you would issue them a regular ballot, they would mark it at the polling place, and they would deposit it in a DS200 ballot scanner.
0084. NON-ROUTINE VOTERS: Provisional Ballots
If the voter chooses to vote provisionally, provide them with a Provisional Vote Envelope, Provisional Voter Notice and a ballot. Use the Lime Green Provisional Envelope for ID provisional voters and the darker green envelope for all other provisional voters.
Remember - it is critical that the envelope is filled out completely and the voter and the Election Officer both sign the Provisional Ballot Envelope.
0085. NON-ROUTINE VOTERS: A Very Important Note
The Electoral Board and only the Electoral Board decides whether a provisional ballot is counted.
Some voters may ask you if their provisional vote will be counted. You cannot tell them one way or the other since the Electoral Board always makes the final decision.
0086. NON-ROUTINE VOTERS: What if a Poll Pad Indicates Someone is a HAVA Voter?
Sometimes, the Poll Pad may indicate that someone is a “HAVA voter.” A HAVA voter is someone who registered to vote using the Help America Vote Act of 2002 and must show acceptable identification from the HAVA-eligible list of IDs the first time they vote in a federal election in the state.
0087. NON-ROUTINE VOTERS: HAVA Voters
On the Poll Pad, you will receive a special prompt for HAVA voters.
To proceed, the HAVA voter must show you one of the following IDs, per the Code of Virginia:
For example, a student ID with photo is acceptable for all voters, including HAVA voters. However, a student ID without photo could be used by most voters, but not a HAVA voter.
IMPORTANT: If a HAVA voter does not have an acceptable ID, the ID Confirmation Statement is NOT sufficient. Instead, they may complete a provisional ballot. However, there is a special “HAVA-ID Provisional Voter Notice” specifically for HAVA voters without acceptable ID. Do not give the regular no-ID provisional notice to a HAVA voter.
0088. NON-ROUTINE VOTERS: What if Poll Pad Shows Voter Requested an Absentee Ballot?
You may see a lot of this in this election since there has been an unprecedented number of absentee ballot requests - so be prepared!
There are two situations that may present themselves. The first is if the voter has the absentee ballot in their possession and the second is if they do not. Let’s cover the first situation.
0089. NON-ROUTINE VOTERS: Mailed Absentee Ballots
If a voter has a completed absentee ballot envelope, first remind them they have the option of depositing it in the Absentee Ballot Drop-Off Box. Of course, some voters may not want to do this and will choose to surrender their absentee ballot so they may vote in-person instead.
If the voter has the ballot and chooses to surrender it, ask the voter to hand it to you, write ABSENTEE SPOILED on it, and then you can process the voter as a routine voter on the Poll Pad. You will need to provide a password to update the voter’s status on the Poll Pad. The spoiled ballot will go in Envelope #4.
If the voter does not have the absentee ballot with them, they can still vote provisionally. Provide them a GREEN Provisional Envelope, Provisional Notice and a ballot. Make sure the envelope is filled out completely and the reason code #4 box is checked.
0090. NON-ROUTINE VOTERS: What if a Voter has Moved?
If the voter has moved, there are a couple of questions you need to ask: “When did they move?” and “How far did the voter move?”
These situations can be tricky, so please do not hesitate to call Voter Registration staff in the Office of Elections if you are unsure of what to do.
0091. NON-ROUTINE VOTERS: Moving Conditions
This image is of the Moving Conditions chart from the “What-Ifs” section in the Chiefs Notebook. You will need to consult this anytime you have a voter who has moved and their current residential address does not match their registered address on the Poll Pad.
First, ask the voter, “When did you move?”
Then, determine “How far did the voter move?”
At the intersection of these two answers, the chart will guide you to a specific section of the “What-Ifs” which will give you detailed instructions on moving forward. This chart can be a bit confusing so you should definitely familiarize yourself with this chart before election day. If you do have questions on election day, don’t hesitate to call Voter Registration staff in the Office of Elections.
0092. NON-ROUTINE VOTERS: Presidential-Only Ballot
If a voter moved to another state less than 30 days before a presidential election, they may vote a Presidential-only ballot.
This is a ballot that has only one contest.
Follow the instructions in What-If 8b for more information.
0093. NON-ROUTINE VOTERS: What if a Voter is Marked as Inactive?
Voters can become inactive if they do not respond to a confirmation mailing or if they moved and did not update their voter registration. If the voter has moved, you need to go to the “What-Ifs” section of the Notebook.
0094. NON-ROUTINE VOTERS: Affirmation of Eligibility
If the Inactive voter has not moved, then they need to fill out the “Affirmation of Eligibility” form.
The Chief must complete Section A of the form and check option A.
The voter will complete Section B on the opposite side of the form.
You do not need to fill out the “Statement of Challenger” part of the form.
Once the form is completed the voter can be checked in on the Poll Pad. (Remember to check the “Voter Signed Oath” flag on the Poll Pad.)
0095. NON-ROUTINE VOTERS: What if a Voter Needs Assistance?
There are some voters who will need assistance reading, translating, or marking the ballot.
Many times, they will come with a person who will assist them. Others may need an Election Officer to assist them. Just about anyone can assist a voter but they all need to fill out the Request for Assistance Form.
The only exception is children who are age 15 or younger. They may assist without filling out the form.
Please remember that if an Election Officer assists a voter, they should still try to maintain the 6-feet of social distancing. We know this will be difficult but it’s very important.
0096. NON-ROUTINE VOTERS: Request for Assistance
The top part of the Request for Assistance form is filled out by the Election Officer and then given to the voter to fill out Section A.
Section B is filled out by the person who will assist the voter. In Section B, that person is affirming that they are not one of the “prohibited” class of people.
Once this form is completed and returned to the Chief, the voter’s assistant can provide any help with the ballot.
0097. NON-ROUTINE VOTERS: What if a Voter Wants to Vote Curbside?
Voters who are over 65 or disabled are eligible to vote outside the polls. Given the current health crisis, do not question any voter’s eligibility to vote curbside.
The voter will call the curbside number and two election officers will go out to the curb and assist them.
No form is required for someone to be able to vote curbside, but some voters may need assistance so the election officer should take a Request for Assistance form with them.
The voter can vote routinely, as long as the Election Officer checks the “Outside Polls” flag on the Poll Pad.
0098. NON-ROUTINE VOTERS: Curbside Voters
Always send 2 officers outside to help curbside voters.
Do not take Poll Pads outside.
0100. CLOSING THE POLLS: Closing the Polls
Before you or your Election Officers close the DS200 and begin completing the election forms, you must check the Auxiliary Compartment to make sure it’s empty, even if you don’t think you used it during the day.
If there are any ballots inside the Auxiliary Compartment, remove them and insert them into the scanner. If any ballot cannot be scanned, you will have to hand-count them.
0101. CLOSING THE POLLS: Cutting the DS200 Tapes
After the DS200 tape prints, you will need to cut it in certain places and attach them to the appropriate document. There is a handout in the back of your Chiefs Notebook that provides some extra guidance on how to do this.
0102. CLOSING THE POLLS: Completing the SOR
Follow the instructions in Section 8 of the Chiefs Notebook to complete your Statement of Results (SOR).
You should complete the back page, with the candidate totals, first. This way, you can call in your results as soon as possible. A lot of people are waiting to find out who won!
IMPORTANT: Remember though that all election officers should focus on closing the polls. Do not let anyone get distracted with speculating about which candidates may be ahead or will win.
0103. CLOSING THE POLLS: Call Sheet and Backup Call Sheet
As soon as you complete the SOR candidate totals sections, you should copy the information over to your call sheets.
You should have two call sheets: a buff color one that you will post at the precinct and a blue one that the Chiefs will drive back on election night.
As soon as you’ve filled out your call sheets, call in your results.
If you are not able to call in your results by 8:30 PM, you should call your Rover so they may help you if needed.
0104. CLOSING THE POLLS: Remove All Media
Once you have closed down and unplugged the DS200 and the ExpressVote machines, you will need to remove the media sticks, also known as USB flash drives, and return them in the orange #7 pouch.
As of March 2020, you must remove all media sticks from all machines, whether you used them for voting or not.
0105. CLOSING THE POLLS: Remove Media from ExpressVote
To remove the media stick from the ExpressVote machine, open the access door on the left side using the barrel key and then pull the media stick labeled with the green dot.
0106. CLOSING THE POLLS: Remove Media from the DS200
To remove the media sticks from the DS200, first open the front media compartment using the barrel key and remove the media stick (with the orange dot) from the USB port.
0107. CLOSING THE POLLS: Remove Media from the DS200 (Continued)
After locking the front media compartment, close the DS200 screen and then open the rear battery compartment behind the screen. Pull the media stick with the yellow dot from the USB port and then close and lock the compartment.
0108. CLOSING THE POLLS: Removing and Securing Ballots (1)
Removing and Securing the Ballots:
Step 1: Open the Ballot Compartment as shown
Step 2: Carefully remove and secure the ballots from the DS200 machine
0109. CLOSING THE POLLS: Removing and Securing Ballots (2)
Step 3: Remove all the ballots. Check the sides and inside door.
Step 4: Collect the ballots into a neat stack.
Step 5: Place ballots in the cardboard boxes. You may reuse the empty boxes that the new ballots came in plus you have 3 additional boxes in the grey cart. You should be able to get at least 800 ballots in one box so if you know that you have more than that you can prepare more boxes as needed beforehand.
0110. CLOSING THE POLLS: Removing and Securing Ballots (3)
Step 6: Use the RED tamper tape to seal the box by placing one strip across the seam on the top and another strip completely around the box as shown.
0111. CLOSING THE POLLS: Removing and Securing Ballots (4)
Step 7: Prepare the labels for the boxes but do not affix them. Count the number of boxes and label as shown. Using the white #3 Counted Ballots sheet, write the DS200 serial number (which can be found on the back of the DS200 screen) as well the box number. In this example, there are 2 boxes of counted ballots. The first box is labeled Box 1 of 2 and the second box is labeled Box 2 of 2. Make 2 copies for each box.
0112. CLOSING THE POLLS: Removing and Securing Ballots (5)
Step 8: On the front and side of each box, place the prepared white #3 sheets.
Step 9: Place a yellow #3 sticky label on top.
Step 10: All officers who are present must sign yellow #3 sticky labels.
0113. CLOSING THE POLLS: Unvoted Ballots
Unvoted ballots should be secured, sealed and labeled using the blue #6 Unused Ballots sheet. Count the number of boxes and number them accordingly. Again, make 2 copies for each box and place one sheet on the front and one sheet on the side of the box.
0114. CLOSING THE POLLS: Absentee Ballots
Remember, the new white cardboard boxes are used for the absentee ballot envelopes from the Drop-Off Box. As soon as they have sealed and secured the white cardboard boxes, the 2 Absentee Ballot Collectors should immediately drive them to Room 339 in the Fairfax County Government Center.
0115. CLOSING THE POLLS: Types of Seals
You will receive 2 types of seals in the grey cart. They are found in the clear plastic portfolio on the top shelf of the cart. In the first picture on the top, there are 2 tab seals, one red and one blue. The red tab seal is used to secure the orange #7 pouch and the blue tab seal is used to secure the blue #2 pouch. The red zip tie seals are used to secure the voting equipment.
0116. CLOSING THE POLLS: Sealing the Numbered Pouches
Use the tab seals for the pouches. Be careful inserting the seal, it breaks easily. In case one of them breaks, you may use a red zip tie seal to secure the pouch by sliding it under the lock as shown.
0117. CLOSING THE POLLS: Signatures
There are a number of documents that require signatures from the Chief, Assistant Chief, and all Election Officers.
For all documents, the Chief should always sign in position 1, the Assistant Chief should sign in position 2, and the two Absentee Ballot Collector officers should sign in positions 3 and 4. All other election officers may sign in the remaining positions. Please try to have all officers sign in the same spot on each form (e.g. the officer who signs in position 5 on the Oath should sign on position 5 on all other forms).
Before you finish packing everything, use the Required Signature Checklist in the Chiefs Notebook to ensure that all officers have signed all required documents. If any required document is missing an Officer’s signature, we will call the Election Officer whose signature is missing and they will have to come to the Office of Elections within 2 days to sign them. It’s much better to make sure everything is signed on Election Day than to have to come to our office! But you should never have your officers pre-sign forms and labels during the day.
0118. CLOSING THE POLLS: Return Checklists
In the Handouts section of your Notebook, you will find the checklist of items to return in the Black Kit. It is important that all Envelopes and Pouches be returned in the Black Kit. Please use this checklist to make sure that you have all the items.
0119. CLOSING THE POLLS: Gray Cart Inventory
Also in the Handouts section, you will find a gray cart inventory sheet. There are pictures of what the cart looks like when you receive it and what it should look like when you return it. You can use this page to make sure you have returned the correct items to the gray cart.
0120. CLOSING THE POLLS: Return PPE - Liquids
Return unused bottles of hand sanitizer and disinfectant spray in a PPE bag within the box.
Remove the spray nozzle and secure the original lid tightly to avoid spillage.
0121. CLOSING THE POLLS: Return PPE
Return ALL unused PPE supplies in the bag or box that they came in.
Return all used face shields in the special bag.
Dispose of any used single-use pens and privacy folders.
0122. CLOSING THE POLLS: Windshield Sign
Chiefs, please bring this sign with you when you return your election materials. Do not pack it in your kit. Place it in your windshield when driving up to the Fairfax County Government Center or Mount Vernon Government Center so we can quickly identify your precinct.
0123. CLOSING THE POLLS: Return Items
Please refer to Section 9 of your Notebook for a checklist of the items that are to be returned to Government Center in the Chief’s car.
All of these items must be returned in the chief’s car on election night:
If any of the items are missing, you will be required to return to your polling place and retrieve them.
Lastly, please be sure that you call your Rover when leaving the polling place or by 9:30PM, whichever comes first.
If you have any questions, submit them by email to: ElectionOfficers@fairfaxcounty.gov
We will host an optional Zoom webinar on Friday, October 30 at 10:00 AM to answer these questions. Afterwards, we will also email a recording to all Chiefs and Assistant Chiefs.
You have now finished reviewing the online Chiefs Briefing. You must return to the Election Officer Portal and take the quiz to acknowledge you have reviewed this briefing.
Thank you and have a great election day!