001. INTRO: Intro
Welcome to the online pre-election Chiefs Briefing for the June 8, 2021 Democratic Party Primary Election!
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 Action Plan for Polling Place Operations during COVID-19.
In addition, you will have an opportunity to participate in an optional Zoom question and answer session on Friday, June 4 at 2:00 p.m.
002. INTRO: Welcome to the Chiefs Briefing!
The Electoral Board, the General Registrar, and the Election Manager thank you for agreeing to serve in this election.
We truly appreciate your leadership and commitment to the election process.
003. INTRO: Election Administration Staff
This online Briefing will be led by Election Administration staff such as:
004. OVERVIEW: Intro
Hi, my name is Ravi and I serve as the Election Officer Manager. I’ll take you through an Overview of what’s new this election.
005. OVERVIEW: Highlights for this Election
On Tuesday, June 8, 2021, registered voters in Fairfax County can vote in the Democratic Party Primary to choose candidates for Governor, Lieutenant Governor, and Attorney General. In addition, registered voters in many of the county’s polling places can vote in the Democratic Primary to choose a candidate for the House of Delegates. Polling places will be open from 6:00 a.m. to 7:00 p.m.
VOTING EQUIPMENT, POLL PADS, AND BALLOTS
We have allocated 2 DS200 voting machines, 2 ExpressVote machines, 3 to 6 Poll Pads, 1 to 3 boxes of ballots, and 110 ExpressVote cards to each precinct. You should set up one DS200 and one ExpressVote machine. The second DS200 and the second ExpressVote machine will be available as a backup.
NON-ROUTINE AND PROVISIONAL VOTERS
You are required to offer a provisional ballot to any voter who is not able to vote at your precinct in the routine manner. At the same time, you are also responsible for directing voters to the correct precinct so they will have the best chance of having their ballot count. Call voter registration staff at 703-324-8765 if you have any questions about Non-Routine or provisional voters on Election Day.
006. OVERVIEW: Ballots and Contests
Each precinct will receive ballots for 30% of your registered voters. All ballots are 14-inches in length and are 1-sided.
All voters in Fairfax County will have the opportunity to vote on the Democratic nominees for Governor, Lieutenant Governor, and Attorney General.
Voters in some precincts will have the opportunity to vote on a Democratic nominee for the state House of Delegates.
007. OVERVIEW: Updated Guidance on Face Coverings
Based on new guidance from the Commonwealth of Virginia, we have updated the requirements regarding use of face coverings by election officers in a polling place:
If you are fully vaccinated, you are no longer required to wear a face covering while working at the polls. The Office of Elections still encourages election officers to wear a face covering when assisting voters.
If you are not fully vaccinated, you must continue to wear a face covering at all times when at a voting station in the voting room. If you are unable to wear a face mask, you may wear a face shield. You may remove your face covering when you are on break, away from a voting station.
IMPORTANT : Do not ask other election officers to provide proof of vaccination status.
NOTE: If your polling place building has more specific requirements about face masks, you will have to adhere to those.
008. OVERVIEW: Action Plan for COVID-19
009. OVERVIEW: Election Officers
For this election, each precinct needs 5 to 7 election officers. However, we have assigned at least 1 extra officer in almost all precincts, so you should have 6 to 8 election officers in most polling places.
010. OVERVIEW: Position Descriptions
In the “Handouts” section of your Chiefs Notebook, we provide salmon-colored position description pages. You should remove these from your Notebook and place them near each station in the voting room.
Election officers will rotate among the following duties during election day:
Note that the Drop-Off Box Officer is the individual who will monitor the Absentee Ballot Drop-Off Box between 6 a.m. and 7 p.m. You can rotate this position and have different officers perform this function throughout the day. This position is different from the two Absentee Ballot Collectors, who are responsible for counting and securing absentee ballots at 7:00 p.m. and taking them to the Fairfax County Government Center.
011. OVERVIEW: Acceptable IDs
The Virginia General Assembly passed legislation impacting the requirements for Voter IDs at polling places that took effect on July 1, 2020. There were also minor additional changes that took effect on January 1, 2021. You will have a one-page list of all acceptable IDs that you can check at any time.
Remember, there are many additional IDs that may now be accepted, including:
Digital copies of some IDs are now acceptable including a current utility bill, bank statement, government check, paycheck, or other government document with the voter’s name and address.
012. OVERVIEW: Updated Poll Pad Software
As you may recall from the New and Experienced Election Officer training class, the Poll Pad app has been updated!
The new Poll Pad app looks different, but functions very similarly to the previous version. All the buttons and features are in basically the same places.
On election day, we will have lots of staff in our Technical Command Center, ready and able to help you with any Poll Pad questions. Don’t hesitate to call us if you need help!
013. OVERVIEW: Absentee Ballot Drop-Off Box (1)
Each polling place will receive one Absentee Ballot Drop-Off 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.
014. OVERVIEW: Absentee Ballot Drop-Off Box (2)
You should assemble the absentee ballot drop-off box before election day.
The drop-off box should be located just outside the building entrance for the polling place, away from the line of voters, in an area that is visible to voters.
The election officer who monitors the drop-off box should also look for curbside voters and notify the Chief/Assistant Chief when there is a curbside voter.
The drop-off box must be monitored by an election officer from 6:00 a.m. to 7:00 p.m. on election day.
If practical, the individual who monitors the drop-off box should also serve as the Greeter.
Voters are not required to provide identification or identify themselves when they place a voted absentee ballot envelope in the drop-off box.
Voters are permitted to place more than one voted absentee ballot envelope in the drop-off box.
We have designated two officers as absentee ballot collectors. These individuals will be responsible for counting and securing voted absentee ballots at 7:00 p.m. and taking these ballots, along with the purple pouch containing the election media from the DS200s, to the parking lot at the Fairfax County Government Center.
The absentee ballot collectors will also be responsible for emptying the drop-off box and securing absentee ballots during the day if the drop-off box is full.
015. OVERVIEW: Absentee Ballot Collectors (1)
016. OVERVIEW: Absentee Ballot Collectors (2)
017. BEFORE ELECTION DAY - TASKS: Intro
Hi, my name is Alina Selnick-Escobar and I’m the Election Officer Assistant Coordinator.
Let’s go through the tasks you should complete before election day!
018. BEFORE ELECTION DAY - TASKS: 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 also receive some PPE materials (in one cardboard box and one large Zip-Loc bag).
If you are the Chief, please make sure you have enough space in your car to take all these materials with you. We will have a staff member take them to your car and help load them inside.
019. BEFORE ELECTION DAY - TASKS: Precinct Roster
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, Mandarin Chinese, Arabic, or Farsi. They perform all regular election officer duties but may also assist voters who speak a language other than English.
020. BEFORE ELECTION DAY - TASKS: 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.
021. BEFORE ELECTION DAY - TASKS: The week before election day...
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.
022. BEFORE ELECTION DAY - TASKS: The day before election day...
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!)
023. BEFORE ELECTION DAY - TASKS: During site visit (1)
When you visit your polling place, either the week before election day or during setup, verify that you received:
IMPORTANT: Check the precinct number on the gray cart is correct. If it is not, let us know immediately.
024. BEFORE ELECTION DAY - TASKS: During site visit (2)
During your site visit, verify the ballot compartment of the DS200 is sealed with a red zip-tie seal.
On election morning, you will cut the seal, verify the ballot compartment is empty, and re-seal with a new zip-tie seal.
025. BEFORE ELECTION DAY - SUPPLIES: Intro
Hi, my name is Kay Garrison and I am the Election Inventory and Supply Manager. Let’s go over your election supplies and what you should check before election day.
026. BEFORE ELECTION DAY - SUPPLIES: Chiefs Notebook
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.
027. BEFORE ELECTION DAY - SUPPLIES: Supply List
Please use the Supply List in the beginning of the Chiefs Notebook to make sure you have all the supplies. Try to keep the papers in the black rolling kit in the same order so they will be easier to find.
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.
028. BEFORE ELECTION DAY - 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.
029. BEFORE ELECTION DAY - SUPPLIES: 'I Voted' Stickers
Exciting news…there will be “I VOTED” stickers again this election!
You will tear them off and place them on a table so voters may pick them up safely. Remember to only tear off 10 or 15 at a time.
030. BEFORE ELECTION DAY - SUPPLIES: Pencil Case form Chief's Kit
Confirm your kit has a pencil case containing items such as a stapler, scissors, rubber bands, and an envelope sealant bottle.
If you need extra staples, look underneath the stapler! They are behind a rubber flap.
031. BEFORE ELECTION DAY - SUPPLIES: 40-foot Prohibited Area Kit
Confirm your kit has a 40-foot Prohibited Area kit containing rope, chalk, and yellow security tape.
The rope has been marked at 6-feet and at 12-feet to help you measure where to mark your taped X’s and social distancing signs.
032. BEFORE ELECTION DAY - SUPPLIES: ExpressVote Cards
You will receive a folder with 100 sealed ExpressVote cards and a plastic bag with 10 loose ExpressVote cards.
Please use the 10 loose cards in the plastic bag first.
Open the sealed pack of ExpressVote cards only if needed.
033. BEFORE ELECTION DAY - SUPPLIES: Demonstration Ballot
This is the Demonstration Ballot with a generic Mount Rushmore election. You can use it to point and show voters how to fill in the circles on the ballot.
Do not use the real sample ballot to do this. If you point at circles or candidates on the real sample ballot, voters will think you are trying to encourage them to vote for that candidate.
034. BEFORE ELECTION DAY - 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 the Chiefs Notebook as a check-off list.
035. BEFORE ELECTION DAY - SUPPLIES: Envelope #1B
Any provisional envelopes completed during voting hours will go in the large #1A provisional envelope.
This picture is of the large #1B provisional envelope. It is only used if voting hours are extended by a Court Order. If that does not happen, please return this envelope as is – do not write on it or seal it.
036. BEFORE ELECTION DAY - SUPPLIES: Large Manila Envelope
In your supplies, you will receive 2 large manila envelopes for securing voted absentee ballots.
Give one envelope to the Absentee Ballot Collector officers, who will use it to secure any voted absentee ballots from the drop-off box.
If they do not need the second envelope, return it with your other materials.
037. BEFORE ELECTION DAY - SUPPLIES: Purple Pouch
As previously mentioned, you will have a new purple pouch.
When you shut down the DS200s, you will take out the USB flash drives and put them in this pouch. We have already given you a zip-tie seal inside the pouch that you can use to seal it.
Then give the pouch to the Absentee Ballot Collector officers to immediately transport to the Fairfax County Government Center.
038. BEFORE ELECTION DAY - SUPPLIES: Calling the office
Just a reminder: when calling the office, always provide your precinct number and name.
For example: 100 PATRIOT, not Lincoln High School.
039. ACTION PLAN FOR COVID-19: Intro
Hi, my name is Linda Meza Jarquin and I work on the Voter Registration team. I’m going to take you through the Action Plan for Polling Place Operations during COVID-19.
040. ACTION PLAN FOR COVID-19: Post social distancing signs
We will provide you with two laminated copies of the social distancing signs on the left with the county seal. Post these signs at the entrance to the voting room.
We will provide you with two other 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.
041. ACTION 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, use blue painter’s tape to tape the signs to the floor.
IMPORTANT: Do not stick 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.
042. ACTION PLAN FOR COVID-19: Use arrows to direct voters
Use arrows to direct voters.
043. ACTION PLAN FOR COVID-19: Acrylic sneeze guards
Each precinct will receive 4 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.
044. ACTION PLAN FOR COVID-19: Check-In Table
Ensure all Poll Pads are setup and at least 6 feet apart.
Ensure sneeze guards are setup.
Ensure an extra table is placed in front of each Check-In Table.
Ensure blue painter’s tape is used to mark a rectangle on the check-in table.
Ensure voters are placing their ID in a box lid (from the box of privacy folders) to minimize direct contact.
045. ACTION PLAN FOR COVID-19: Ballot Table
Ensure an extra table is placed in front of each Check-In table.
Ensure sneeze guards are setup.
Use a box to exchange Voter Permit Cards, ballots with privacy folders, and pens to minimize direct contact.
046. ACTION PLAN FOR COVID-19: Voting Booths
Ensure voting booths are set up at least 6 feet away from each other.
Ensure an election officer retrieves pens left by voters and place them in the bag with the “Used Pens” label until they are sanitized.
Ensure an election officer sanitizes the voting surfaces inside the voting booths on a regular basis throughout the day.
047. ACTION PLAN FOR COVID-19: Voting Machines
Ensure 6 feet of distance between any voters waiting to use the voting machine.
Tear off 10 “I Voted” stickers at a time and place them on a table so voters can pick them up on their own.
Do NOT use the spray disinfectant to clean voting machines. Use alcohol wipes if the surface needs to be cleaned.
048. ACTION PLAN FOR COVID-19: Hand Sanitizer
Ensure hand sanitizer has been provided to election officers to use throughout the day.
Ensure hand sanitizer is available for voters to use as they EXIT the polling place.
Do not place hand sanitizer at the entrance as it leaves a residue on the ballot and can jam the DS200 scanners.
049. ACTION PLAN FOR COVID-19: Curbside Voting
Two election officers will assist curbside voters.
Do not question any voter’s right to vote curbside.
Ask the voter to only partially roll down their window.
Approach the voter from the passenger side door of their car to maintain social distancing.
Handle only one voter at a time and follow our normal curbside procedures.
050. ELECTION MORNING AND DURING THE DAY: Intro
Hi, it’s Ravi again. Let’s go through some items election morning and during the day!
051. 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.
052. ELECTION MORNING AND DURING THE DAY: Setup Poll Pads
The iSync drive arrives in the Sheriff’s Envelope that the Chief receives. Do not forget to bring it on election morning! Our suggestion? Put it in your black rolling kit, so you can’t possibly forget it.
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.
053. 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.
054. 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.
055. 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!
056. 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.
057. ELECTION MORNING AND DURING THE DAY: Election Officer Evaluation Form
This is the Election Officer Evaluation Form. We have updated it significantly so that you can review all of your officers on one page.
We use this information to assign the best possible team to each precinct in future elections. If you have officers who are truly excellent, or any officers who need improvement, please make sure to add written comments to help us understand why. We review these very carefully after each election.
You should complete this form by 5:00 PM on election day, so it doesn’t distract you from closing the polls.
058. NON-ROUTINE VOTERS: Intro
Hi, it’s Alina again.
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 additional help from you as the Chief or Assistant Chief.
Let’s go over the most common election day circumstances you will encounter!
059. NON-ROUTINE VOTERS: Voter Referral Worksheet
When your election officers have a non-routine voter, 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.
The “What-Ifs” section of the Chiefs Notebook is your best friend on election day – it covers all non-routine voter situations and what you need to do to help someone vote!
060. NON-ROUTINE VOTERS: Non-Routine Voter Chart
The Non-Routine Voter Chart is in Section 5 of your Notebook.
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.
061. NON-ROUTINE VOTERS: What if a voter has no acceptable ID?
What if a voter does not have an acceptable ID?
As of July 2020, remember that a voter can now complete the ID Confirmation Statement. If a voter completes this statement, they are eligible to then vote normally. It’s that simple!
062. NON-ROUTINE VOTERS: What if a voter has moved?
What if a voter has moved? 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.
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 the voter moved.
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 familiarize yourself with it before election day. If you do have questions on election day, don’t hesitate to call Voter Registration staff in the Office of Elections.
063. NON-ROUTINE VOTERS: What if a voter is marked as Inactive?
What if a voter is marked as Inactive on the pollbook?
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.
If the Inactive voter has not moved, then they need to fill out the “Affirmation of Eligibility” form. For this situation, you can disregard the “Statement of Challenger” part of the form.
Once the form is completed, check in the voter on the Poll Pad (remember to select the “Voter Signed Oath” flag.)
064. NON-ROUTINE VOTERS: What if a voter needs assistance?
What if a voter needs assistance?
Some voters need help reading, translating, or marking the ballot. Sometimes, they will come with a person who will assist them. Others may need an Election Officer to assist them.
A voter and their assistant must complete the Request for Assistance form. Once this form is completed and returned to the Chief, the voter’s assistant can provide any help with the ballot.
(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.
065. NON-ROUTINE VOTERS: What if a voter wants to vote curbside?
What if a voter wants to vote curbside?
Voters who are over 65 or disabled are eligible to vote outside the polls. Do not question any voter’s eligibility to vote curbside.
The voter will call the curbside number displayed on the large yellow A-frame sandwich sign. Two election officers should go out to the curb and assist them. (Do not take Poll Pads outside.)
No form is required for someone to be able to vote curbside. However, some curbside voters may need assistance so election officers should take a Request for Assistance form with them.
Make sure to check the “Outside Polls” flag on the Poll Pad for any curbside voters.
066. NON-ROUTINE VOTERS: What if a voter requested an absentee ballot?
What if a Poll Pad indicates that a voter requested an absentee ballot?
If a voter has the completed absentee ballot envelope, first remind them they have the option of depositing it in the Absentee Ballot Drop-Off Box.
If a voter has an absentee ballot but wants to vote in-person, they can choose to surrender their ballot. In this case, ask the voter to hand it to you, write ABSENTEE SPOILED on it, process the voter on the Poll Pad, and then give the voter a new ballot to vote in-person.
If the voter does not have the absentee ballot with them, they must vote provisionally.
067. NON-ROUTINE VOTERS: Provisional Ballots
If the voter needs to vote provisionally, provide them with a Provisional Vote Envelope, Provisional Voter Notice, and a ballot.
Remember - it is critical that the envelope is filled out completely and the voter and the Election Officer both sign the Provisional Ballot Envelope.
068. 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.
069. CLOSING THE POLLS: Intro
Hi, my name is Sushila Arur and I work on the Election Officer team.
I’m going to take you through the Closing Procedures. We’re in the home stretch now!
070. CLOSING THE POLLS: Securing absentee ballots
When closing procedures begin (at 7:00 PM or after the last voter in line has voted), the Absentee Ballot Collector officers should be outside the voting room with the Drop-Off Box.
They will remove and count the absentee ballot envelopes, then secure them in a large manila envelope.
On the front of the envelope, they will tape a pink sheet that indicates how many absentee ballot envelopes are inside.
On the back of the envelope, they will secure it with red tamper tape and then apply a signature seal.
They should then disassemble the Drop-Off Box and pack it in the cardboard box again.
We will provide Chiefs, Assistant Chiefs, and Absentee Ballot Collector officers with more detailed instructions by email before election day.
071. CLOSING THE POLLS: Check Auxiliary Compartment
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.
072. 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 USB flash drives. You must remove all media sticks from all machines, whether you used them for voting or not.
Each DS200 contains 1 main USB flash drive and 1 backup USB flash drive. Return these in the purple pouch.
Each ExpressVote contains just 1 USB flash drive. Return these in the orange #7 pouch.
073. CLOSING THE POLLS: Purple Pouch
Remember that the Absentee Ballot Collectors are waiting to take custody of the sealed Purple Pouch containing election media from the DS200 machines.
During closing, your first priority should be to shut down the DS200 scanners and remove the USB flash drives as soon as possible.
Ensure that the Purple Pouch contains 4 USB flash drives (2 from each DS200) before sealing it.
Once it is sealed, give the Purple Pouch to the Absentee Ballot Collectors through a doorway.
074. CLOSING THE POLLS: Absentee Ballot Collectors
As soon as the Absentee Ballot Collectors have the absentee ballots and the purple pouch, they should leave immediately to drive to the Fairfax County Government Center. This should be no later than 7:30 PM.
Absentee Ballot Collectors will not sign the SOR or other closing documents.
Absentee Ballot Collector officers are encouraged to drive together in the same car, if possible (especially if vaccinated). But if they prefer, they may drive separately.
075. 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.
076. CLOSING THE POLLS: Completing the SOR
Follow the instructions in Section 8 of the Chief’s 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: 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.
077. CLOSING THE POLLS: Call Sheet & 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 8:00 PM, you should call your Rover so they may help you if needed.
078. CLOSING THE POLLS: Sealing the numbered pouches
Use the tab seals for the pouches.
Be careful inserting the seal, it breaks easily. If you break the tab seal, use backup zip-tie seals.
079. 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.
080. 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.
081. CLOSING THE POLLS: Gray cart inventory
In the Handouts section, you will also find a Gray Cart Inventory sheet.
There are pictures of what the gray cart looks like when you receive it and what it should look like when you return it.
Use this page to make sure you have returned the correct items to the gray cart.
082. CLOSING THE POLLS: Return PPE
Return all PPE supplies in the bag or box that they came in.
If they have been opened, you do not need to return small bottles of hand sanitizer, spray disinfectant, or wipes.
Remove the spray nozzle from the spray disinfectant. Secure the original lid tightly to avoid spillage.
083. 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.
084. 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 9:00PM, whichever comes first.
085. CONCLUSION: Conclusion
If you have any questions, submit them by email to: ElectionOfficers@fairfaxcounty.gov
We will host an optional Zoom webinar on Friday, June 4 at 2:00 PM to answer your questions. We will email a recording to all Chiefs and Assistant Chiefs afterwards.
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!