General & Special ElectionsTuesday, November 2, 2021

ONLINE TRAINING COURSE FOR

VIRGINIA BEACH ELECTION OFFICIALS

COMPLETE TRAINING BEFORE OCTOBER 23RD

You have been designated to complete your election training online.

The subjects covered in this lesson are vital to learning how to assist voters on Election Day.

Read the entire document and answer the questions at the end.

STEP 1

These instructional slides will cover how to prepare yourself for Election Day, various job assignments, as well as voting options for Election Officials and voters. We will wrap up the training by showing how the unofficial election night results become certified.

STEP 2

Complete the quiz and receive a passing score. You may repeat the quiz as needed.

Training Steps

Objective

It is our responsibility to provide each eligible voter the opportunity to vote in a safe and unbiased environment.

Staff of Voter Registration & Elections and our team of dedicated Election Officials continually strive to provide voters with outstanding customer service while abiding by Virginia Election Laws and Department of Elections policy.

https://youtu.be/wbXO5821SIw

watch a video about ELECTION SECURITY

from the U.S. Election Assistance Commission

CLICK LINK BELOW TO VIEW:

• Virginia Beach Voter Registration & Elections put precautions and procedures in place to minimize risks of exposure to COVID-19 BOTH during early voting and at all polling locations.

• AS AN EMPLOYEE OF THE CITY OF VIRGINIA BEACH, ALL ELECTION OFFICIALS

ARE REQUIRED TO WEAR A FACE COVERING ON ELECTION DAY (eff. 9.29.21).

• FACE COVERINGS ARE REQUIRED ON ANY INDIVIDUAL ENTERING A VIRGINIA

BEACH CITY PUBLIC SCHOOL. SIGNS WILL BE POSTED TO ALERT VOTERS AND

EXTRA MASKS WILL BE PACKED IN THESE POLLING LOCATIONS. NOTE: FEDERAL

LAW STATES THAT NO VOTER SHOULD BE TURNED AWAY SO ADDITIONAL

COMMUNICATION MAY BE NECESSARY.

• If an EO 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 preference.

• We want to keep you healthy, so we recommend the use of disinfectants and follow the procedures detailed in this training.

COVID-19 Precautions & Mask Guidelines

• Do NOT work Election Day if you wake up feeling ill. Contact your Chief Election Official immediately

• If an EO becomes ill on Election Day, they should leave the polling location. Be sure to sanitize their working area.

• The Chief Election Official should notify the Election’s Office.

If an Election Official appears to be ill

• You are NOT permitted to ask a voter if they have COVID-19.

• You may offer the voter the opportunity to vote Outside Polls.

• Otherwise, we recommend expediting the process for this voter.

• NEVER infringe on a voter’s right to vote.

If a Voter appears to be ill

PRE-ELECTION

Up Next…

How Will YOU Cast Your Ballot?

• IMPORTANT: Election Officials NOT working in their own voting location and wish to vote, must VOTE EARLY!

• Election Officials working in their own voting precinct may vote on Election Day OR vote early.

• Check out all of your voting options by logging into the Easy Vote web portal. Look for this form in the Latest News tab.

How Will YOU Cast Your Ballot?

• You can even request an absentee ballot to be mailed to you. Choose to return it by mail or place in one of the Ballot Drop boxes.

• Check out the voting DEADLINES by logging into your Easy Vote web portal. Look for this form in the Latest News tab.

• Satellite in-person voting locations open on Monday, October 18th.

• In-person early voting deadline is Saturday, October 30th.

Will My Early Vote Count?

▪ Absentee/Early voting ballots, those sent by mail and those cast in-person, are counted in Virginia, as if the ballots were cast in a polling place.

▪ Ballots must be postmarked by election day or dropped off at the Office of Elections no later than 7:00 p.m. on election day.

▪ Election Officials are staffed at the Central Absentee Voter Precinct (#101) to ascertain and record the total votes given by all absentee/early voted ballots.

Absentee voting is now Early voting (no excuse – passed 2020)

Virginia Election Code 24.2-712 Central absentee voter precincts; counting ballots

Election Official Etiquette

1st Offense: Chief will discuss complaint with Election Official; 2nd Offense: Election Official will be asked to leave the polling place.

• To tell a voter that they cannot vote.

• Argue with a voter.

• Express political opinions.

• Make off beat comments.

• Treat all voters in a fair and unbiased manner.

• Follow the direction given by the Chief and Assistant Chief.

• Respect the other Election Officials you are working with.

Be Prepared

PLAN AHEAD

You will NOT be able to leave the

polling place during your shift.

WHAT TO BRING

Food

Beverage

Medication

WHAT TO WEAR

Business casual

Comfortable shoes

Wear layers

TRAINING

Complete ALL online training

modules.

WORKING HOURS

5:00 am until after the polls close and released by Chief (approx. 9:00 pm).

BE ON TIME

Many people are relying on you to

show up and be at your best!

BALLOT

Know what ballot choice or choices will be available in

your precinct.

QUESTIONS

Contact us if we can be of any

assistance.

Timeline

PRE-ELECTION

• Complete ALL online training requirements.

• Vote early if you are not working in your registered precinct.

• Call your Chief.

• Attend the Monday precinct meeting.

ELECTION DAY

• Arrive by 5:00 am.

• Assist with set up.

• Help voters.

• Refer issues to Chief/Assistant Chief.

• Assist with closing the polls.

• Sign required forms.

POST-ELECTION

• If you forget to sign a required form, you MUST make those corrections within 2 days.

• Look for payment 4-6 weeks after election day.

• Direct Deposit now available.

• Chief Election Official may meeting prior to Election Day.

• Not mandatory but encouraged.

• Review Election Day responsibilities.

• Post signs inside polling location.

• Setup up tables and chairs.

• Keep election equipment and ballots secured until Election Day.

Pre-Election Meeting

Note: Notices were mailed to all voters registered in the precinct

Polling Location Changes

Polling Location Changes

Note: Notices were mailed to all voters registered in the precinct

Polling Location Changes

Note: Notices were mailed to all voters registered in the precinct

WHAT’S ON THE BALLOT?

Up Next…

On The Ballot

Governor

Lt. Governor

Attorney General

House of Delegates*

Commonwealth’s Attorney

Sheriff

Commissioner of Revenue

Treasurer

Bond Referendum

HouseOf

Delegates

*There are eight House of Delegate seats in Virginia Beach. Each polling location will receive the ballot style for their district. There will be four split precincts with two ballot styles. Those are precincts are 0039 Pembroke, 0041 College Park, 0057 Sherry Park and 0061 Baker.

Bond Referendum

Each precinct will receive 50 booklets

ELECTION DAY

Up Next…

The Polling Place

Virginia Beach has 100 polling places open for voting on Election Day! We vote in schools, churches, fire stations and recreation centers.

Although each location varies, there are laws that mandate almost everything.

NEXT…

Let’s go over setting up your polling location.

Consistency is very important to us!

Outside The Polling Place

Building Entrance

Voting

Room

Prohibited Area

(40 feet)

SIGNS WILL BE POSTED AND CHALK LINES DRAWN AT 40’ FROM THE

ENTRANCE OF THE BUILDING.

NO CAMPAIGNING…NO LOITERING…ONCE INSIDE THE PROHIBITED AREA!

NO Ballot Exchange Cards (exception: 4 split HOD precincts.

Provide writing pens which can be single-use or sanitized.

Use file folders for voter ID, and in place of Ballot Exchange Cards. File folders can be single-use or sanitized. You may place boxes by the exit for voters to discard their pens/folders.

• Recommend 2 tables deep between the EO and voter at EACH station.

• Set up and place floor markings that are 6’ between the EO and voter.

• Tape down floor marking signage to show the voter where to stand.

• Attach additional 10’ network cable to distance pollbooks and Pollbook Officers.

• Post many sample ballots near Information Table and inside polling room.

Polling Location Set Up Modifications

Polling Location Set Up Modifications

THIS IS A SAMPLE VOTING ROOM SET UP ACCORDING TO SOCIAL DISTANCING GUIDELINES.

Set up ALL voting booths provided, plus the accessible booth - 6’ apart.

Check booths after each voter leaves to retrieve any single-use pens or materials left behind.

Sanitize the voting surfaces with alcohol wipes on a regular basis throughout the day (after each voter or every 30 minutes.

Voting Booths

Virginia Beach Election Equipment

Instructions on how to

open, operate and close the DS200 and

ExpressVote can be found in the online

training materials.

Our voting equipment has been certified by the Virginia Department of Elections.

WHO IS ALLOWED IN THE POLLING PLACE?

• VIRGINIA ELECTION CODE 24.2-604, 24.2-607

• AUTHORIZED REPRESENTATIVES OF A PARTY OR CANDIDATE ARE ALLOWED INSIDE A POLLING PLACE TO OBSERVE.

• ALL PARTY REPRESENTATIVES/OBSERVERS MUST CHECK IN AND COMMUNICATE ONLY WITH THE CHIEF & ASST CHIEF ELECTION OFFICIALS.

DOS AND DON’TS OF AUTHORIZED

REPRESENTATIVES can be found in

your online training materials

Party Representatives & Observers

Party Representatives & Observers

• Party representatives may not communicate with a voter inside the polling location and within 40’ of the building.

• Ask the observer if they would like to be seated behind the EPB table.

• Observers should be placed 6’ from any election official and 6’ behind the Pollbook Officer.

Electronic Devices

VOTERS ARE ALLOWED TO USE PERSONAL ELECTRONIC DEVICES, SUCH AS CELL PHONES INSIDE THE POLLING PLACE

• Voters can not impede privacy of other voters.

• Selfies are allowed.

• Voter must ask for permission to take photos that include other voters.

• Representatives authorized to observe the election are prohibited from taking photos or video within the polling place.

• While an individual may be asked to leave the polling place for being disruptive, no voter may be removed until the voter has cast their ballot.

Polling Place Security

SEE SOMETHING…SAY SOMETHING

• Tell your Chief if you think someone or something is not right.

• When in doubt, contact the Election’s Office.

• If it involves an immediate or active threat, call 911. CHAPTER 11 OF THE ELECTION

DAY MANUAL

DEPARTMENT OF ELECTIONS

can be found in your online training materials

Now let’s get into what Election Officials do on Election Day.

What will your role be when assisting the citizens of Virginia Beach?

The Election’s Office encourages you to learn the many jobs that need to be done.

Election Official Roles

Up Next…

Election Official Roles

BALLOT OFFICER BOOTH OFFICER MACHINE OFFICER

CHIEF ASSISTANT CHIEF INFORMATION OFFICER POLLBOOK OFFICER

Election Official Roles

CHIEF ELECTION OFFICER

ASSISTANT CHIEF ELECTION OFFICER

INFORMATION OFFICER

POLLBOOK OFFICER

BALLOT OFFICER

BOOTH OFFICER

MACHINE OFFICER

Job Descriptions for each role can be found in the

ELECTION DAY GUIDE

in your online training materials

Chief & Assistant Chief• Chief is an experienced Election Official who

supervises all Election Officials and polling place operations on Election Day.

• Responsible for making sure polls open and close on time and all supplies, forms and ballots are verified and accounted for.

• Can answer most questions and knows how and when to call the Election’s Office for further research and clarification.

• The Assistant Chief is also an experienced Election Official and assists the Chief in carrying out their duties. If the Chief cannot perform their duties for any reason, the Assistant Chief would assume the role of Chief.

Greeter/Information Officer

• Welcomes voters and directs them to signs and other pertinent election information.

• Staffs the Information table that is placed at the entrance of the polling room.

• Shows or hands out the sample ballots.

• Informs voter of acceptable ID requirements.

• Check if voters are in the right polling place.

• Secures and maintains Ballot Drop Box* where voter can return voted mail absentee ballot without waiting in line.

*Ballot Drop Box will be discussed in just a few more slides

Electronic Pollbook Officer

• Set up the pollbooks in accordance with the EPB Handbook.

• Uses the electronic pollbook (EPB) to ensure people are registered to vote in the polling location and checks voter in.

• Each EPB station has a copy of the What If Guide and Voter ID chart.

• Resolves voter eligibility and registration status issues by working with the Chief.

Modified Voter Check In Process

1. Ask voter to place ID on top of file folder.

2. EPB Officer views ID and checks in voter.

3. EPB Officer slides file folder back to voter.

4. Voter brings file folder to Ballot Table (folder acts as Ballot Exchange Card).

5. Ballot Officer slides Ballot, Pen, and I Voted Sticker into voter’s file folder.

EPB TABLE = CHECK VOTER INTO ELECTRONIC POLLBOOK

Electronic Pollbook Officer

Ballot Officer

• Manages and accounts for ALL the paper

ballots and ballot cards.

• Positioned to ensure that a voter leaving

the pollbook table proceeds immediately

to the ballot table.

• Maintain the Ballot Record Report to

account for EACH ballot throughout the

day.

• Accounts for ALL spoiled and voided

ballots.

Booth Officer

• Sets up all voting booths in the polling location including the accessible voting booth.

• Set up the ExpressVote ballot marking device.

• Know how to operate in order to assist voters who choose to use the ExpressVote.

• Direct EVERY voter to a voting booth.

• Remind voter to completely fill in circle of their choice.

• Clear the voting booths of all materials left by the voter.

Machine Officer

• Ensure voter correctly casts their ballot into the DS200.

• Stand at least 6’ away.

• Most instructions can be given at this distance when voter reads the screen to you.

• If needed, ask permission “May I read the screen to assist you?”

• DO NOT lean on the DS200.

• Face slightly away from the scanner to allow the voter privacy.

• Use your troubleshooting instruction to clear any ballot jams, error messages or power issues.

VOTER ID&

VOTER ACCESSIBILITY

Up Next…

Voter Identification

• Voter ID law effective 7/1/2020.

• At the pollbook, if a voter offers an approved form of ID, never ask for another ID as a backup.

• Ask voter to provide name and address. This can be given orally or in writing.

• A voter’s ID is NOT an ADDRESS verification.

• Pollbook Officer must repeat voter’s name back to voter. We are no longer allowed to repeat the address.*

*HB 1402 law change

ID Confirmation Statement

If a voter does not present an acceptable ID, the Chief will offer these 3 OPTIONS:

OPTION 1:

Voter can sign an ID Confirmation Statement then votes normally by casting their ballot in the DS200.

Voter can complete a Provisional Ballot, then present their valid ID before Friday at Noon so ballot will count.

Voter can return with a valid ID then vote normally casting their ballot in the DS200.

OPTION 3:OPTION 2:

Voters with Disabilities

• Disabilities are not always evident.

• Always identify yourself as an Officer of Election.

• Provide assistance if requested by voter.

• Have chairs available for those who may need them.

• Speak directly to voter, not to their companion.

• Ask before you help.

• Be sensitive about personal contact with assistive devices, like chairs, walkers, canes, guide dogs.

Accessible Polling Place

• There is one machine available to voters with disabilities at each polling place. Voters with disabilities are able to vote in a private and independent manner.

• Each polling location in Virginia Beach has an ExpressVote ballot marking device.

• Voter marks their ballot card and scans it into the DS200 scanner/tabulator.*

*Instructions on how to open, operate and close the ExpressVote can be found in the online training materials.

Request for Assistance

• Voters may have someone help them vote, BUT both MUST sign a Request for Assistance Form.

• Two voters cannot discuss the ballot while in the voting booth. Politely ask them to step aside and complete the Request for Assistance Form.

• This process is for the protection of the voter so that they have no unauthorized influence from another person.

• Exception: If the assistant is age 15 or younger, neither the voter nor the assistant is required to complete the form.

BALLOT DROP BOXES

Up Next…

The Virginia General Assembly passed a law to provide drop off locations for voted

ballots that voters received in the mail. Drop off locations are required at the

Registrar’s Office, satellite offices during early voting

and at all polling locations.Therefore, there will be a Ballot Drop Box

at YOUR polling location.

Ballot Drop Box

OPEN BALLOT

DROP BOX

BEFORE 6:00AM

Slide clear plastic latch OPEN on top so box can accept ballots.

Note: Seals are NOT necessary for this slot.

Ballot Drop Box

FRONT

TOP

Voter places their mail ballot in open slot

Ballot Drop Box

• Ballot Drop Box will be picked up by each Chief Election Official on Monday.

• Signage will be provided (a-frame + posters) for each precinct directing voters to the Ballot Drop Box location.

• Ballot Drop Box is placed at the Information Table (see Voting Room Setup diagram).

• NEVER leave the Ballot Drop Box unattended.

Ballot Drop Box

• Voter SHOULD NOT wait in line to place their ballot in the Ballot Drop Box.

• If there is a line of voters waiting to enter the polling location, a Greeter/Information Officer must ask those voters if they have a mail ballot and direct them to the Ballot Drop Box.

• At least TWO Greeters/Information Officers should be used during busy elections.

Ballot Drop Box

Election Day Operation

Election Day Operation

• ANY Virginia voter can place a voted ballot received by mail in ANY Ballot Drop Box.

• Voter’s ID is NOT required, and the ballot does NOT have to be dropped off by the voter.

• Ballots given at the polling location CANNOT be placed in the Ballot Drop Box.

• Voters can vote their mailed ballot at the polling location and place in the Ballot Drop Box.

Ballot Drop Box

Curbside Voting

Code of Virginia 24.2-649

• Curbside voting is an option for voters age 65 or older or with a physical disability. They can vote on election day without leaving their vehicle.

• Voter parks in designated space at the polling location.

• Reserved spot must be within 150’ of the polling place.

• Voter must be in their registered polling place to be checked into the pollbook.

• ALL ID requirements and moving rules apply.

PROVISIONAL BALLOTS

Up Next…

• Chief and Assistant Chief (or designated Election Official) can guide voter through the provisional voting process.

• The EPB and What If Guide will determine whether a voter should be offered a Provisional Ballot.

• Imperative that the checklist be used so that all voters in all 100 polling locations are being guided consistently.

• In order to keep a voter from mistakenly casting a provisional ballot in a DS200, we recommend setting up a table, chair and privacy screen or voting booth near the CEO table. Don’t walk away until the voter has sealed their voted ballot in the small green envelope.

• Openly communicate the process with the voter in advance and throughout the provisional voting process.

PROVISIONAL VOTERS

PROVISIONAL VOTING instructions can be found in your online training materials.

• Log EVERY provisional voter who completes the process.

• Ballot Reason code on the log MUST match the reason code on the voter’s small envelope.

• Complete the summary portion after the polls close.

• You may cross through a voter who changes their mind.

• Never use correction fluid on election forms.

• Category Totals must be completed before leaving the polling location.

PROVISIONAL BALLOT LOG

PROVISIONAL LOG sample can be found in your online training materials.

BE SURE TO USE THE CORRECT

ENVELOPE!

PROVISIONAL ENVELOPES

PROVISIONAL NOTICES

BE SURE TO

USE THE

CORRECT

VOTER NOTICE!

Never turn a voter

away before they know

all of their voting

options!

CLOSING THE POLLS

Up Next…

Closing the Polls

Follow the closing

procedures and run the election totals tapes on

the DS200.

Follow shut down procedure

on Electronic Pollbooks and

save checked in voter data to the

flash drives.

Take down all signs INSIDE and OUTSIDE

the polling location.

Follow the closing

procedure to shutdown the ExpressVote.

Put all tables and chairs back to it’s

original setup.

Once all voters have left the building…

Complete the Ballot Collection Form for the Ballot Drop Box and

seal returned ballots inside.Pack the cage

using the diagram

provided.

Complete the Statement of

Results. Account for all VOTED and UNUSED ballots.

Sign all necessary

documents.

1. After the polls close, each precinct submits the results from their tapes.

2. The Chief and Assistant Chief return supplies along with their machine tapes, which are verified against what was submitted electronically.

Unofficial Results

Election Night Reporting Results

3. Then our office and the Department of Elections publishes the unofficial results to their websites.

• The process of reviewing, confirming and recording the official local results of each election is call a “canvass.”

• The local electoral board and general registrar and staff are all jointly responsible for conducting an accurate and timely canvass.

• This process takes 4-7 days.

• Official results are transmitted to the Virginia Department of Elections.

• During the canvass, if any paperwork is incomplete or signatures missing, you will be called and required to arrive within 2 days to make corrections.

Canvass of Results

Official Results

ALMOST DONE…NOW TAKE AND PASS THESE RELATED QUESTIONS

CLICK HERE TO COMPLETE THE QUIZ