Rover Procedure

Guide

Presidential Primary Election

June 7, 2016

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Evening Visits:

Contents

Office Contact Info ………………………………………………………………………... 2

Welcome! Rover Expectations …………………………………………………………... 3

Rover essentials ...………………………………………………………………….. 3

During the Day …………………………………………………………………………… 4

Opening timeline ………………………………………………………………… 4

General observation points ……………………………………………………... 4

Schedule checkpoints ……………………………………………………………. 5

Morning visits …………………………………………………………….. 5

Afternoon visits …………………………………………………………... 5

Evening visits ……………………………………………………………… 6

At polling closing time ………………………………………………….. 6

Accessibility ………………………………………………………………………………. 7

Mitigation supplies ……………………………………………………………… 7

Operational Items ………………………………………………………………………… 7

Rover route form …………………………………………………………………. 7

Base polling place and rover payroll ………………………………………… 7

Communication …………………………………………………………………………… 8

Texting and calling ……………………………………………………………….. 8

When to text ……………………………………………………………………….. 8

Text shorthand ……………………………………………………………………. 8

When to call ……………………………………………………………………….. 9

Condition Red ……………………………………………………………. 9

Condition Yellow ………………………………………………………… 11

Election Day Activity Log ………………………………………………………………. 12

Rover Supplies …………………………………………………………………………… 13

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Office Contact Info

Rover Command Center Line

Voice Calls (925) 335-7800 (Option 7)

(Don’t listen through the message, just hit 7)

Rover Texting Line

Text “COCO” to 79274 to initiate a session

Voter Eligibility Questions

(925) 335-7800 (Option 1)

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Welcome!

Rover Expectations:

The Presidential Primary Election is a unique election that only happens in June every

four years. It is quite complex with different rules that are not present in all the other

elections. Some of the procedures will not be used in the November General Election.

In addition to the Primary Election rules, we also have new items that are being

introduced into the voting process. For rovers, new or experienced, all that is required

is a “willingness to learn something new”. With the rover training, the Poll Worker

Reference Guide, and this Rover Procedures Guide you will have all the tools necessary

to gain the confidence to thrive on Election Day. Welcome to Roving…We think you

are going to enjoy it!

Rover Essentials

When you are in the field, you will be the “eyes and ears” of the Contra Costa County

Elections Office. You will be able to see and hear what we cannot. We are asking you

to relay this information to our Command Center on Election Day. This will enable us

to make an educated decisions based on the facts that you will provide. Information

received from the field will assist us in using our resources when various issues are

happening at the same time and our responses will be consistent.

Every rover will have an assigned area of 5-7 polling place locations. You will be

providing assistance and encouragement under the direction of the Command Center.

You will relay to the Command Center the concerns and questions that the polling place

crew conveys to you. Let us know what is happening so we can find the answer and

deal with it uniformly.

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During the Day

Your job will be to visit and check your assigned polling places throughout the day.

The performance of the inspectors and the clerks is a key element in a successful

election. Much time and effort has been devoted to prepare the poll workers for this

important date. You will be checking to make sure the poll workers are carrying out the

tasks for which they were trained. The underlying guidelines for the poll workers is to

provide good customer service, provide the voter any assistance that may be requested,

and never refuse the voter’s right to vote.

Early Morning Timeline:

1. Poll workers will arrive at the polling place to set up the voting area at approximately 6:00 AM.

2. You will start your visits at 6:00 AM. The first visit is a quick stop to assure that the poll workers are there and they have been able to start setting up.

Report any issues and move on to the other sites.

3. The polls open at 7:00 AM. By that time you should have reported to most of your assigned polling places to assure that the polls have opened on time. All

the polling places that you can’t visit by 7:00 AM, should be called at that

time to check on the status of their opening the polls. Definitely, all polling

places must have been visited at least once by 8:00 A.M.

4. Once all the polls have been visited and confirmed opened, return to any site which may have a continuing issue.

5. When all of the polling places are up and running, start your pre-planned visiting route of the polling places and continue that cycle until the end of the

day or until an issue arises at a polling place which interrupts your route.

Any problem you encounter on your first visit should be reported right away. Unless

otherwise notified, the Command Center will work on the issue while you check on the

opening of the other sites.

General Observation points:

Here are some points to observe while visiting the polling places:

• Open? Set up on time? • Is all the staff present? • Equipment functioning properly? • Voter flow, is the flow logical for the location? • Is the polling place well supplied?

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• Do they have the reference guide handy? • Are they following the reference guide procedures? • Is the staff comfortable with their duties? • Is the polling place accessible? • Do the poll workers have questions?

Schedule Checkpoints:

There will be certain things that you will check on your visits throughout the day.

There is a lot to consider so here is a basic look at some things you could be looking for

as the day progresses. We will divide these visits into three time slots. Notice that

visits is plural. It is expected that the Rover will get to each polling place a few times in

the morning, afternoon and evening.

Morning Visits:

• Does all the signage (breadcrumbs) lead the voters to the voting location? • Is the polling area accessible to voters? • Is the polling location adequately staffed? • Are all workers present? • Is the payroll document signed and poll workers sworn in? • Is the equipment set up and operating properly?

• Is the polling place “traffic flow” smooth and logical? • Are all the party and ballot types set up on the Ballot Table?

• Assure all poll workers understand their roles.

Afternoon Visits:

• Is there sufficient parking for voters? • Are the voters being served in a timely manner? • Are the ballots being issued correctly? • Were the poll worker surveys dropped off? • Are the poll workers working effectively? • Are the supplies adequate? • Has the Poll Worker Reference Guide been used? • Is the voter flow effective? • Are the poll workers courteous and professional? • Have the closing procedures been reviewed with the Inspector (Reference Guide

pgs. 61-80)?

• What is the number of voters and the time of the count?

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• Are people who are electioneering, conducting exit polls, or who are just observing, doing so without interfering with the voting process?

• Is the news media covering any of the polling places?

Evening Visits:

• Is there sufficient lighting, inside and outside? • Do the locations have sufficient supplies to finish the night? • Have the clerks been assigned their closing duties? • What is the number of voters and the time of the count? • What is the number of provisional voters? • Does the inspector know the location for the depot drop off? • Which clerk will join the Inspector in delivering the voting items to the depot?

At Poll Closing Time (8:00 PM)

At poll closing time, the rover will assist any polling place which may need assistance.

During the day’s visit you can assess if any polling place might need additional help to

close down. Communicate with the Command Center if you are assisting a polling

place.

Otherwise, If you know that the polling places will be able to close by themselves,

report to the Depot Drop-Off location. There you will drop off your rover supplies.

Your main responsibility is to report to the Command Center when your assigned

polling places drop off their supplies. You may assist in any way that the Depot

Captain deems necessary between your polling places checking in. Once all your

polling places have reported and dropped off all their supplies, you will report to the

Command Center that you have finished your tasks and can go home. All the reporting

will be done through the use text codes defined on page 8 of this guide.

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Accessibility

Accessibility is a requirement of the American with Disability Act and the Help

America Vote Act. When observing the polling places with the eyes of the voter:

• Is there adequate parking for voters with disabilities near the entrance to the polling place?

• Is the polling place free of obstacles that would hinder the path of a voter with a disability?

• Is the AutoMARK correctly set 48” from the wall, with the screen facing away from the public?

Mitigation Supplies

You will be notified if one of your locations requires accessibility modifications in order

to meet California State standards. Mitigation items may include; cones for accessible

parking or hazard alerts, door stops, threshold ramps, and accessible entrance signs.

Look for a mitigation list located in your binder and verify the mitigation items are

being properly used.

Operational Items

Rover Route Forms:

You will receive a route list with all your polling place locations. The names and

addresses of all the locations will be available in one source. The form will list your

Rover route designation, polling place IDs, polling place name, and the polling place

address. The address of the Drop Off Depot for your area will also be listed. This Drop

Off Depot will be the place where you will drop off your supplies at the end of the

night. As a Rover, you will remain at the Depot until the last of your inspector have

checked in.

Base Polling Place and Rover Payroll:

One of the polling places in your route will be designated as your Base Polling Place.

This will be the place where you will start the day and be signing the payroll document

to ensure that you get paid promptly. Your “Base Polling Place” will be notated in your

Rover Route Form.

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Communication

The central core of the Rover program is communications. It is vital to be able to

communicate to status of all the polling sites assigned at all times. Communications

have to be prompt and accurate to ensure the integrity of the voting process.

Texting and Calling

Texting and phone calling will be the two main forms of communication on Election

Day. It is a requirement for a Rover to be able to use a cell phone to send a text message

to the Command Center and to be able to make a call to the Rover line at the Command

Center. There will be a dedicated phone line for the rovers. When you call you will be

speaking directly with our staff.

There will be a time to text and a time to call. We will be sending informational and

directional items through text messaging. There will be no need to reply to our texts,

unless you are asked to respond. However, there will be certain times during the day

that you will be required to send a text.

When to text

• You arrive at a polling place location for the first time • In the evening when you have discussed the closing steps with the inspector • Your polling place, assigned to you, drops off supplies at the drop-off depot • Your last polling place has dropped their supplies at the depot. • Reporting number of Voters.

Texting shorthand:

Always begin your messages with the Polling Place ID number, followed by the

code letter(s). If you are referring your route in general use your Rover Route

designation.

1. F = Arrive to location on first visit to each location 2. BO = Out on break 3. BI = In from break 4. S = Delivered Survey 5. D = Discussed Depot 6. C = Discussed Closing 7. V = Number of voters 8. X = Rover or Polling Place drops off materials to Depot

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Example of Texts

Code Explanation

#1321 F First visit to Polling Place ID 1321

#1321 S/D/C Discussed survey, depot location and closing procedures with PPL ID 1321

#1321 V51 51 voters cast at PPL 1321

#1321 X PPL 1321 has dropped off their supplies at the depot

#TV4X Tri Valley 4’s polling sites have reported to the depot. Rover is going home.

When to Call

Calling is used under the following circumstances:

1. When voting has stopped or has been impeded. Call ASAP. 2. When voting is hindered, could be impeded. Call once you have assessed

the situation.

3. An issue arose at a polling place and was handled without you. Call when convenient and report issue.

As a rover, you will be acting under the direct orders from the Elections Command

Center. You will assist us rather than troubleshoot or problem solve on your own. You

are “our eyes and ears”. The Command Center will provide you with instructions.

CONDITION RED – When voting has been impeded

When voting has stopped you will handle the event in the following manner:

1. Stop, assess and call (925) 335-7800 option 7 (don’t wait for a prompt). 2. Wait for a response from the Command Center (above number). 3. Resolve the issue with the instructions given by the Command Center.

RED Scenarios:

• 6:15 AM – You arrive at the polling place and no one is there, except the janitor who has opened the room.

- Communicate issue the Command Center immediately.

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• 6:30 AM – You arrive at a polling location and the Inspector is unable to perform the duties.

- Ask if any of the clerks are willing and able to step up and take over the

Inspector’s duties. Communicate the issue to the Command Center.

- If the situation involves a clerk, and the Inspector is concerned about being short-handed throughout the day (Inspector only has two other clerks),

remind him/her they can recruit from the line of voters. However, make sure

the Inspector communicates this to the Command Center before and after the

recruitment is made.

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• 6:40 AM – If they have not gotten into the building by 6:40 - Direct them to Page 34 (“Setting Up Outside”) of the Poll Worker Reference

Guide, and communicate this to the Command Center at 925-335-7800 option

7.

• 6:40 – 7:00 AM – You arrive at a polling place and find that the Inspector and a clerk are there, nothing is set up and the Inspector is completely flustered.

- Help the Inspector get organized, concentrate on the Critical Path items first, (Roster, Ballots, and M100 Ballot Scanner). Direct them to Appendix A, B,

and C of the Poll Worker Reference Guide for setting up the equipment. For

setting up the Roster and Ballot tables refer them to pages 60-63 in the Guide.

• If an emergency requires an evacuation. - Evacuate the voters immediately. If possible, bring the following items:

Voted Ballots and Rosters, unused ballots, blue ballot bag, and unused

provisional envelopes. If possible, set up voting in another area and notify

the Command Center immediately. Post a sign at the entrance polling place

facility directing voters to the new location due to an emergency. Suggest

that voters contact the elections office at 925-335-7800 for information as to

where to vote. Resume voting as soon as possible when the building is

reopened and it is safe. Review pages 102-103 in the Poll Worker Guide.

• Power Outage. - If there is sufficient natural light or emergency lighting at the polling place

continue voting. If there is not sufficient lighting and there is another

location at the site that has sufficient lighting, check with the polling place

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contact person for permission to move the polling place. Be sure to move the

directional signs and contact the Command Center.

• M100 is not accepting ballots. - The voters use the Auxiliary Bin. See pages 97-98 for troubleshooting M-100

scanner and the use of the Auxiliary Bin. Contact the Command Center for

further assistance.

CONDITION YELLOW – Issues that could potentially stop the process

There may be situations that arise, that although the voter flow is not affect at the

moment, they could develop and escalate to the point of impeding the voting process.

You will need to observe, ask, and assess the situation and call the Command Center.

YELLOW Scenarios:

• 6:00 AM – You arrive at your first polling location: Only the Inspector is there, unable to get into the building.

- Considering it is just after 6:00 AM, ask the Inspector if a call has been made to the polling place contact person. Also, direct the inspector to call the

Command Center. Direct the Inspector to wait until the polling place contact

person arrives. If the contact person has not opened the building by 6:40,

(Red Flag) direct the staff to page 34 (“Setting Up Outside”) of the in the Poll

Worker Reference Guide and communicate the situation to the Command

Center.

• An issue arose and was handed without your assistance. - When it is convenient, report the issue to the Command Center so that we

have a record of the issue. Types of issues that might arise could include a

voter or a poll worker who is loud or belligerent or non-performance of a poll

worker. Ask the inspector if it has been reported to the Command Center.

• You arrive and observe a line at the tables, more than 10 people deep, or a line extending out the building.

- Find the cause of the backup. Is it truly a backup? Have the voters been waiting for more than 5 minutes without moving? Are the poll workers

having an issue at the tables? Ask the inspector if they need assistance.

Notify the Command Center on the length of the lines.

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Election Day Observation Log

The Election Day Activity Log is used by the Rovers to record all the events of the day.

Being the “eyes and ears” of the Election Department, this document gives us a better

picture of Election Day. It is helpful in recording, analyzing, and planning for future

elections. The log is located in your Rover Binder.

Please record the polling place ID at the top of each sheet. Use the columns to record

the time at the polling place, and any observations. Each polling place will have its own

sheet(s).

When you arrive at the polling place, look around the polling place. This should be

done not just on your first visit in the morning, but throughout all your visits.

OUTSIDE

- Is the polling place easy to find from the street? - How adequate is the parking? - Is the path of travel for the voter clearly marked?

INSIDE

- Is the room organized effectively? - Is the signage clearly displayed near the tables? - Is there enough light? - Is it a comfortable space for voting?

POLL WORKERS

- Is the staff well organized and following the procedures? - Are they working together? - Are they communicating well with the voters?

Here are items that you can record on your log:

• We need to capture all of your interactions with the polling places during the day so that we have a better understanding of what is happening out in the field.

• This is not a police project – it is a fact gathering exercise. There are things happening during the day (good and not so good) of which we may have never

been aware and of which we would like to know.

• You can use more than one line for any individual event. • Log entries that involved calling the office for assistance. • Log entries in which you assisted the polling place.

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• The comments need to be legible and easily understood. • Be detailed in recording specific incidents that require corrective action. • Just make a notation if no corrective action is necessary, such as “Everything

OK”

Just remember that you are writing these notes for the Election Department, not for

yourselves. We need to be able to fully understand what took place, what caused the

incident or issue, and how it was resolved.

Rover Supplies

You will be picking up your supplies in Martinez on the same day that you will be

attending the Rover Class. Instructions will be given during the Rover meeting.

You will be given ample supplies for your locations. There should be no need for you

to come back to Martinez for materials. Here are some important points.

• The polling place supplies have been standardized. • Become familiar with the supplies you received. • Larger polling sites will need to be replenished first.