March 17, Senate District 21 Special Primary Election. Pollworker handbooks now double sided to reduce waste!

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1 Pollworker handbooks now double sided to reduce waste! March 17, 2015 Senate District 21 Special Primary Election Resources also available at

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3 Section 1: Election Day Duties Table of Contents Neighborhood Voting Center (NVC)/Multiple Polling Place 1 Neighborhood Voting Center (NVC) Director/NVC Specific What To Do If 2 Section 2: Setting-Up the Neighborhood Voting Center (NVC) Set-Up Overview 3 NVC Supplies 4 Section 3: Assisting Voters Helping Voters Find the Correct Official Table 9 Working with Voters with Specific Needs 10 Section 4: Closing/Miscellaneous Information Closing Duties 11 Laws: Electioneering/Uniforms and Firearms/Voting Equipment Tampering/Unruly Pollworkers 12 Laws: Photography and Filming at the Polling Place/Exit Polls 13 Poll Watchers and Observers 14

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5 Section 1: Election Day Duties

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7 Election Day Duties Neighborhood Voting Center (NVC) What is a Neighborhood Voting Center (NVC): 1. A single Polling Place that houses up to four precincts at the same location. Election Day Duties 2. A location that is highly visible, centrally located, accessible for Voters with Specific Needs, and large enough to accommodate heavy voter traffic and parking. 3. Developed as long-term community partners where voters in each surrounding community benefit due to consistent Polling Place location. Since an NVC is home to two, three, or four precincts, in order to distinguish between the precincts each one will be assigned a color. All NVCs will have a green table. The green table is considered the lead table for purposes of NVC supplies and coordinating assistance for Curbside Voters. Each precinct in an NVC will always use its own Official Table, voting booths, Precinct Ballot Reader (PBR), Audio Ballot Booth (ABB), Vote Recorders, and other Election Day supplies. The NVC Director: The NVC Director operates the Information Center. This is where voters arriving at the Polling Place are greeted and directed to their assigned precinct. The NVC Director is issued NVC-specific supplies, which are set-up before 7:00 a.m. and used to direct voters to their assigned precinct. Each precinct s Official Table will use a color tablecloth and sign. Voters will match the color listed on the back-cover of their Sample Ballot to the appropriate color table. It is crucial that precincts at NVCs and MulƟple Polling Places never share ballots or other supplies. Multiple Polling Place What is a Multiple Polling Place: A location that contains two precincts. These two precincts may be in the same room or different rooms at that location. If the two precincts are in the same room, they will use a colored tablecloth and sign with precinct number to distinguish between the two Official Tables. If precincts are in separate rooms at the same location, voters must check their Sample Ballot to identify which room they should go to. There will be no assigned NVC Director at Multiple Polling Places. 1

8 Election Day Duties Election Day Duties Neighborhood Voting Center (NVC) Director The NVC Director staffs the Information Center table inside the NVC and directs voters to their assigned precincts. NVC Directors do not directly assist individual precincts (unless specifically requested to do so), instead they coordinate foot traffic and assist individuals with finding the correct Official Table. NVC Directors are responsible for the following: Setting-up NVC supplies. green Signing Loyalty Oath page at the green precinct. Checking that all precincts have displayed the correct precinct sign, table cloth, and that proper signage has been placed outside the NVC. Greeting voters and directing them to assigned precincts, as well as coordinating foot traffic inside the NVC. Assisting with emergencies that may arise inside the NVC. (Generally, Inspectors deal with issues at their individual precincts, however, the NVC Director may assist with resolving such issues, if needed.) NVC Specific What To Do If... Precinct(s) Missing Supplies: Precincts missing supplies should contact the Polls Section in order to request replacement supplies. Assist with contacting the Polls Section, if necessary. Inspector Does Not Show: The Pollworkers assigned to a precinct should contact the Polls Section in the event an Inspector does not show. Assist Pollworkers with contacting the Polls Section, if necessary. Do not fill in for missing Inspector, unless instructed to do so. Voter Lives Outside of NVC Boundaries: Use the color-coded Neighborhood Voting Center Map to locate the voter s assigned Polling Place. If unable to find correct Polling Place through use of map, offer the following resources: Call the Registrar-Recorder/County Clerk office at (800) ; or Visit the Registrar-Recorder/County Clerk website at Note: If a voter does not want to go to his or her assigned Polling Place, direct voter to the green to vote Provisionally. 2 green precinct

9 Section 2: Setting-Up the Neighborhood Voting Center (NVC)

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11 Setting-Up the Neighborhood Voting Center (NVC) Set-Up Overview Arrive at 6:00 a.m. to set-up Information Center and other NVC items. The diagram below illustrates the typical NVC set-up. The shape and size of your NVC may vary; set-up as close to the diagram as possible. Inspectors are responsible for individual precinct set-up. The Inspector at the green table is responsible for the set-up of the outside signs. NVC Directors are responsible for the set-up of the Information Center, and to check that the outside signs are set-up. Safety/Clear Path of Travel: Work with Inspectors to ensure a clear path of travel for all voters inside the NVC. The path should be free from hazardous conditions, including chairs, power cords and other loose objects. Keep in mind, voters needing a clear path of travel inside the Polling Place may include individuals using walkers, service animals, and wheelchairs. See the next several pages for details on setting-up the Polling Place. Outside Signs ABB ABB Setting-Up the Neighborhood Voting Center (NVC) Kiosk PBR Kiosk PBR Entrance InformaƟon Center Green Precinct Table Orange Precinct Table Kiosk Pink Precinct Table Kiosk Yellow Precinct Table PBR PBR ABB ABB Note: DoƩed lines represent a voter s path of travel inside an NVC. 3

12 Setting-Up the Neighborhood Voting Center (NVC) NVC Supplies Follow the steps below and on the next page for setting-up the NVC: Setting-Up the Neighborhood Voting Center (NVC) 1 Place a table near the entrance of the 2 Place the Merged Roster on the NVC and attach the Information Sign. Information Table. This will be where the NVC Director greets voters. 3 Retrieve several Provisional Receipt & Telephone Referral Cards from the green precinct should a voter request assistance. Also, make sure to have this NVC Director Guide available for reference. This lists the voters registered at each precinct within the NVC and identifies the precinct where they should vote. 4 Unfold and tape the color-coded Neighborhood Voting Center Map to the wall next to the Information Table. (If unable to attach to wall, unfold and leave on table.) Note: More information and a close-up of the map is provided on next page. Set up the NVC supplies using the tape from the Green Table. 4

13 Setting-Up the Neighborhood Voting Center (NVC) NVC Supplies (continued...) Neighborhood Voting Center Map This large color-coded map provides information about the NVC and its surrounding precincts. The map provides the following information: Boundaries of each precinct within the NVC. Each precinct number and its assigned color. Precinct numbers and Polling Places that are adjacent to the NVC. Precinct Number and Polling Place Address of Adjacent LocaƟon Setting-Up the Neighborhood Voting Center (NVC) Precinct Colors (orange and green shown) NVC Address and LocaƟon NVC Boundary (blue line) 5

14 Setting-Up the Neighborhood Voting Center (NVC) NVC Supplies (continued...) green Use the green precinct s supplies when posting these outside signs: Setting-Up the Neighborhood Voting Center (NVC) American Flag and Polling Place Vote Here Sign: Post the American Flag so it is visible to arriving voters. The Polling Place Vote Here Sign should be posted outside the entrance of the Polling Place. When hanging the American flag, the stars should be on the left side. Voter Bill of Rights Signs: Post the Voter Bill of Rights signs (in ten languages) outside the entrance of the Polling Place. green Use only the green precinct s supplies when posting outside. However, each precinct must still post their own Street Index. Curbside Voting Sign: Only the green precinct s Curbside Voting Sign should be placed outside. A wire stake will be provided so it can easily be placed in grass or dirt. If no grass or dirt, attach to side of building. Set-up Curbside Voting Sign so it is visible from the street to all arriving voters. green Since the green precinct s sign will be used, that Inspector and the NVC Director will need to work together to make sure the correct precinct assists voters outside the Polling Place. 6

15 Setting-Up the Neighborhood Voting Center (NVC) NVC Supplies (continued...) green Use the green precinct s supplies when posting these outside signs: No Electioneering Sign: Post two No Electioneering signs in two different directions 100 feet from the entrance of the room where voting is taking place. (When determining a distance of 100 feet, use a precinct s 100 foot length string found in the Blue Supply Bag.) AddiƟonally, all precincts are issued color table cloths and a sign that idenɵfies the precinct number. Check that each precinct displays the signs to idenɵfy their Official Table. Setting-Up the Neighborhood Voting Center (NVC) All precincts must post a copy of the Street Index: Street Index: All precincts must post a copy of their Street Index near the entrance of the NVC. This procedure is described in the Election Guide & Checklist. Each precinct is responsible for updating their own Street Index copies. NVC Directors are not responsible for updating Street Index copies. However, if a voter or Pollwatcher has a question, they may assist that individual. 7

16 Setting-Up the Neighborhood Voting Center (NVC) End of Section 8

17 Section 3: Assisting Voters

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19 Assisting Voters Helping Voters Find the Correct Official Table When voters arrive at the NVC, they will arrive at the Information Center first. Assist voters with finding their precinct s Official Table by doing the following: 1 Greet voter. Ask if voter has his or her Sample Ballot. The precinct color is listed on the Sample Ballot. 2 If voter has Sample Ballot: Direct him or her to that precinct s Official Table. Voter goes to green table. 3 If voter does not have Sample Ballot: Look up voter in the Merged Roster to identify the precinct color where he or she should vote. The Merged Roster lists the voter s name, precinct number, and color. Merged Roster ABBOTT, LA VINA ROSE A GREEN ABBOTT, NATHAN LANE A YELLOW ABBOTT, ROSE ANN A YELLOW ABDUL-MAUK, SAEED A YELLOW ACEVEZ, ANITA A ORANGE ACHILLES, ACHILLES Z A GREEN ACHILLES, JOANNA A GREEN ACOSTA, BRIAN A YELLOW ACOSTA, REBECCA A YELLOW ADAMS, MICHAEL A GREEN 4 If voter is not listed in the Merged Roster: Use the Neighborhood Voting Center Map to determine location of correct precinct. (If not found on map, voter should contact the RR/CC see page 2 of this NVC Director Guide.) Inform voter that he or she should vote at assigned precinct. If voter does not want to go to correct Polling Place, he or she may vote Provisionally at any table. Assisting Voters 9

20 Assisting Voters Working with Voters with Specific Needs Use common sense. Remember, a voter is a person first, the disability comes second. Avoid being patronizing. Show the voter the same courtesy and respect you expect to receive from others. Be considerate and patient. Try to anticipate what the voter s needs might be, offering assistance if needed. Be patient if he or she needs more time to communicate or accomplish a task. Communicate with the voter. Some Voters with Specific Needs may have an assistant or companion with them. Look at and speak directly to him or her, rather than the assistant. Post signs. This will assist Voters with Specific Needs to find the most accessible way to get to the room where the voting is being held. Assisting Voters Working with voters Working with voters Working with voters who are blind or with speech/hearing with limited mobility: visually impaired: impairments: Identify yourself as a Allow a voter who Do not push or touch a Pollworker. Do this as cannot speak to write his voter s wheelchair soon as you come in contact or her name and address without his or her with the voter. Offer your arm, rather than taking the voter s arm when assisting. Help the voter avoid obstacles in the path of or provide identification. A Pollworker should read the name and address out loud. consent. People using adaptive equipment often consider the equipment as part of their personal space. travel by being specific when Follow the voter s cues. Ask before helping. giving verbal directions. This will help to determine Grabbing a voter s elbow whether speaking, gestures, may throw the person off If the voter has a or writing is the most balance. A person with service animal, walk on effective method of mobility impairments might the opposite side of the communication. lean on a door while opening voter, away from the service animal. Do not pet or interact with the service animal without owner s permission. Describe what you are doing as you do it. If walking away from a person who is blind or visually impaired, let him or her know. If speaking, speak calmly, slowly, and directly to the voter. Do not shout. Your facial expressions, gestures, and body movements help in understanding. Face the voter at all times. Rephrase, rather than repeat, sentences that the voter does not understand. it. Quickly opening the door may cause the person to fall. Secure mats, rugs, and cords to floor or move them out of the way. This will help prevent tripping. Keep floors dry. Keep ramps and wheelchair accessible doors unlocked and free of clutter. 10

21 Section 4: Closing / Miscellaneous Information

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23 Closing Closing Duties Do not begin packing the NVC supplies unɵl the last voter has voted. You should finish packing-up no later than 9:30 p.m. If you believe you will not be able to finish by that time, please contact the Polls Section. Follow the steps below to begin closing: 1 8:00 p.m. Time to Close: Announce: The Polls are now closed! outside the NVC. Allow voters in line by 8:00 p.m. to vote. Identify who the last voter will be. 2 Pack-up NVC supplies and give to the Inspector of the green precinct. Supplies should be placed in that precinct s Black Supply Tub. Note: Street Index copies should be returned to each precinct. 3 Do not leave until all precincts have 4 Please leave NVC clean prior to successfully closed and Inspectors leaving for the evening. A clean are ready to take supplies to their Polling Place will ensure we are assigned Check-in-Center (CIC). invited back for another election. Assist any Inspectors with closing, if asked. Also, be careful when removing tape from walls to avoid peeling-off paint. Remember: Never throw election materials in the trash. Any discarded materials may be placed in the green precinct s White Box. green Closing / Miscellaneous Information 11

24 Miscellaneous Information Laws: Electioneering/Uniforms and Firearms/Voting Equipment Tampering/Unruly Pollworkers Electioneering No person, on election day, shall, within 100 feet of a Polling Place Solicit a vote or speak to a voter on the subject of marking his ballot. California Elections Code Section defines 100 feet of the Polling Place as meaning a distance of 100 feet from the room or rooms in which voters are signing the Roster and casting ballots." Electioneering is defined by California Elections Code Section as the visible display or audible dissemination of information that advocates for or against any candidate or measure on the ballot within 100 feet of a polling place, an elections official s office, or a satellite location. This includes, but is not limited to: display of candidate s name and logo, display of a ballot measure number or title, buttons, shirts, signs, stickers, and the dissemination of audible electioneering information. (California Elections Code Section 18370) Uniforms and Firearms Persons with a firearm or persons in a peace officer or security guard uniform shall not be within 100 feet of the Polling Place, except to cast his or her vote or to conduct official business. (California Elections Code Section 18544) Closing / Miscellaneous Information Voting Equipment Tampering Tampering with or attempting to interfere with voting equipment, hardware or software, is a felony punishable by up to four (4) years in state prison. Violators may also be subject to civil penalties of up to $50,000 per violation. (California Elections Code Sections 18564, and 18565) Unruly Pollworkers If a Pollworker acts or speaks in a manner that shows overt contempt for Voters with Specific Needs, voters who are of a different race, culture, or party preference than their own, or who is being disruptive, contact the Polls Section. 12

25 Miscellaneous Information Laws: Photography and Filming at the Polling Place/Exit Polls Photography and Filming at Polling Places When any type of media arrives at the Polling Place, verify that members of the media have permission from the Registrar-Recorder/County Clerk (RR/CC) Media Information Office for any kind of recording activity. In many cases, the RR/CC will notify Pollworkers if members of the media are expected to show at a specific Polling Place. For additional information or clarification of this policy, please contact RR/CC Media Information at Members of the media may take photos or videos of: The exterior of voting booths. Voters and/or Pollworkers with permission from those individuals. Additionally, members of the media may interview voters for exit polls at least 25 feet from the door of the Polling Place. The Precinct Ballot Reader (PBR) in operation, as long as voters ballots are not shown. Pollworkers, sheriffs, and other county employees processing and/or transporting the ballots inside bags, carts, and government vehicles. Members of the media may not take photos or videos of: The inside of voting booths when in use by a voter and ballots are visible. Voters voted ballots before depositing into the Ballot Box (this violates voters privacy). Members of the media may not take photos or videos in a way that may obstruct or disrupt the voting process. Examples may include a camera blocking a voter from completing his or her ballot or a camera flash temporarily impairing a voter s vision. Exit Polls Members of the news media and other organizations are allowed to conduct voter surveys outside of Polling Places. These surveys are permitted 25 feet from the door of the Polling Place. To summarize: Activities construed as Electioneering are prohibited within 100 feet of the Polling Place. Persons conducting exit polls may be stationed 25 feet from the polls. Closing / Miscellaneous Information 13

26 Miscellaneous Information Poll Watchers and Observers In addition to those officially designated by political organizations as "Poll Watchers" or observers, anyone may observe the electoral process at Polling Places. (Refer to A Guide for Poll Watchers pamphlet, which is included in the precinct issued supplies at each table.) The doors to the Polling Place must remain open at all times. Do not lock the doors. Polling Place set-up, voting, ballot inspection, and closing the polls are public events. Anyone is permitted to watch, but they must not interfere with the voting, ballot inspection, or closing procedures. A Guide for Poll Watchers is located in the precinct issued supplies at each table. Poll Watchers may look at the Roster of Voters as long as the voting process is not delayed. They may not at any time handle voted or un-voted ballots. Closing / Miscellaneous Information Only voters and Pollworkers may be in the area of the voting booths or the Ballot Box. Only Pollworkers and persons signing the Roster may sit at or remain in the area behind the Official Table. Poll Watchers may be present before the polls open, throughout the voting day, and after the polls close. Cooperate with Poll Watcher requests as long as they do not interfere with the normal voting process and do not violate the California Elections Code. For questions related to photography and filming at Polling Places, see the previous page. In the Election Guide & Checklist, Inspectors are instructed to post a single copy of the Street Index at the entrance of the Polling Place and update that copy once per hour until 6:00 p.m. This is required by California Elections Code (Sec ) and assists political campaign representatives and/or members of the public in knowing who has voted. Campaigns use this information in their "Get-Out-the-Vote" efforts. Each precinct should keep their Street Index current and cooperate with those who are seeking this information. NVC Directors are not responsible for updating Street Indexes. However, if a voter or Pollwatcher has a question, they may assist that individual. 14