ELECTION PREPARATION - Jefferson County Clerk's Office



ABSENTEE VOTINGVoters, for different reasons can vote by absentee ballot if they qualify under the guidelines listed on page 2. Before a voter can vote by absentee ballot, an application must be completed. Voters can request online thru the Election Center website at elections., or via phone. If there are questions that the manager or assistant manager cannot address you can direct the voter to the Co-Managers Absentee Voting & Candidate Info. To apply for a voters absentee application.Through the look up portion of 2n1 or just the stand alone look up program, an absentee ballot application can be issued. -Click on the “create Abs App” button to the right of the voters’ SSN.- From there all entries are required for filling the applicationThe application will print to the printer at the front counter. Co-Managers of Absentee Voting & Candidate Info will retrieve the application and mail it. Mail – in Absentee Ballot Voting in Jefferson CountyKentucky law allows mailing a paper absentee ballot for certain reasons:Person who, due to age, disability or illness will be unable to go to the polls on Election Day. Student who temporarily resides outside the county in which he/she is registered. Voter who temporarily resides outside the state but is still eligible to vote in this state. Person who is incarcerated in jail and has been charged with a crime but yet to be convicted of the crime. Person whose employment requires him/her to be absent from the county all hours and all days absentee voting by machine is conducted. Military personnel confined to a military base on Election Day.Voters who moved to a different state after the voter registration books closed. (Presidential Elections only).Person who is a participant of the Office of the Secretary of State’s address confidentiality program.To qualify for a mail-in ballot, the application must be received seven days prior to an Election. The application can be requested in person, by phone or by mail or email. In-house Voting Jefferson CountyKentucky law allows voters to vote in-house for certain reasons:Voter who will be outside the county on Election Day. Student who temporarily resides outside the county in which he/she is registered, and will be out of the county on Election Day. Voter who is a member of the Armed Forces, or a dependent who will be out of the county on Election Day. Voter who is a member of the Armed Forces who will be confined to base within the county and who learns of the confinement within 7 days of the election. Voter who is a citizen residing ov3erseas and will be out of the county on Election Day. Voter or spouse of a voter, who has surgery scheduled that requires hospitalization on Election Day. Precinct Election officer working outside of their precinct on Election Day.Member or any staff of the County Board of Elections, any county clerk, or State Board of Election employee. A woman in her last trimester of pregnancy. KRS 117.088 – Pilot program for visually impaired persons. Presidential Election Only: Voter who move to a different state after the voter registration books closed. ELECTION PREPARATIONPreparations begin six to eight weeks prior to an election. There are several areas to be checked and prepared for the election.SUPPLEMENTAL ROSTERSEach supplemental roster must have the election date, precinct county and county code (056) added. Labels will be ran containing this information. Place the label in the area that says “county name and code” and “precinct name and code”If a voter is discovered to be incorrectly registered before the rosters leave for the warehouse, voters can be added to the supplemental roster. Type the voter’s name, address, date of birth, and party on the supplemental sheets of the “new” precinct. DO NOT type the Social Security Number. Draw a single red line through the voter’s info in the “old” precinct. DO NOT mark through the bar code. Write “Reg. in ______(precinct)”. Initial it. The voter’s registration card should be filed in the Authorization to Vote basket. For reference on Election Day a typed list will be made of all the names that were added and distributed to the clerks.In Primary elections, there is one supplemental roster for the Democratic binder and one for the Republican/Non-Partisan binder per precinct. In General elections, there is one supplemental roster for the A-L binder and one for the M-Z binder per precinct. The supplemental rosters are placed and secured on top of the signature roster page in each of the precinct binders.SIGNATURE ROSTERSWhen the signature rosters are received, they are sorted by Legislative Districts (LD’s). In the Primary, they are divided by party. In General elections, they are divided by last name. A-L and M-Z. The binders for the signature rosters must also be prepared. Cards are on the front of roster book with the precinct number and party affiliation for Primaries and by last name for General elections. A county wide map, precinct map and street list are put in the first book of the LD binder with other appropriate inserts. Signature roster pages can now be assembled in the appropriate binder. In the Primary Election, a red divider insert between the Republican roster and the NPP roster pages. Occasionally mistakes are found after the rosters are ran. If any information is incorrect, draw a single red line through it and initial the roster. Never mark through the barcode(s). If the voter is in the wrong precinct, put the new precinct next to your initials. This voter must be added to the supplemental sheet of the correct precinct. The signature rosters will be triple checked by other clerks. Check for the following: the precinct on the binder and roster match; the correct map is in the book; each page of the rosters is there; and everything is in order. ABSENTEE LISTAn appropriate list of those voting absentee is sent to each precinct. The Co-Manager will furnish the list to the precinctsAUTHORIZATION TO VOTE BASKETAny errors concerning a voter’s registration that is found after the books have closed that requires an Authorization to Vote. The voter is contacted about the error and is mailed the authorization or they must come into the Election’s Office to complete their card and will be given the authorization then. The voter takes the authorization to the correct precinct to vote.CANCELLATION DRAWERAny voter registration card that cannot be processed due to lack of information is filed in the cancellation drawer. A felon with no restoration papers attached, or someone that has been deemed incompetent will be placed with an explanation of why the card can’t be processed. Pending the work load, they will be checked before each election to ensure that a card(s) cannot be processed. DECLINATION FILE CABINETVoter registration cards that are stamped and contain the signature of the applicant declining to register to vote provided by the circuit clerk’s office. Pending the work load, they will be checked before each election to ensure that these cards cannot be processed. DUP SAME FILE CABINETVoter registration cards whose information matches the current registration data are considered “dup sames”. Pending the work load, they will be checked before each election to ensure that these cards cannot be processed. HOLDING FILENo work is permitted to be entered after the books close. All registration cards and notices of change are clocked in and filed alphabetically in a tray referred to as the holding file. They are stationed there until the books reopen and daily work is resumed. ROSTER BINDERSThese are housed at the election warehouse. There are two binders per precinct. Every election there are small cards that designate the election. For the primary, the card is labeled as B154/REP/NON PARTISIAN by party and for the general they are labeled as B154/A-L by last name.VOTING LOCATION CHANGE NOTICE CARDSIf a voting location is moved for any reason, a voting location of new polling location change post card (11 ? X 6 manila colored card) is mailed by household. This post card lets the voter know where their new voting location is. There is one set mailed as soon as the location is changed, and one is mailed no later than two weeks prior to Election Day. ELECTION DAYAll employees are expected to be ready for work by 5:15 a.m. Election Day. Several public officials, media, and other people will be around the office. Everyone is expected to dress and behave professionally.Most of the day is spent on the telephone. Listed below are frequently asked questions on Election Day. Where do I vote?Ask for the SSN to verify registration and precinct the voter’s current address.Who’s running?A list of Candidates will be provided by the Co-Managers, you should have this at your desk for referencing for Election day. Does my employer have to let me off work to vote?KRS118.035 states “As provided in Section 148 of the Constitution of Kentucky, any person entitled to a vote at any election in this state shall, if he has made application for leave prior to the day he appears before the county clerk to request an application for or to execute an absentee ballot, be entitled to absent himself from any services or employment in which he is then engaged or employed for a reasonable time, but not less than four hours on the day he appears before the clerk to request an application for or to execute an absentee ballot, during normal business hours of the office of the clerk or to cast his ballot on the day of the election between the time of opening and closing the polls. The employer may specify the hours during which an employee may absent himself.”How late are the polls open?Polls are open from 6:00 a.m. to 6:00 p.m. At 6:00 p.m., the sheriff will stand at the end of the line of voters, if there is one, marking the point at which persons in front of the Sheriff are on time to vote. They will continue to vote until the last person in front of the Sheriff has voted.How close can political signs be to the polls?No electioneering may take place within 100 feet of the polling location entrance door. Sheriffs or police can be sent to polls if this is occurring.Can I buy/sell alcohol today?This Law was changed effective April 4, 2013 and alcohol can be bought or sold while the polls are open.What do I need to take to the polls?The voter should have a form of identification. The following are acceptable: driver’s license, credit card, social security card, or picture ID bearing the voter’s signature. Anyone not having ID will NOT be allowed to vote until they return with proper Identification. Oath of Voters can no longer be filled out for voters with no identification. ELECTION DAY continuedCertain clerks may be assigned to be responsible for specific areas of the office. This may include, but not limited to, the front counter, cancellation files, holding file, street book, and precinct files. Though certain clerks may “take charge” of an area on Election Day, each clerk is responsible for knowing each area of the office.Each terminal should be prepared for various types of phone calls. Lookup should be signed on and prepared to look up any SSN or name. AS/400 A-Emulator can be used for looking up voters or seeing a scanned card. The AS/400 B-Emulator can be used to precinct addressesOn Election Day things seem to move at a fast pace. Take time to thoroughly think through questions. When looking for a card, be sure to check the following places:Cancellation drawerDeclination drawer or bookDup same drawerHolding fileAuthorization to vote fileInstructions will be gone over before each election. Listed below is a sample of what should be on each desktop that day. A full list is given prior to Election day. How to sign on/off UCD Polling location sheet and polling location move sheetMailing envelopesOutcardsAuthorization to vote listList of candidatesTraining manualReceiving station listTime off lawPolling location problem sheetCell phone numbers and instructionsMemo regarding absentee ballots/Post officeSheriff complaint formPhone numbers for rides, problems with voting equipment and ballots at polling locations, questions regarding absentee ballots and medical emergency ballotsBefore the election is the time to ask any questions. They could range from how to do something on the computer to clarification on a law. After the polls close, clerks will be assigned to specific duties. These will be handed out before each election.All board members and sheriff’s deputies will be on location to see that the election runs smoothly. ................
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