PDF Setting up School District Preparation: Setting up ...

[Pages:4]Setting up School District Combinations

For standalone school district elections, a school district may group one or more regular election precincts together at a single polling place. (M.S. 205A.11)

In SVRS, these combined locations are known as School District Combinations (or combined precincts). A combination is made up of one or more precincts and an assigned school district polling place.

Combinations should be added or updated before setting up the school election at which they will be used.

If the election is already set up and changes are made to the combinations, contact OSS ASAP. (OSS must reassign precincts to ensure the proper rosters are created.)

Notes: Combinations are used for:

Aug School Primaries and Nov School General Elections in odd years

Special Primaries or Special Elections not held in conjunction with a state or federal elections

When the school election will occur on the same day as a municipal election:

School district combinations must still be set up and set as specified by the school district

SVRS will automatically remove precincts from the school district's election and assign them to the municipal election when the precincts are in both elections

Voters will appear on the appropriate municipal roster, not the school district roster.

Rev. 04/19/2017

Preparation:

Before adding or updating school district combinations, check the school district polling places to ensure that needed location(s) will be available to assign.

1. Under Precincts and Polling Places, select Polling Places.

Setting up Combinations

1. Under Precincts and Polling Places, select School District Combinations.

2. From Polling Place Type dropdown menu, select School District.

3. Under Status, check Inactive, so that all 3 boxes are checked.

2. From the School District dropdown menu, select the desired school district.

3. Existing combined precincts (if any) for that district are listed in the Combined Precinct dropdown menu.

4. Click Search.

5. Review the search results.

If the needed location is listed, continue to Setting up Combinations. If the needed location is not listed, add it as a school district polling place. See the user document Adding School District Polling Places for step by step instructions if needed. Once the polling place is set up, proceed to Setting up Combinations.

Note: When districts cover multiple counties, user can see all existing combinations, including those for precincts in other counties. (Refer to the County # on the left.) You can only Update/Delete/Add combinations in your own county.

If your county has combined precincts listed, see Modifying School District Combinations on page 2.

If no combined precincts exist for your county, see Adding School District Combinations on page 3.

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Modifying School District Combinations 1. To preview a combination, select it from the

Combined Precinct dropdown menu.

The assigned school district polling place and the precincts included are displayed.

5. Delete other combined precincts for the district as needed. When removal complete, proceed to Adding School District Combinations on page 3.

Updating Combinations

1. With the appropriate combined precinct displayed, click Update.

2. When a combination needs only minor changes (e.g. a polling place change; a few precincts added or removed), the Update option should be used. See Updating Combinations.

When extensive changes are needed (e.g. all combinations for the district have been rearranged--different precinct groupings at different polling places), it is simplest to delete the existing combination(s) and start from scratch. See Deleting Combinations directly below.

Deleting Combinations

1. With the appropriate combined precinct displayed, click Delete.

2. On the Delete Final Review screen, check that this is the correct combination to be remove. Then, select Delete.

3. Review the popup message and click Ok.

2. Review and edit Combined Precinct Name as needed.

See Combination Naming Conventions Combined Precinct Name on page 4.

Note: This name will be printed on the polling place roster. It will also appear in the dropdown menus when posting voter history and entering EDRs. 3. Review and edit the Combined Precinct Web Name as needed.

See Naming Conventions Combined Precinct Web Name on page 4.

Note: If ERS will be used for the election, this name will appear on the Election Night Results (ENR) website and associated results files. It will also be printed in the school district abstract. 4. If the assigned polling place is correct, skip to step 7.

To assign a new school district polling place to the combination, select the current location, and click Unassign Polling Place.

4. Click Back to Search and you will return to the School District Combination screen.

5. From the Available Polling Places list, select the correct polling place.

Then, click the blue arrow.

(This will move the location to Selected Polling Places.)

6. Next, set the polling place status. Click the Permanent or Temporary radio button as appropriate.

Note: In most cases, the status should be `Permanent.' A 'Temporary' polling place is a location used for a short period while the usual location is unavailable.

7. A regular precinct can be included in just one combined precinct. Once a precinct has been included in a combination, it is not available to place into a different combination until it is removed from the first. Add or remove precincts from the combination as needed. To ADD a precinct to the combination: Under Available Precincts, select the needed precinct and click the right-facing blue arrow.

Repeat as needed to add additional precincts to the combination. Precincts selected will now be displayed in the Precincts in Combined Precinct list.

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To REMOVE a precinct from the combination: Select the desired precinct from the Precincts in Combined Precinct list, and click the leftfacing blue arrow.

Repeat as needed to remove additional precincts from the combination. Removed precincts are listed in the Available Precincts list, and can be assigned to other combinations as needed.

8. After precincts are set as needed, click Continue.

9. Check the combination on the Final Review screen. If all details are correct, click Submit.

10. You will return to the School District Combination screen. Return to Updating Combinations step 1 on page 2 to update another combined precinct for the school district. Note: Every precinct in the district MUST be assigned to a combination. This includes a precinct which is its own combination (e.g. a polling place that will serve a single precinct.)

Adding School District Combinations 1. Click Add.

2. Enter a name for the combined precinct into the Combined Precinct Name text field.

See Naming Conventions Combined Precinct Name on page 4. Note: This name will be printed on the polling place roster. It will also appear in the dropdown menus when posting voter history and entering EDRs. 3. Enter a name into the Combined Precinct Web Name text field.

See Naming Conventions Combined Precinct Web Name on page 4. Note: If ERS will be used for the election, this name will appear on the Election Night Results (ENR) website and associated results files. It will also be printed in the school district abstract.

4. From the Available Polling Place list, select the correct polling place.

With the location selected, click the blue arrow. (This will move the location to Selected Polling Places.)

5. Next, set the polling place status. Click the Permanent or Temporary radio button as appropriate.

Note: In most cases, the status should be `Permanent.' A 'Temporary' polling place is a location used for a short period while the usual location is unavailable.

6. Under Available Precincts, select a precinct assigned to that combination. Then click the right-facing blue arrow.

Repeat as necessary to add other precincts to the combination. Precincts selected will now be displayed in the Precincts in Combined Precinct List.

7. After all appropriate precincts have been added to the combination, click Continue.

8. Check the Combined Precinct on the Final Review screen. If all details are correct, click Submit.

9. You will return to the School District Combination screen. Return to step 1 on this page to add another combined precinct for the school district. Note: Every precinct in the district MUST be assigned to a combination. This includes a precinct which is its own combination (e.g. a polling place that will serve a single precinct.) 3

Combination Naming Conventions Combined Precinct Name Include the ISD # and sub-district # (if appli-

cable) in the name Include the polling place name or precinct

name to help ID the pct(s) in the combination Limited to 50 characters (a `space' is counted

as a character) DO NOT include County Name, it is already

included on the top left of the Roster Examples: ISD 2902-- RTR Elm School Hope ISD 11 SB1 P1--Ramsey Municipal Ctr ISD 624--Hugo W2 P2B

Combined Precinct Web Name Include ISD # and sub-district number (if

applicable) Include name listed on the resolution passed

by the school board (if any) or include polling place name Limited to 50 characters (a space is counted as a character) DO NOT include County Name, it is automatically included on ENR and in abstract Examples ISD 192 P1 Boeckman Middle School ISD 22 #1 Trinity Lutheran Church ISD 270--All Saints Lutheran (EPR P-2)

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