A Note From The Executive Director And
The Deputy Executive Director

Dear Election Day Personnel:

As an Election Day worker, you are a vital link between the Board of Elections and the voting public we serve. Your courteousness, attentiveness and commitment during the long day at the polls are critical to the success of conducting the election.

In addition to your Poll Worker Manual you may use this brief reference guide to help you with the many different situations that commonly occur on Election Day. The flip chart format will enable you to find important information quickly. Armed with the knowledge you've gained from training and with the use of your Training Manual and this Quick Reference, we are confident you'll be able to handle your Poll Worker duties capably.

Thank you for your dedication, cooperation and professionalism.



Sincerely.    
Marcus Cederqvist
Executive Director
George Gonzalez
Deputy Executive Director


Board of Elections in The City of New York

Board Of Elections' Phone Numbers
If you have questions or problems on Election Day, see your coordinator or call your borough office for information.
Red Dot VOTE-NYC 866.VOTE-NYC or 212.VOTE-NYC
Red Dot Manhattan 212.886.2100
Red Dot Bronx 718.299.9017
Red Dot Brooklyn 718.797.8800
Red Dot Queens 718.730.6730
Red Dot Staten Island 718.876.0079

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If Inspectors &/Or Interpreters Are Missing
To open, an ED should have at least one Inspector from each of the two major political parties. If one is missing:
Red Dot Open your voting machine with the help of the Coordinator or someone from another ED. Do what you can to help get all the EDs at your site open;
Red Dot Alert your Coordinator or call your borough office to inform them of the inspector vacancies. If available, the Board will send standby Inspectors to your site to make up for the shortage. These Inspectors will bring a "Certificate to Work" with them;
Red Dot If the Board cannot provide standbys, get approval from the borough office to ask a registered voter to serve as an Inspector. Any voter who is enrolled in the same party as the missing inspector may serve.
Red Dot If an Interpreter, poll clerk, or information clerk is missing, alert your Coordinator or call your borough office to inform them of the vacancy

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If Supplies Are Missing
Red Dot The Election District cannot open without the Voter Registration List. If it is not in the transport bag in the back of the machine, CALL THE BOARD OF ELECTIONS' BOROUGH OFFICE IMMEDIATELY!

Red Dot The machine key delivered by the police officer in the morning is not necessary until the polls are closed. Call the Board of Elections' Borough office if the police officer does not deliver the machine key.

Red Dot If any other supplies are missing from either of the supply bags (ED Supplies or Poll Site Supplies), call the Board of Elections' Borough office.


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Person Wishes To Register Or Change Party Enrollment
If a person wishes to register, change party enrollment, or change address

Red Dot Give the person a Voter Registration application. The application can be mailed or returned to the inspector.

Red Dot If the person is registering to vote on Election Day, (s)he may not vote in that election.

Red Dot Registration and Voting information is available year-round by calling the following telephone number:
866-VOTE-NYC / (212) 868-3692
or on the Board website: www.vote.nyc.ny.us


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What Is Electioneering?
Electioneering is prohibited within 100 feet of the polling site entrance. Electioneering includes:

Red Dot Distributing, wearing, or carrying political literature, posters, banners, or buttons.

Red Dot Soliciting votes.

If you see or are made aware of anyone electioneering, advise Police Officer and ask him/her to stop the person.


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Closing The Polls And Who May Observe The Canvass?
Red Dot ANYONE IN THE POLLING SITE AT 9:00 p.m. OR BEFORE THE POLICE OFFICER CLOSES THE DOOR IS PERMITTED TO VOTE.

Red Dot The police officer should prohibit voters from entering the poll site after 9:00 p.m.


The following people may observe the closing of the polls:

Red Dot Candidates

Red Dot Authorized Poll Watchers

Red Dot Police Officer

Red Dot Federal, State, City government representatives and the media with proper ID and with authorization signed by the Executive Director of the Board of Elections.


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How To Cast A Write-In Vote?
If a voter requests assistance in casting a write-in vote, two inspectors -one from each party- accompany the voter into the booth to show him/her the procedure.

Give the voter the following instructions:

Red Dot Pull the red voting lever all the way over to the extreme right.

Red Dot Locate the button over the column of numbered slots on the extreme left of the machine.

Red Dot General Election: Depress the button and, while holding it in, open the slot opposite the office for which you wish to write in a candidate's name.
Red Dot Primary Elections: Depress the button and, while holding it in, open the slot number indicated on the ballot under the office and party for which you wish to write in a candidate's name.
Red Dot Write the name of your preferred candidate in the slot. A pencil is provided.

Red Dot Cast your vote for other offices in the usual manner.

Red Dot As you pull the red voting lever back to the starting position, the slot will close and the vote is recorded.

Red Dot Advise the voter that write-in votes are tabulated at the Board of Elections.

AFTER GIVING THE INSTRUCTIONS, BOTH INSPECTORS LEAVE THE BOOTH SO THAT VOTER HAS PRIVACY.


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If Voter Needs Assistance

Any voter may be assisted by anyone (s)he wishes except his/her union representative or employer. If a voter is assisted:
Red Dot Enter the name and address of the person assisting the voter in the appropriate section of the poll list book and indicate that the voter was assisted.

The following groups of voters may be assisted by Poll Workers or by any person they choose:

Voter Speaks Spanish/Chinese/Korean
Red Dot Point out to the voter the posters with voter instructions in his/her language, the sample ballot and the information that (Spanish/Chinese/Korean) Interpreters are available.

Red Dot Locate the appropriate Interpreter if your polling site has one. An Interpreter does not to have to be accompanied by Inspectors when assisting a voter in the booth.

Note: The Board of Elections provides Interpreters for certain groups of citizens covered by the Voting Rights Act. However, all voters may and can use any person they elect to assist them in the translation and interpretation of the ballot or the voting process.


Voter Is Disabled Or Illiterate
Red Dot If the voter requests inspector's help, one inspector from each party must be present.

Red Dot A disabled voter may go to the front of the line.


Voter Does Not Know How To Use The Machine
Red Dot Two inspectors, one from each party, accompany the voter to the booth to instruct him/her.

Red Dot After the instructions, both inspectors must leave the voting booth so that voter has privacy.


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A Voter Is Challenged
Anyone may challenge a voter at a poll site. A person may be challenged because:
Red Dot The voter's current signature and signature in book seem not to match.

Red Dot Someone has already voted using the person's name.

Red Dot It is believed that the voter no longer resides at the stated address.


When a voter is challenged
1.   Explain to the voter that (s)he has been challenged. If need be, have an Interpreter translate your instructions.

2.   Give the voter a copy of the challenge oath after you have entered the ED/AD on top of page.

3.   Ask the voter to read the oath. Inform the voter that (s)he may vote on the machine only if (s)he signs the challenge oath.

4.   A challenged voter may vote on the machine after signing the oath.

5.   Complete the voter record indicating that the voter was challenged; place the signed oaths in the Transport Bag.


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Voting Machine Breakdown
Here are some typical voting machine problems and what to do about them.
Red Dot The red voting lever is swinging freely.

To fix: pull the lever all the way back to the left starting position to reengage it. Make sure the Officer's Control handle is pushed all the way down as the next voter enters the booth.

Red Dot The voting lever won't move because the Officer's Control handle is not pushed down fully.

To fix: push the Officer's Control handle down all the way.

Red Dot In a primary the party lever is not properly set.

To fix: make sure the lever is securely positioned at the correct party. You should not be able to move the lever without pulling out the knob on top.


If you cannot fix the machine:
Red Dot Call the number found in the police envelope.

Red Dot While waiting for the repair technician to arrive, follow the Emergency Ballot procedures outlined in your Poll Worker Manual.


At the close of the Polls: record your machine votes. Count and record ONLY emergency ballots on the tally sheet and the return of canvass. DO NOT OPEN & COUNT AFFIDAVIT BALLOTS.

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Federal Observers, Candidates And Poll Watchers' Rights And Responsibilities
A Poll Watcher is a representative of a candidate, political party or independent group who observes the election to confirm its fairness and get early unofficial results. Each poll watcher must present to the inspector a watcher's certificate issued by a candidate or the chairperson or secretary of a political committee or independent body whose candidates are on the ballot. Only three watchers per candidate or organization may be present at an ED at one time. Only one of these watchers may be within the ED "guard rail" (three feet from the inspectors' table).

Candidates and poll watchers may:
Red Dot Arrive at the poll site at 5:45 am to witness the opening of the polls &/or examine the ballot box.

Red Dot Examine the machine when it is not in use.

Red Dot Challenge voters.

Red Dot Be given information about who has voted, if the inspectors are keeping a list.

Red Dot Attend the canvass and tally at the end of the day.


Candidates and poll watchers may not:
Red Dot Electioneer within a 100 feet radius of the entrance to your site.

Red Dot Disrupt proceedings.

Red Dot Participate in any manner in the conduct of the election.


Federal Observers and others:
Federal observers from the Department of Justice may visit your site to monitor compliance with the Voting Rights Act. Please note that these observers may, with the permission of the voter, accompany a voter and Interpreter into the voting booth to observe the manner in which the poll worker interprets for the voter.

There may also be observers from the Board of Elections, city and state agencies or monitors from community organizations. You are expected to cooperate in a courteous manner with all visitors who have proper identification.


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How To Use The Streetfinder And Poll Site List
If you can not find a person's name on the voter registration list, you should check if the voter is at the correct election district. Use the streetfinder and a poll site list to find the correct Election District.

If you still can not find the person's name, follow the affidavit ballot procedures.

To use the Streetfinder:
Red Dot Ask the voter his/her current address.

Red Dot Find the address in the Streetfinder, following these guidelines:

Red Dot Numbered streets (for example, 238th Street) appear first in the Streetfinder.

Red Dot Named streets (for example, Avenue U, Grand Concourse) follow in alphabetical order.

Red Dot Numbered streets with a name before the number (for example, East 12th Street, Beach 135th Street) are found in the alphabetical listing under the word (in our examples that would be under East or Beach).

Red Dot Find the voter's house number (for example, 86-33 55th Road, 1342 Hylan Boulevard) in the appropriate row under the Street name.

Be careful: often house number will be contained in two successive rows. One row contains house numbers that end in an even number, and the next row contains house numbers that end in an odd number.

Check the last digit of the house number you wish to find - in our examples, that would be the 3 (86-33) and the 2 (1342) - and choose the appropriate row.

Red Dot The two columns to the right contain the ED and the AD respectively for each group of house numbers. This is the voter's district where (s)he would vote.


To use the Poll Site List:
Red Dot Look at the top of each column to locate the correct AD.

Red Dot Go down the left side of that column to locate the voter's ED.

Red Dot The poll site name and address are printed to the right of each ED number.

Note: sites marked with a star (*) are currently inaccessible to the handicapped.


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Voters' Rights And Voters' Name Missing/Affidavit Voting
Red Dot A voter does not need any identification or ID card to vote.

Red Dot A voter, who returns the large red voting machine handle to its original position before (s)he has finished voting, must obtain a court order to use the machine a second time. Advise the voter where the Supreme Court Justice can be found in your borough.

Red Dot Voters must be given emergency ballots during a voting machine breakdown.

Red Dot Any voter in the polling site before or at 9 p.m., when the police officer closes the door, is entitled to vote.

Red Dot Handicapped or illiterate voters may be assisted by:

Red Dot an Inspector from each political party

Red Dot any person they wish except their union representative or employer.


IMPORTANT
NEVER TURN A PERSON AWAY BECAUSE THEIR NAME IS NOT ON THE VOTER REGISTRATION LIST. ANY PERSON STATING TO BE A REGISTERED VOTER AT THE CORRECT ELECTION DISTRICT IS ENTITLED TO VOTE USING A PAPER BALLOT AND AN AFFIDAVIT ENVELOPE. THESE ENVELOPES ARE NOT OPENED OR COUNTED AT THE POLL SITE.

Red Dot Set up the cardboard voting booth

Red Dot Issue a Voter Rights Flyer, Affidavit Ballot Envelope, Marigold notice, and paper ballot to the voter.

Red Dot Check to see that the voter has correctly completed Affidavit Envelope and confirm that the voter placed his or her ballot in the Affidavit Envelope and sealed it.

Red Dot Complete the designated entries for the Inspector.

Red Dot Indicate in the "Remarks" column why the voter voted by Affidavit Ballot.

Red Dot Place the completed envelope in the large "A" envelope


SEE SPECIAL SITUATIONS, AFFIDAVIT BALLOT PROCEDURE SECTION OF THE POLL WORKER MANUAL FOR ALL DETAILS REGARDING THIS SITUATION.


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Closing The Polls
One of the most important tasks as a poll worker is closing the polls at the end of election day.

Inspectors must remain at the poll site until the closing is complete.
1.   Prepare the voting machine for closing:

Red Dot Cut the white paper seal on officer lock #1 and with the key found lock the voting machine by turning it ¼ turn to the right.

Red Dot Push the button under the polls open/polls closed knob and slide the knob to the left.

2.   Record the number of votes cast on the Return of Canvass

Red Dot Write the number of machine votes for each candidate and ballot proposal on the Return of Canvass

Red Dot Tally any emergency ballots and write the number of votes of each candidate and ballot proposal from these ballots onto the Return of Canvass.

Red Dot Enter the public counter number at the closing in the box in the upper left corner of the return of canvass.

Red Dot Enter the ED/AD numbers in the appropriate spaces.

3.   Repack the Supplies:

Red Dot Read and sign the certification of the Voter Registration.

Red Dot Return the supplies to the back of the machine.

Red Dot Enclose all items required in the return envelope

REMINDER: Do not open the individual Affidavit Ballot Envelopes.

4.   Close the voting machine

5.   Complete the poll worker manual. (Time Sheet)

6.   Give the Return Envelope and pages 1 and 3 of the Return of Canvass to the Police Officer.

See the "Closing the Polls" section of the Poll Worker Manual for all the details pertaining to this important duty.


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Poll Worker Quick Reference Guide