How to Be an Election Clerk in SF

The city gives you a solid instruction packet for running the day. It’s very good, read it closely This is what I’ve learned from clerking that wasn’t in the book, written here mostly so I don’t forget it myself between elections.

What to Bring

It’s a long day, at least 12 hours, be prepared.

• A water bottle and a snack there are break times, but if things go sideways they might not be available.
• A notebook and a couple pens for scratch paper when counting things during closing
• A book or something to read if it’s a non-presidential election it might be slow
• A helpful mindset there are lots of odd things that might come up, and the counting at the end of the day can be a lot. Be willing to help out however it is needed.
• Bonus: a couple boxes of doughnut holes or other kinda treats for the voters to make the process more comfortable and human for the people coming in.

Processing the Voters

Make sure that the flow of people in the space (Line → Desk → Booth → Machine) don’t cross if possible. When things are busy it can be a lot to manage any additional confusion about guiding people. Painters tape arrows sound like overkill, but are great.

The Voter Flow

When someone walks in, the interaction at the table goes roughly like this:

1. Ask why they’re here

Are you here to vote, or to drop off a ballot?

• Drop off? Point them to the drop box. You’re done.
• Vote? Continue below.

2. Look them up in the Roster

I don’t need ID, just your last name.

Find them in the roster. Differentiate by first name if needed. If they are not in the roster (for any reason), you’re going to use a provisional ballot. You will use more provisional ballots than you might expect.

3. Confirm and sign Show them their entry in the roster while asking:

Is this your address, and is this your political party?

If yes (if not, they’re gonna need a provisional ballot):

Sign on that row

4. Assemble their packet and send them off

The tear off receipts at the top are for you. Fill out your ballot in the booth and then take it to the machine. Only feed in one sheet at a time. When you’re done bring back the blue folder to get your sticker. And if you make a mistake or anything, we can easily get you a new ballot

5. Mark the street sheet Use their roster number to find them on the street sheet and mark them off. This is easy to skip when it’s busy but hard to update afterwards. Depending on staffing at the location, might work to have someone doing just this alongside whoever is at the main desk.

Provisional Ballots

If they are not in the roster, they’re voting outside of their registered precinct, or something else is off (party affiliation, etc):

You can certainly vote here today! If you can’t make it to your precinct, or if you’re not registered to vote, you can fill out a provisional ballot. The city will match it to your registration, or register you, and it’ll work just fine. This happens a lot and is something we’re prepared for

Steps:

1. Get a provisional envelope
2. Write the precinct number and mark the reason for the ballot. Note: The city will decide if the reason is viable! It’s often not cut and dried. it’s better to take the vote and let the system decide.
3. Assemble the ballot
4. Hand them over:
   

   These tear off receipts at the top are for you, you can check on your vote status afterwards with them. Fill out the information on the envelope, fill out the ballot, fold it in half, put it in the envelope, seal it, and tear off the provisional receipt. Then drop it into the drop off box.

If you’re not sure about something, ask your inspector.

Closing Up: The Hard Part

This is the hardest part. You’re tired from a long day, and there’s a temptation to rush so you can go home. You can’t leave until everything adds up perfectly, so it’s better to be deliberate than to count everything eight times. Now is the time to be very precise and organized.

It is unlikely everything will count up correctly on the first try. I’ve been part of a very well organized group that had to recount many times.

Tips for the count:

• Don’t overestimate your counting abilities. Use a calculator.
• Break the counting into batches. Using the ballot language colors is a good way to group them. It’s easier to recount a batch of 50 and be sure than to second-guess a pile of 150.
• Write batch numbers down. Note how confident you feel about each set. Also so that you can note patterns if the count is off.
• Sanity-check the “ballots remaining” number. Some ballot pads are listed as part of a set (e.g., “1 of 2”) and will include the second pad in its “remaining” count. If you’re not careful, you might double-count that second pad.
• Use a spreadsheet if someone has a laptop. The summing math at the end is laid out a little weird in the official papers; having a sheet do the work makes it easier to update numbers. Remember: you’re tired, and small mistakes are likely every time you count.