HomePoll Workers Brown Bag Questions and Answers
In January 2009, the Elections Department held a series of Brown Bag Lunches with poll workers in an effort to solicit feedback and suggestions from those who serve voters directly on Election Day. Your questions have been compiled below, with responses provided so that you can see the outcome of the entire series of discussions. This was a constructive process that the Elections Department plans to continue in future years. Thank you for your participation and valuable input.
Precinct Registers:
- Have two check-in inspectors who use two books that comprise the letters A-O and P-Z.
- Develop a cover that can be placed over the precinct register that only shows one voter's name and the corresponding signature line so individuals do not accidently sign on the wrong line.
Poll Worker Evaluations:
Poll Worker Pay:
- Increase poll worker pay or decrease the number of hours poll workers work.
- Payroll needs to be itemized.
- Website should announce when checks have been mailed out.
- Payment for training should be contingent on working on Election Day, so that money would not be wasted by individuals who go to training with no intention of being a poll worker.
- Social Security/Medicare taxes should be taken out so poll workers can earn retirement credit. This may encourage individuals to continue to work as poll workers.
- Payroll needs to be completed in a shorter time period.
- Give poll workers who are County employees a separate poll worker check to ensure that they are paid accurately (itemized).
- Include payment schedules in training manuals.
- Is there an opportunity to have the poll worker paychecks direct deposited (not a county employee)?
- Include article explaining role and pay scale of a stand-by poll worker.
Brown Bag Lunches:
Poll Worker Communication Methods:
- Ensure that all poll workers receive their letters regarding online training.
- Initiate email as a secondary contact method for poll worker information.
- Continue to call first and follow-up with letters, but callers need to speak slowly and repeat phone numbers left on answering machines.
Poll Worker Appreciation Event:
Disabled Voter Concerns:
- Promote Absentee Ballots more so individuals with disabilities are not impacted when attending precincts that are difficult for them to maneuver.
- Include an express line for disabled individuals.
Poll Worker Position Duties:
Poll Watcher topics:
- Poll workers spoke at length regarding poll watchers and what their ability/access was to be in at the polls. Many expressed concern that poll watchers overstepped their bounds.
- Training should be required for poll watchers as to their roles and what they can and cannot do at the polls.
Monday Night Election Set-up Procedures:
- All poll workers coming on Monday to set up is a hindrance.
- Poll Deputies do not need to come on Monday night set-up.
Poll Worker Language Requirements:
Poll Worker Schedulers:
- Would like to have more continuity regarding staffing polls. Clerks should be able to choose who stays and goes.
- Poll workers want a continuity with the poll worker schedulers – stated that they are perceived like friends.
Poll Worker Training:
- Editing is important – last manual had glaring error regarding the feeding of ballots into scanning machine.
- Basic information was not included in the manuals, which led to a QAS explaining an amendment to a voter.
- Online training should be shorter in length and reviewed for clarity and information that contradicts what was taught in class.
- Manuals need to be updated and that all trainers are well versed in these updates/addendums.
- Make online training more inclusive as a replacement for in-person trainings so individuals can do it on their time and save money and time from driving to training sites.
- Have "training modules" on online training that demonstrate how to fill out paperwork such as Certificate 1 and 2.
- Have warnings on online training stating that if you do not complete session, you will not get paid.
- What does a poll worker do if they get bumped off of online training?
- Initiate role playing within training classes as it would aid in the memorization of content.
- Too many changes in operations from one election to another.
- When signing in, don't ask for Social Security numbers or only last four digits.
- More realistic/situational examples need to be included in online training.
- If possible, have "newbie" or rookie position training classes as instructors may move too fast on topics that veteran poll workers may already know.
- Cross-training of poll worker positions should be offered.
Collection Center:
Poll Worker Pulse Newsletter:
- Include article reminding poll workers of proper dress code in department newsletter.
- Include contact information of department staff in department newsletter.
- Explain in more detail any new election laws.
- Highlight outstanding precincts in newsletter.
Provisional Ballots:
Election Central:
Absentee Ballots:
- Absentee Ballots (AB) should include instructions stating that if voters do not mail AB in then they need to state that they need to bring it in with them to the polls.
- AB sent lists are not updated in time for Election Day accounting for those who used Early Voting.
Polling Places:
Precinct Materials/Equipment:
- Need a better quality of tape for signs at polls and additional post it tabs for precinct registers.
- Additional voting booths and optical scan machines should be issued to polls to avoid lengthening wait times.
- Make sure that polling places' phone jacks are operational, as some appear to have been ripped from walls.
- Precinct lay-outs should be developed in conjunction with the precinct clerk's input.
Early Voting:
Affirmations:
Precinct Registers:
Have two check-in inspectors who use two books that comprise the letters A-O and P-Z.
Precinct registers will remain divided into three books with the separations listed as A-G, H-O and P-Z. Three books have shown to make the line of voters flow smoother.
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Develop a cover that can be placed over the precinct register that only shows one voter's name and the corresponding signature line so individuals do not accidently sign on the wrong line.
This suggestion is under review to see if it is possible given budgetary constraints.
Poll Worker Evaluations:
Redo poll worker evaluation forms and pay roll sheets in order to show who stays late.
Evaluations are being rewritten and will be included in the Clerk's Kit in the future.
Poll Worker Pay:
Increase poll worker pay or decrease the number of hours poll workers work.
Poll Worker salaries are determined by the Miami-Dade County Commission. Poll Worker hours are set by Florida State Statute.
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Payroll needs to be itemized.
This suggestion is currently under review for implementation in future elections.
Website should announce when checks have been mailed out.
The department is currently updating its website so that it is more user-friendly for poll workers. This suggestion is being evaluated as to its ability to be implemented.
Payment for training should be contingent on working on Election Day, so that money would not be wasted by individuals who go to training with no intention of being a poll worker.
The Elections Department must pay for all training taken by all individuals regardless of working the polls.
Social Security/Medicare taxes should be taken out so poll workers can earn retirement credit. This may encourage individuals to continue to work as poll workers.
This decision must be made at the federal level by the Internal Revenue Service (IRS).
Payroll needs to be completed in a shorter time period.
The department will continue to monitor methods that may speed the delivery of payroll to the more than 10,000 poll workers who work each countywide election. There are multiple levels of quality assurance and review to ensure poll workers receive accurate paychecks.
Give poll workers who are County employees a separate poll worker check to ensure that they are paid accurately (itemized).
Miami-Dade County's employee payroll process is regulated by the County Charter and handled by the County's Finance Department.
Include payment schedules in training manuals.
This will be included in all future manuals.
Is there an opportunity to have the poll worker paychecks direct deposited (not a county employee)?
Because poll workers only get paid a few times during the year, it is not cost effective to use direct deposit.
Include article explaining role and pay scale of a stand-by poll worker.
This will be addressed in an upcoming issue of the Poll Worker Pulse.
Brown Bag Lunches:
Brown bag lunches should occur at least once a year, every year.
The department plans to schedule annual brown bag lunches in January of each year, in order to continue providing opportunities for poll worker feedback and communication.
Poll Worker Communication Methods:
Ensure that all poll workers receive their letters regarding online training.
Online training information is included in poll worker assignment letters.
Initiate email as a secondary contact method for poll worker information.
This suggestion is currently in progress. Poll worker information is being updated and this includes email addresses when provided by the poll worker. If you would like to update your email address with the Poll Worker Section, please call 305-499-8448 or email us at polls2@miamidade.gov.
Continue to call first and follow-up with letters, but callers need to speak slowly and repeat phone numbers left on answering machines.
- This suggestion will continue to be emphasized with schedulers as our current method of contacting poll workers.
- Staff will be instructed to be clear and concise when speaking on the phone or leaving messages.
Poll Worker Appreciation Event:
Have a Poll Worker Appreciation Day.
Scheduling a Poll Worker Appreciation Day is contingent on department funds.
Disabled Voter Concerns:
Promote Absentee Ballots more so individuals with disabilities are not impacted when attending precincts that are difficult for them to maneuver.
The department advertises the three ways to vote: Absentee Voting, Early Voting and Election Day Voting at assigned precincts. Advertising is done on television, radio, numerous newspaper ads and articles in three languages and on the Internet.
Include an Express line for disabled individuals.
The Elections Department cannot favor any group of voters.
Poll Worker Position Duties:
QAS should not verify clerk's forms – should only fill out forms.
The Quality Assurance Specialist (QAS) is a member of the Election Board whose role is to verify that the Elections forms are completed. The QAS provides increased support to the Clerk by providing another set of eyes to verify the accuracy of precinct paperwork before it is submitted to the Elections Department.
Poll Watcher topics:
Poll workers spoke at length regarding poll watchers and what their ability/access was to be in at the polls. Many expressed concern that poll watchers overstepped their bounds.
The rules regarding poll workers are clearly written in the Clerk's manual. If a poll watcher's actions or activity contradicts what is written in the Clerk's manual, the clerk is authorized to take necessary action and to let the poll watcher know. If the poll watcher does not follow the rules, please contact Elections Central.
Training should be required for poll watchers as to their roles and what they can and cannot do at the polls.
The Elections Department reviews this information with political parties who are responsible for providing this information and training to poll watchers.
Monday Night Election Set-up Procedures:
All poll workers coming on Monday to set up is a hindrance.
Although it is encouraged to attend, it is not mandatory. If you are unable to attend the Monday night set-up, it is important that you notify your Clerk.
Poll Deputies do not need to come on Monday night set-up.
The Monday night set-up is valuable time for the Clerk to use as an opportunity to share recent Elections Department updates prior to the polls opening on Tuesday morning, although it is not mandatory.
Poll Worker Language Requirements:
Ensure that poll workers assigned to polls are fluent in English.
Poll worker assignments are made in compliance with state law that requires poll workers to speak English.
Poll Worker Schedulers:
Would like to have more continuity regarding to staffing polls. Clerks should be able to choose who stays and goes.
The suggestion may be considered for implementation in the future.
Poll workers want a continuity with the poll worker schedulers – stated that they are perceived like friends.
The department will continue to make service delivery poll worker oriented.
Poll Worker Training:
Editing is important – last manual had glaring error regarding the feeding of ballots into scanning machine.
- Poll worker procedural manuals undergo extensive levels of review and proofing. Any typographical errors should be brought to our attention to be remedied in the future. Have handouts detailing changes in procedures or on forms.
- Procedural changes are distributed to all precincts through a detailed memorandum called an Addendum prior to any election.
Basic information was not included in the manuals, which led to a QAS explaining an amendment to a voter.
Poll workers are not allowed to discuss or explain the content of the ballot to voters.
Online training should be shorter in length and reviewed for clarity and information that contradicts what was taught in class.
Online training is developed from the poll worker manuals, therefore it should have the same information.
Manuals need to be updated and that all trainers are well versed in these updates/addendums.
Using the Optical Scanning Voting Equipment for the first time in 2008, presented new challenges for all of us. As new changes with the equipment became necessary, all trainers were involved in creating detailed training scenarios for poll workers.
Make online training more inclusive as a replacement for in person trainings so individuals can do it on their time and save money and time from driving to training sites.
Currently, state law does not allow this.
Have "training modules" on online training that demonstrate how to fill out paperwork such as Certificate 1 and 2.
The department is currently updating the online training program and this suggestion will be included.
Have warnings on online training stating that if you do not complete session, you will not get paid.
This is a great suggestion. The department will incorporate it into the online training.
What does a poll worker do if they get bumped off of online training?
Please call the help desk when this occurs. Elections Help Desk staff will try to recreate the problem. Once it can be recreated, staff will be better equipped to assist the user complete online training.
Initiate role playing within training classes as it would aid in the memorization of content.
This suggestion will continue to be looked at.
Too many changes in operations from one election to another.
The department attempts to minimize election procedure changes, however some changes are demanded by Federal and State Government. As a result, the department has to implement those changes.
When signing in, don't ask for Social Security numbers or only last four digits.
This information is necessary in order to pay poll workers for coming to class. Every precaution is in place to make sure the information is not compromised.
More realistic/situational examples need to be included in online training.
Examples from the training manuals were used during training classes.
If possible, have "newbie" or rookie position training classes as instructors may move too fast on topics that veteran poll workers may already know.
This is something that has been considered. However, having classes with veteran poll workers in attendance can provide additional experiences or questions that a newer poll worker can gain from.
Cross-training of poll worker positions should be offered.
Clerks and Assistant Clerks are cross-trained together because an Assistant Clerk may have to assume the duties of a clerk.
Collection Center:
Collection Center staff needs to be better trained and have better customer service skills.
The department started training all collection center staff prior to the past General Election instead of training only the center supervisors. The feedback from ATSs and ESs was very positive. This November 2008 General Election was the first election with the new procedures in place. The department will continue to emphasize communication skills in future trainings.
Poll Worker Pulse Newsletter:
Include article reminding poll workers of proper dress code in department newsletter.
This will be addressed in an upcoming issue of the Poll Worker Pulse.
Include contact information of department staff in department newsletter.
This will be addressed in an upcoming issue of the Poll Worker Pulse. Contact information may also be found on the website at www.miamidade.gov/elections.
Explain in more detail any new election laws.
As new election laws are enacted, there will be an article in the following Poll Worker Pulse informing readers of the changes and how they impact the administration of the polls.
Highlight outstanding precincts in newsletter.
Criteria will be created and precincts that meet it will be highlighted in the subsequent Poll Worker Pulse.
Provisional Ballots:
Provisional Ballot envelopes do not fit in ballot box slot.
As long as the Provisional Ballots remain sealed, the Clerk may fold the envelope, as necessary in order for it to easily fit through the ballot box opening.
Election Central:
Getting through to Election Central is too difficult.
The Elections Department is looking at ways to streamline the number of calls to Elections Central. In order to reduce wait time, verify that you select the correct Call Center prompt for the issue you are seeking a resolution for. Patience is needed because just as the precincts have peak times during the day when more voters are present, there are also peak times when Elections Central has higher volumes of calls coming in with a limited number of staff to handle the calls.
Absentee Ballots:
Absentee Ballots (AB) should include instructions stating that if voters do not mail AB in then they need to state that they need to bring it in with them to the polls.
The contents and instructions of AB certificate envelopes is mandated and specified by state Law. The envelope's content is specified by law. Voters will not be turned away if they do not bring in their blank Absentee Ballot on Election Day (should they prefer to vote in person). Instructions are given to voters when they call to take their unused ballot to the polls so they may be voided, but there is nothing in writing. This information is provided to voters on the department's website and in the sample ballot that is distributed to all voters.
AB sent lists are not updated in time for Election Day accounting for those who used Early Voting.
The Elections Department distributes a list on Monday Night, which has all voters who voted up to the Saturday before the election. The list Tuesday morning is for all those that voted during the weekend, including by absentee ballot or early voting.
Polling Places:
Choose polling places that would generate less people traffic coming to site for business other than voting on that day.
When identifying a polling location, boundary lines for each precinct are taken into consideration. It is very difficult to identify locations that have minimal traffic on Election Day. The Elections Department continues to conduct an extensive search on all polling places to improve capacity issues and working conditions for Election Day.
Precinct Materials/Equipment:
Need a better quality of tape for signs at polls and additional Post It tabs for precinct registers.
In previous elections, masking tape was provided to precincts to use on all signs to tape them to the walls. This tape proved to be effective, however; the adhesive on the tape was too potent, therefore damaging the walls at polling places. Since then, we changed the type of tape sent out to the polling places. We now use painter blue tape. Although the adhesive on this tape is not as strong as the one found on masking tape, it is still strong enough to hold the signs without damaging the wall finishes.
Additional voting booths and optical scan machines should be issued to polls to avoid lengthening wait times.
The amount of registered voters assigned to a precinct dictates the amount of equipment allocated to a precinct. During the election, there are strategically placed teams of troubleshooters with a truck containing backup equipment and general supplies. Additional equipment and supplies are deployed to any precinct at any given time based on availability and approval from the Supervisor of Elections.
Make sure that polling places' phone jacks are operational, as some appear to have been ripped from walls.
The Elections Department conducts a telephone inspection at every polling place one month before an election to ensure that all telephone jacks are in working condition. At that point if any repairs need to take place, a work order is placed for the repair. Also on Election Day, the Elections Department has AT&T staff on site for any issues that may arise with a telephone jack not working properly.
Precinct lay-outs should be developed in conjunction with the precinct clerk's input.
Feedback from Clerks is welcome. Because most of the precinct clerks have been assigned to the same location for a significant amount of time, the Clerks may revise the voter flow and can provide the department feed back so the lay-outs can be revised. When precinct lay-outs are developed, the Polling Place Staff and the Director's office work together to ensure that voter flow inside the precinct does not cause bottlenecks.
Early Voting:
Do away with Early Voting – too expensive. With saved money increase poll worker pay.
Early Voting is required by state law.
Affirmations:
Affirmations filled out at precincts are not being updated in between elections.
Affirmations received from the precincts are updated immediately following all elections.
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All rights reserved.
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