Informational
Pamphlet for
Election Day Voting
Prepared and Distributed by:
Secretary of State
Approved by:
Attorney General, Pursuant to La. R.S. 18:421
Disposition: Return Pamphlet in the Green Canvas Bag
IP-Elec Day (Rev. 02/24)
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Louisiana Election Day Voting Guide: A Comprehensive Pamphlet, Study Guides, Projects, Research of Political communications
This informational pamphlet provides a comprehensive guide to election day procedures in louisiana, covering topics such as opening and closing polling places, voter registration, voting machines, absentee ballots, and election day procedures for voters with disabilities. It also outlines the responsibilities of election officials and commissioners, as well as the legal framework for election day conduct and criminal acts related to elections. The pamphlet is a valuable resource for anyone involved in the election process, including voters, election officials, and poll workers.
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Informational
Pamphlet for
Election Day Voting
Prepared and Distributed by:
Secretary of State
Approved by:
Attorney General, Pursuant to La. R.S. 18: Disposition: Return Pamphlet in the Green Canvas Bag IP-Elec Day (Rev. 0 2 /24)
i
Commissioner Open Polls Checklist Commissioner Open Polls Checklist
Take the commissioner oath and acknowledgement located on the back of this pamphlet.
Verify that you have the correct voting machines by comparing the information on the Key Envelope A (Figure 1 Pg. 4)
to the voting machine serial numbers on the permanent label located on the voting machine. If the precinct number or machine numbers do not match, immediately call the clerk of court or voting machine warehouse technician.
Complete a polling place accessibility check to ensure that the voting machines, tables, and any other voter areas can
accommodate voters with disabilities and are free of any obstructions or tripping hazards.
Position the voting machines and lock the wheels of the voting machines in place using the brakes (Figure 9 Pg. 16).
Plug in the first voting machine, daisy-chain the others together (Figure 10 Pg. 17) , and check for the yellow AC power
light on each voting machine.
Always open every voting machine. Use the yellow-capped key to unlock the back door of the voting machines.
Complete the voting machine security check; compare the seal numbers on the Key Envelope A with the red protective seal number on the cover over the Blue Results/Audio Cartridge (Figure 8 Pg.^15 ) and the red seal on the precinct register. If any numbers do not match or seals are broken, call the clerk of court or the voting machine warehouse technician immediately.
Verify you have received the correct election day supplies by checking against the enclosed packing lists; if not, call the
clerk of court immediately.
Attach the operator panel(s) onto the voting machine(s) (Figure 11 & 12 Pgs. 17 & 18).
Turn the voting machine power switch to the “ON” position (Figure 13 Pg. 18). Powering “On” & “Off” does not require a
key.
After the voting machines have powered up, the operator panel display should read “READY TO OPEN POLLS
ELECTION.” Record the voting machine serial numbers, cartridge seal numbers, the public and protective counter numbers, any visible damage to a voting machine, and precinct register seal(s) on Certificate No. 1 of the Machine Certificates (MC-52) (Figure 31 Pg. 30).
Use the silver key to open the polls. The operator panel display reads “VOTER INACTIVE POLLS OPEN” (Figure 16
Pg. 20) and one (1) Official Election Zero Proof Report (Figure 17 Pg. 21) will begin printing. Place the silver key in the B-02 Key Envelope (Figures 29 & 3 0 Pgs. 27 & 28) and do NOT use the silver key again until time to close the polls.
If the operator panel shows an “ERROR” upon powering on, call the clerk of court or the voting machine technician for
instructions_._
Raise the face of the voting machine into a vertical position without forcing it into position. (At least 2 commissioners are
recommended to complete this step and the next one.)
Tilt back the face of the voting machine into the upright voting position by pulling the maroon latch release.
Unlock the front panels with the yellow-capped key , unfold the booth, and attach the curtain assembly.
Remove the audio unit bag and connect it to the back of the voting machine (required by law).
Remove the Official Election Zero Proof Report from the printer, verify it, have each commissioner sign it, and post
on the wall of the polling place_._
Put the voting machine cord through the cord groove location, close the back door, and lock it with the yellow-capped
key.
Record key numbers on the B-02 Key Envelope and have the commissioner-in-charge and all commissioners sign the
envelope_._
Place all keys in the B-02 Key Envelope and seal the envelope.
Post all signs and the sample ballot and wait for the voters.
Open the Supplemental List Envelope (L-SL) if/when delivered, and follow the instructions in Part 7.02 (p. 32-33) to add
supplemental precinct register pages and/or mark voters who have who have voted absentee by mail. Note: For voting machine problems, immediately call the clerk of court or the voting machine technician and make a written report of the issue on the Notation of Irregularities Form. (Figure 7 Pg.^12 )
Part 1: Emergencies 1 Emergencies Emergency Procedures A. Any time an emergency of any type threatens the conduct of a scheduled election, the Secretary of State’s Office will contact local officials for information and suggestions concerning actions that are necessary. B. The Secretary of State’s Office will also consult with other agencies, such as the Office of Emergency Preparedness, the Governor’s Office, the National Guard, and weather experts, if necessary. C. Local officials should always contact the Secretary of State’s Office prior to taking any type of action concerning an emergency that may affect an election, if time permits. Before the Election A. If there is an emergency (such as a hurricane) threatening to occur just before or on the day of a scheduled election, notification of any actions taken will be directed by the secretary of state to the local clerks of court and registrars of voters. B. Precinct commissioners should contact the local clerk of court for information. C. Final decisions concerning emergency actions are made by the secretary of state, in conjunction with the governor. During the Election A. If there is an emergency on election day that requires any action on the part of the precinct commissioners, the Clerk of Court’s Office or the voting machine warehouse technicians will contact the precincts with instructions. B. If there is an emergency on election day and the polling place must be evacuated for any reason, it is very important that the voting machines are powered “OFF” only and the polls are NOT CLOSED. Once powered off, remove the Blue Results/Audio Cartridge(s) containing the votes on the voting machines and deliver to the clerk of court or voting machine warehouse, or, if necessary, the commissioner-in-charge keeps possession to deliver to the clerk of court at the earliest opportunity. C. Do not leave the Blue Results/Audio Cartridge in the voting machines in a polling place with votes still recorded on them, if possible. After the Election A. If there is an emergency (such as a hurricane) that affects the day and time that the voting machines are picked up and returned to the warehouse, the Clerk of Court’s Office will be notified.
Parish Clerk of Court Registrar of Voters
Voting Machine
- Emergency Procedures Table of Contents
- Before the Election
- During the Election
- After the Election
- Secretary of State
- Parish Contacts
- Voting Hours
- Deputy Custodian Responsibilities.................................................................................
- Key Envelope A
- Supplemental List Envelope (L-SL).................................................................
- Commissioner-in-Charge/Commissioner Responsibilities
- Examine the Polling Place Facility
- A-Frame “VOTE HERE” Disability Sign
- Watchers/Alternate Watchers
- Super Watchers
- Helpful Information for Voters with Disabilities
- Verify Voting Machines
- Voting Machine Serial Number
- Verify Election Supplies
- General Forms Zipper Bag
- Precinct Specific Envelope (PSE)
- Notation of Irregularities Form
- Helpful Aids for the Voters
- What to Post at the Polling Place
- Inspection of the Voting Machines
- Blue Results/Audio Cartridge ii
- Inspection of the Precinct Register Seals......................................................................
- Setting up the Voting Machines
- Positioning Voting Machine
- Daisy Chain Set-up
- Turning the Voting Machine Power “ON”
- Operator Panel within Back of Unit
- Operator Panel in Position
- Power On-Off Button
- Opening the Polls
- Operator Panel - “Ready to Open Polls”
- Opening Polls Diagram
- Operator Panel Diagram
- Official Election Zero Proof Report.................................................................
- Rotating the Voter Panel to the Voting Position
- Positioning the Voter Panel to the Vertical Position (Part 1)
- Positioning the Voter Panel to the Vertical Position (Part 2)
- Pull Maroon Latch on Tub and Tilt to the Upright Voting Position
- Front Doors and Curtain
- Open Side Door Panels
- Connect the Top Panel with Side Panels
- Privacy Curtain - Location
- Privacy Curtain - Installation
- Privacy Curtain - Installed
- Audio Unit
- Audio Unit
- Connect Audio Unit to the Back of the Voting Machine
- Closing the Back of Machine
- Closing Back Panel Door and Cord Groove Location
- Voting Machine Keys
- B-02 Key Envelope (Front)
- B-02 Key Envelope (Back)
- Voting Machine Certificate (MC-52) No. 1.....................................................................
- Machine Certificate No.
- Preparing to use the Precinct Register..........................................................................
- Supplemental Precinct Register Page iii
- Precinct Register Correction Affidavit Page
- Precinct Register Provisional Voter Page
- Precinct Register Assistance to Voters Page
- Supplemental List Envelope (L-SL)...............................................................................
- Identification of Voters
- Voter Identification Affidavit (AV-34)
- Election Day Etiquette
- Precinct Register and Poll List
- Address Confirmation Card - Election Day (ACC) Form
- Address Confirmation Card-Election Day (ACC) Form...................................
- Signature of the Applicant in Precinct Register
- Error in Precinct Register or Voter’s Record
- Omissions in Precinct Register
- Precinct Register Correction (PRC) Form
- Assistance to Voters
- Louisiana Laws Regarding Assistance
- Disability Documentation
- Voter Assistance Form (VAF)
- Precinct Register Diagram
- Prohibited People for Assisting Voters
- Documenting Voter Assistance
- Assistance to Voters Page
- How to Assist a Voter with a Disability
- Maroon Latch on Voting Machine
- Audio Voting
- Allowing Voters to Vote.................................................................................................
- Poll List
- Precincts without a Lockout
- Operator Panel
- Precincts with a Lockout
- Audio Voter
- Challenge of Voter at Polls
- Challenge of Voter (CV-56) Form
- Disposition of the Challenge
- When to Close the Polling Place iv
- Extended Poll Hours Voting (Federal Elections)
- Procedures after Polling Place Has Been Closed - Closing Polls - Storing the Voting Curtain - Closing Front Doors of Voting Machine - Turn Power Switch to Off - Results/Audio Cartridge Port Location and Removal (Part 1)......................... - Results/Audio Cartridge Port Location and Removal (Part 2)......................... - Official Election Results Report - Machine Certificate (MC-52) No. 2................................................................. - Affidavit of Payroll and Non-Disclosure (AFF-PND)
- Completing Required Post-Election Paperwork - ROV (Registrar of Voters Envelope) - S-19 Secretary of State Envelope - Green Canvas Bag - C-03 Key Envelope - Clerk’s Clear Plastic Zipper Bag
- What are Federal Elections?.........................................................................................
- Federal Election Supplies
- Closing the Polling Place during Federal Elections - Braille Booklet Envelope (BBE) - Election Day Provisional Packet
- What is Provisional Voting?
- When is Provisional Voting Available?
- Who is a Provisional Voter?
- Procedure for Determining Provisional Ballot Voter
- Provisional Ballot Affidavit Envelope (AFF-PB)
- Election Day Provisional Voting Procedures
- Precinct Voting - Provisional Voting Chart
- State Law Prohibitions
- Federal Law Prohibitions
- Law Enforcement Officers........................................................................................... v
- Elections Compliance Unit
- Qualifications, Powers and Duties
- Powers & Duties, Commissioner-in-Charge
- Powers & Duties, Commissioners
- Payment
- Disqualification, Commissioner-in-Charge
- Disqualification, Commissioner
- Part 2: Contact Information
- Lincoln (318) 251 - 5130 (318) 251 - 5110 (318) 251 - Warehouses
- Livingston (225) 686 -
- (225) 686- - (225) 686 - 3054 (225) 686 -
- Madison (318) 574 - 0655 (318) 574 - 2193 (318) 574 -
- Morehouse (318) 281 - 3343 (318) 281 - 1434 (318) 283 -
- Natchitoches (318) 352 - 8152 (318) 357 - 2211 (318) 357 -
- Orleans (504) 658- 9000 (504) 658 - 8300 (504) 242- - (504) 242- - (504) 242- - (504) 242-
- Ouachita (318) 327 - 1444 (318) 327 - 1436 (318) 397 -
- Pointe Coupee (225) 638 - 9596 (225) 638 - 5537 (225) 638 - Plaquemines (504) 934 - 6610 (504) 934 - 3620 Call ROV
- Rapides (318) 473 - 8153 (318) 473 - 6770 (318) 487 -
- Red River (318) 932 - 6741 (318) 932 - 5027 (318) 932 -
- Richland (318) 728 - 7000 (318) 728 - 3582 (318) 728 -
- Sabine (318) 256 - 6223 (318) 256 - 3697 (318) 256 -
- St. Bernard (504) 271 - 3434 (504) 278- - (504) 278 - - (504) 278- - (504) 278 -
- St. Charles (985) 783 - 6632 (985) 783 - 5120 (985) 783 -
- St. Helena (225) 222 - 4521 (225) 222 - 4440 (225) 222 -
- St. James (225) 562-
- (225) 562- - (225) 562- - (225) 562 - - (225) 869 -
- St. John ( 985 )- 497 - - Ext. - (985)- 652 - 9797 (985) 536 -
- St. Landry (337) 942 - - Ext. - (337) 948 - 0572 (337) 948- - (337) 948-
- St. Martin (337) 394 - 2210 (337) 394- 2204 (337) 332 -
- St. Mary (337) 828 - - Ext. - (337) 828 - - Ext. - (337) 828 -
- St. Tammany (985) 809 - 8700 (985) 809 - 5500 (985) 893 -
- Tangipahoa (985) 748 - 4146 (985) 748 - 3215 (985) 543 -
- Tensas (318) 766 - 3921 (318) 766 - 3931 (318) 766 -
- Terrebonne ( 985 ) 868 - 5660 (985) 873 - 6533 (985) 857 -
- Union (318) 368 - 3055 (318) 368 - 8660 (318) 368 -
- Vermilion (337) 898 - 1992 (337) 898 - 4324 (337) 893 -
- Vernon (337) 238 - 1384 (337) 239 - 3690 (337) 238 -
- Washington (985) 839 - 7821 (985) 839 - 7850 (985) 839 -
- Webster (318) 371 - 0366 (318) 377 - - (318) 426- - (318) 371 -
- W. Baton Rouge (225) 383 - 0378 (225) 336 - 2421 (225) 342 -
- W. Carroll (318) 428 - 3281 (318) 428 - 2381 (318) 428 -
- W. Feliciana (225) 635 - 3794 (225) 635 - 6161 (225) 635 -
- Winn (318) 628 - 3515 (318) 628 - 6133 (318) 628 -
4 Part 3: Opening Polling Place Opening the Polling Place Voting Hours A. Saturday Elections: Polls open at 7 a.m. and close at 8 p.m.; a person in line at 8 p.m. is allowed to vote. If the polling place door cannot be locked at 8 p.m., you may post a commissioner or law enforcement officer, if available, at the end of the line. B. Tuesday Elections: Polls open at 6 a.m. and close at 8 p.m.; a person in line at 8 p.m. is allowed to vote. If the polling place door cannot be locked at 8 p.m., you may post a commissioner or law enforcement officer, if available, at the end of the line. Deputy Custodian Responsibilities A. The clerk of court or deputy custodian will provide to the commissioner-in-charge on election day, by 6:30 a.m. for Saturday elections or by 5:30 a.m. for Tuesday elections: The sealed Key Envelope A (Figure 1) containing the voting machine keys; and Supplemental List Envelope (L-SL) (Figure 2) containing a list of absentee voters and/or supplemental precinct registers ( Part 7 : Election Day Procedures). B. It is important that the commissioners record the time the keys were delivered. Key Envelope A
6 Part 3: Opening Polling Place Examine the Polling Place Facility A. Safety hazards and barriers to voters with disabilities, such as loose electrical cords, hallway clutter, unsecured mats or rugs, and/or locked doors, MUST be secured or removed. B. All political materials within a distance of 600 feet of the entrance to the polling place MUST be removed, except political materials located on private property. C. If there is any temporary equipment (portable ramps, accessible parking place signs and cones, etc.) for the polling place, it must be in place before 7 a.m. on Saturday elections or 6 a.m. on Tuesday elections. If an exterior or interior door is not accessible, the door must be propped open before 7 a.m. on Saturday elections or 6 a.m. on Tuesday elections and remain open until 8 p.m. The clerk of court will advise you in these matters. D. The polling place is provided with an A-Frame “VOTE HERE” Disability Sign(s) (Figure 3) ; the commissioner MUST place the sign(s) outside the polling place closest to the entrance of the polling place where voters can see the sign(s) from the road_._ A-Frame “VOTE HERE” Disability Sign
Part 3: Opening Polling Place 7 Watchers/Alternate Watchers A. Each candidate is entitled to have one commissioned watcher at every precinct on election day where their name is on the ballot. An alternate watcher may also be commissioned for every precinct. A watcher may be commissioned for more than one (1) precinct. B. Any person who is supporting or opposing a proposition (including the recall of a public official), who has filed a report required by La. R.S. 18:1486 (Campaign Finance) is entitled to have one commissioned watcher at every precinct in which the proposition is on the ballot. This determination will be made by the parish board of election supervisors. C. Verify that watchers or alternate watchers have commissions for your precinct issued by the parish board of election supervisors. After verification, return the commission to the watcher. D. A watcher and alternate watcher for the same candidate or proposition may not serve at the same time, but may alternate time throughout the day. E. If the number of watchers inside a polling place interferes with the orderly conduct of the election, the commissioners have the authority to limit the number of watchers by allowing the watchers to draw lots to determine which watchers shall be first to wait outside (La. R.S. 18:427). If possible, try to make sure the amount of time each watcher spends inside is equal. F. Rights and responsibilities of a watcher: A watcher or alternate watcher may keep notes on the conduct of the election and shall present their commission to the commissioner-in-charge of the precinct to which they are assigned; be admitted to all parts of the polling place during the election and the counting of votes; not take part in the counting and tabulation of votes, but may observe; be subject to the authority of the commissioners; not interfere with the commissioners in the performance of their duties; notify the commissioners of any infraction of the law; and not electioneer, engage in political discussions, or unnecessarily delay a voter at the polling place. Super Watchers A. In addition to watchers and alternate watchers per precinct, each candidate may designate one (1) watcher as a super watcher who can be admitted in every precinct in the candidate’s election at the same time as either the watcher or alternate watcher who is serving for the candidate. A super watcher has the same authority as a watcher. B. Verify that the super watcher has a commission issued by the parish board of election supervisors. After verification, return the commission to the super watcher.
Part 4: Verifying Voting Machines and Election Supplies 9 Verifying Voting Machines and Election Supplies Verify Voting Machines A. When the voting machine keys have been received from the deputy custodian, check the machine serial number on the permanent label of each voting machine and compare the information to the voting machine serial numbers on the Key Envelope A , making sure all numbers match and you have the correct machines for your precinct. B. The voting machine serial number is on a permanent label (Figure 4 ) located in two (2) places on the voting machine, either on the top or the side of the AVC Advantage voting machine. C. If the precinct number or machine serial numbers do not match, immediately call the Clerk of Court’s Office or voting machine warehouse technician and do not proceed further unless authorized to do so. Voting Machine Serial Number
10 Part 4: Verifying Voting Machines and Election Supplies Verify Election Supplies A. If you have the correct voting machines for your precinct, open the Supply/Lead Voting Machine and make sure it contains all the supplies needed for the election. B. There should be a Green Canvas Bag in the Supply/Lead Voting Machine with two (2) items inside for all STATE AND LOCAL ELECTIONS labeled as: General Forms Zipper Bag (Figure 5 ); and Precinct Specific Envelope (PSE) (Figure 6 ). C. There should be three (3) items in the Green Canvas Bag for FEDERAL ELECTIONS : General Forms Zipper Bag ; Precinct Specific Envelope (PSE) ; and Braille Booklet and insert inside the Braille Booklet Envelope (BBE) (Figure 60 ). D. Rolls of tape are provided in the Precinct Specific Envelope (PSE) to secure documents to the wall. E. All general forms that can be used in any election are in the General Forms Zipper Bag. F. The Audio Voting Unit is located in the Supply/Lead Voting Machine. General Forms Zipper Bag
12 Part 4: Verifying Voting Machines and Election Supplies Notation of Irregularities Form
Part 4: Verifying Voting Machines and Election Supplies 13 Helpful Aids for the Voters A. In a clear plastic pocket located on the inside front door of the Supply/Lead Voting Machine, or in the Green Canvas Bag, there is a Full Page Magnifier and a braille copy of the Guide to Using the Audio Voting Keypad. Some voters with visual impairments may need the full page magnifier to better view the ballot on the voting machine or the Braille Booklet to assist them in using the audio unit. These items must be returned to the Plastic Pocket that is located inside the front door of the Supply/Lead Voting Machine or to the Green Canvas Bag at the end of voting. B. A non-braille version Quick Chart Guide to Using the Audio Voting Keypad is located in the General Forms Zipper Bag in the Green Canvas Bag. A voter does not have to be marked in the precinct register as needing assistance in order to use the full page magnifier or audio unit.