Election Officer Training

NOTE: These are supplemental/refresher items only, they are not a replacement for your mandatory training class.

Frequently Asked Questions

If you realize it while the person is still standing there, ask the person to sign in the correct location. Make note of the error in the Sheriff’s Report. Do not make notes or draw arrows on the Roster Book.

Ask them to do the best that they can at signing their name in their assigned space.  Do not make any notes on the Roster page. Do not ask them to sign in the other person’s signature space. If you have not already done so, make note of the error in the Sheriff’s Report so the person that signed in the wrong spot will get voter credit.

Treat the ballot as a spoiled ballot, and place in the Spoiled Ballot Envelope.  You do not know whose ballot it is, so you will not be able to retrieve the ballot stub number.

Retrieve the “Form To Remove Voters From Voting Rolls – No Longer Resides in KY”.  This form is found in the gray bin.  Give the voter the form, and ask them to contact the out-of-state voter.  The form explains what the voter needs to do to be taken off the voting rolls.

Have the person fill out a Deceased Voter Form. The form can be turned in with the other forms that you complete throughout the day.

The Supervisor can write you a new Credential when visiting the precinct. If you are new to the precinct, the Election Officers can call 574-VOTE to verify that you are in the correct location.

If there is a question about a race, and ballots are recounted, the erased ballots could look as if the ballots had been tampered with. We ask that you never let anyone erase ballots so the integrity of the election cannot be questioned.

Each voter should be able to vote a secret ballot.  Ballot stub numbers help Election Officers keep track of how many ballots have been issued. However, the ballot is torn from the stub and there should not be a way for anyone to look at a ballot and match it to a voter’s identity.  If you are writing the ballot stub number on ballots, you are taking away that voter’s right to a secret ballot. DO NOT write stub numbers anywhere on the ballot.

Yes, about two weeks before an Election, everyone registered within that precinct receives an oversized manila postcard announcing the precinct change. During the last Presidential Election, postcards were mailed twice (at six weeks and again at two weeks before the election) in hopes that the voter will notice the change.

A 17 year old can vote during the May Primary if s/he will be 18 years old by November’s General Election. Some students register to vote at school and parents are sometimes shocked when they see their child’s name in the Roster Book.  Many people are not aware that 17 year olds are eligible to vote in the Primary if they will be 18 by November’s General Election.

If a voter tells you that their personal information (ss#, name, date of birth) is wrong in the Roster Book, ask them to complete a Voter Registration Card. Turn in the card with the other forms at the end of the night.  We will make the correction once it is received. Do not make notes about the typos in the Roster Book or in the Sheriff’s Report. The Voter Registration Card will correct the error.

If a voter comes in with an absentee ballot or absentee application, you must contact the Election Center at 574-VOTE. Do not allow them to vote. They must speak with the Election Center.

A red line through a voter’s name means the voter informed us that s/he moved to another address after the books closed. The voter has been assigned to another precinct, and the voter’s name will appear in the Supplemental Roster at the new precinct. Ask the voter if s/he remembers where the new precinct is located. If the voter does not remember, contact 574-VOTE for that information.

Any driver’s license will do. A driver’s license, from any state, is a valid form of ID because it contains the voter’s picture and signature.

Election Forms

  1. Accident Report
    Complete when an election officer, or someone visiting the polling location, has an accident.
  2. Acknowledgement of Vote Cast
    Complete when a voter needs to provide proof to an employer that s/he voted.
  3. Authorization to Vote at Precinct
    Verification from the Election Center that this voter votes in a particular precinct. No need to call and verify eligibility to vote.
  4. Ballot Accountability Chart/Envelope
    On the back of the Ballot Accountability Envelope. The chart shows you how many ballots you should have at the beginning of the day. It must be completed at the end of the night to make sure all ballots have been accounted for.
  5. Credentials
    Election Officers ID for the day. You must bring Credentials to the polling location.
  6. Deceased Voter Form
    If someone reports a voter in the Roster Book has passed away, ask them to fill out this form so the person’s name can be taken off the rolls.
  7. Notification of New Polling Location
    Complete this form when a voter in your precinct needs to vote at another location. The voter will take this form to the new precinct. If a voter presents this completed form at your precinct, the Election Center has already verified his eligibility to vote. There is no need to call our office to verify eligibility, again.
  8. Oath of Voter
    Complete when a voter is not listed on the Roster Book and you have verified with the Election Center that the voter is eligible to vote in your precinct. The voter will need to complete the Oath of Voter form and the Supplemental Roster.
  9. Precinct Sheriff’s Post-Election Report
    Precinct Sheriffs are responsible for completing this report on Election Day. It is used to document irregularities, problems with equipment, voters, co-workers, and to give suggestions for improvements. Any Election Officer can write on this report. ½ Make sure the Sheriff’s Report is placed in the Black Bag at the end of the night. You have 3 business days to send additional information to be attached to this report.
  10. Precinct Signature Roster
    List of voters that are eligible to vote in your precinct (unless they have moved). Once you locate the voter’s’ name, verify they still live at the address listed, color in the oval of the type of ID the voter gave you, check for small city ballots, check for permanent assistance, write the ballot stub number next to the voter’s name and address, sign your initials in the space provided, and have the voter sign on the signature line.
  11. Provisional Ballot Envelope
    After the voter completes the Provisional Ballot, the voter will place the ballot in this Provisional Ballot Envelope, seal the envelope, and then place that envelope in this Provisional Ballot Affirmation Envelope. Seal this envelope and place back in the orange Provisional Bag.
  12. Provisional Ballot Affirmation Envelope
    Must be completed by the voter and Election Officer. Complete all areas on the front of the envelope. If the envelope is not completed correctly the ballot will not be counted.
  13. Removing Voters from Voting Rolls (No Longer Resides in KY)
    If a voter tells you that a person listed in the Roster Book no longer lives in KY, give them this sheet. Ask them to contact the person and let the out-of-state voter know what s/he needs to do to get his/her name off of the voter rolls.
  14. Spoiled Ballot Envelope
    Used when a voter makes a mistake on the ballot and needs a new ballot to cast a vote. The “spoiled” ballot should be placed in this envelope. Complete the front of the envelope for each spoiled ballot you receive.
  15. Statement of Election Officers/Challengers
    Complete when you arrive election morning. Show each other your Credentials to make sure everyone is in the correct precinct. If there is a Challenger at your precinct, make sure the Challenger signs the Statement of Challengers on this sheet.
  16. Street Book Listing
    Use to find out if a voter’s address is in your precinct or in one of the precincts at your polling location. Every street voting in that polling location is listed in alphabetical order. Pay close attention to the house numbers when checking the voter’s precinct.
  17. Supplemental Precinct Signature Roster
    Complete when a voter’s name is not in the Roster Book, and you have verified with the Election Center that the person is eligible to vote in your precinct. Complete each section for the voter, and have the voter sign the Supplemental Roster. If a voter visits the Election Center to change his/her address and the books are already closed, the Election Center will give the voter the new polling location. The Election Center will type the voter’s name on the Supplemental Roster page for that new precinct. If you cannot find a voter’s name in the Roster Book, always check the Supplemental Roster before you contact the Election Center.
  18. Voter Assistance Form/Permanent Assistance
    Complete when a voter is not physically able to complete a ballot on their own and is requesting assistance. The voter and the person(s) helping the voter must complete this form. There is also a Permanent Assistance section if the voter will need assistance every Election. Permanent Assistance will eliminate the need for the voter to complete this form each election. However, the person(s) assisting the voter, will always need to fill out the Voter Assistance Form.
  19. Voter Registration Card
    Give to someone at the polls if the Election Center tells you a person is not registered to vote, or if a voter wants to change his/her address, party affiliation, and/or name.
  20. Write-In Vote Instructions
    (Used only during General Elections) Give to a voter if they ask for instructions to vote for a Write-In Candidate. Write-In Candidates are only on the ballot during General Elections. The list of Write-In Candidates is not posted at the precinct, but kept in a location where it can be retrieved if a voter asks to see it.