Getting Ready for Election Day

This section includes samples of items related to operating Electon Day polling sites, inculding job descriptions, checklists, letters, forms, and much more.  Revise and duplicate to suit your needs.

 

CLICK HERE FOR THE EDUCATORS GUIDE

Tools to Get Ready for Election Day

Link for IN THE CLASSROOM and ORGANIZING THE PROGRAM

 

Document

Description/Purpose

Who Uses It?

When?

Why?

Attention High School Clubs

Word

PDF

Flyer asking for high school clubs to help at precincts

District Coordinator
Volunteer Coordinator
High School Teacher/Faculty Advisor to Clubs

Spring and Fall

To recruit responsible high school groups to adopt precincts

District Vounteer Coordinator Responsibilites

Word

PDF

 

List responsibilities of the District Volunteer Coordinator

District Coordinator
Volunteer Coordinator

Spring through November

All-in-one document listing tasks

Adopt A Precinct Organization Recruitment Form

Word

PDF

 

Form to recruit service clubs/community organizations to adopt a precinct

District Coordinator
Volunteer Coordinator

Spring - Fall

Easy to adapt form to recruit volunteer groups on Election Day

Adopt A Precinct Booklet

Word

PDF

Descriptive booklet listing all the tasks required of volunteer groups at the polls, including preparation, operation and reporting

District Coordinator
Volunteer Coordinator
Precinct Captain
Precinct Volunteers

Fall

All-in-one resource about the tasks required to operate a precinct on Election Day

Past Precinct Captain Invitation

Word

PDF

Sample letter from Volunteer Coordinator to Precinct Captain who has volunteered in prior election

Volunteer Coordinator gives to Precinct Captains

Spring - Fall

Easy to adapt invitation

Past PTO Service Invitation

Word

PDF

Letter from Volunteer Coordinator and District Coordinator asking PTO that has volunteered in prior election to adopt precincts

District Coordinator Volunteer Coordinator

Spring - Fall

Easy to adapt invitation

New PTO Service Organization Invitation

Word

PDF

 

Sample letter to recruit a PTO or service organization to adopt a precinct

District Coordinator Volunteer Coordinator

Spring - Fall

Easy to adapt invitation for NEW volunteer groups

Precinct Captain Responsibilities

Word

PDF

 

Role and responsibilities of a precinct captain before and during Election Day

Volunteer Coordinator gives to Precinct Captains

Spring - Fall

To let Precinct Captains know what is expected/what they need to do

 

Volunteer Guidelines

Word

PDF

 

A listing of activities performed by volunteers at a KV polling site on Election Day

Precinct Captains give to volunteers
Volunteer Coordinator

Fall – at precinct captain training

A one page document that precinct captain can use to train volunteers.  Give to volunteers to have on Election Day at the polling site

Volunteer Information

Word

PDF

Form listing basic contact information about each volunteer working at a KV polling site. 

Precinct Captains – give a copy to Volunteer Coordinator and to Judge of Elections (upon request)

Fall

Precinct Captain should gather information from volunteers prior to Election Day.  Upon request, it should be made available to Judge of Election Day at the precinct.

Volunteer Evaluation Form

Word

PDF

Series of questions for volunteers to give KV feedback about the Kids Voting volunteer experience.

Precinct Captains give to volunteers
Volunteer Coordinator
District Coordinator

Fall –  use on Election Day

Form should be distributed by precinct captions to volunteers at the end of their shift on Election Day.  Forms may be submitted to school district headquarters or sent to Richard Coe.

Volunteer Thank You

Word

PDF

 

Half page "Thank You" message to volunteers

Precinct Captains give to volunteers

Fall

To be given to volunteers after they work at the polls

Election Day Supply Inventory

Word

PDF

Form listing KV supplies distributed at training and returned to district headquarters

Precinct Captains
Volunteer Coordinator
District Coordinator

Fall – at precinct captain training and on Election Day

Each precinct captain should check and record supplies received prior to Election Day and record number of supplies returned at end of Election Day.

Precinct Captain Training Sign In

Word

PDF

Form listing the name and contact information for each precinct captain in attendance at training

 

District Coordinator/
Volunteer Coordinator

Fall – at precinct captain training

Record of who was in attendance at precinct captain training

Judge of Election KV Coming

Word

PDF

 

Election Officals Facts

Word

PDF

A letter to introduce Judges of Election to KV and a listing of assurances about the program

Precinct Captains
Volunteer Coordinator
District Coordinator

Fall

The Bucks County Board of Election sends this letter and fact sheet to Judges of Election in October.  The letter does not relieve the precinct captain of the responsibility to call the judge prior to Election Day.

Ballot Pick Up Procedures

Word

PDF

Detailed procedures describing how ballots are collected and delivered to central locations for tabulation

Precinct Captains
Volunteer Coordinator
District Coordinator

Election Day

Details about how to review, collect, and deliver ballots for tabulation

Recruitment Welcome Captains

Word

PDF

Optional Sample letter to precinct captains listing the basics

Volunteer Coordinator
Precinct Captains
District Coordinator

Fall

Letter of welcome to precinct captains listing the basic responsibilities.

 


 

 
 
 
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