supervisor of elections’ guide...

SUPERVISOR OF ELECTIONS’ GUIDE TO REPORTS FILED WITH

THE DIVISION OF ELECTIONS

Revised February 28, 2012

Prepared by:

Florida Department of State

Division of Elections

R.A. Gray Bldg. , Rm. 316

500 S. Bronough Street

Tallahassee, FL 32399-0250

Supervisor of Elections’ Guide to Reports filed with the Division of Elections

February 28, 2012

Page 1

Table of Contents

Section 1: Daily Reports

Supervisors of Elections’ Accounting of Third-Party Voter Registration

Organization’s Voter Registration Applications ....................................................................... 2

Section 2: Pre-Election Reports

Ballot Change Requests ................................................................................................................... 3

Candidate Petition Certifications ..................................................................................................... 4

Contest Codes .................................................................................................................................. 5

County Absentee Ballot Request File .............................................................................................. 6

County Early Voting Summary and Detail ...................................................................................... 8

County Security Procedures ........................................................................................................... 10

County Security Procedures – Revisions ....................................................................................... 12

Early Voting Date, Times, and Locations ...................................................................................... 13

Election Night Reporting Preparation ............................................................................................ 14

Election Parameter Statement ........................................................................................................ 16

Initiative Petition Certification for Ballot Placement .................................................................... 17

Logic and Accuracy (L&A) Test – Election Database Backup ..................................................... 18

Logic and Accuracy (L&A) Test – Summary Results ................................................................... 19

Request for Mail Ballot Election ................................................................................................... 21

UOCAVA Ballots Mailed .............................................................................................................. 22

Voters by Congressional District ................................................................................................... 23

Voting Precinct Changes................................................................................................................ 24

Voting System Acquisition Report ................................................................................................ 25

Section 3: Election Night Reports

Export Summary Results File ........................................................................................................ 26

Section 4: Post-Election Reports

Candidate Lists .............................................................................................................................. 28

Conduct of Election ....................................................................................................................... 29

Election Results ............................................................................................................................. 30

Official Election Results Database Backup ................................................................................... 31

Overvote/Undervote Report ........................................................................................................... 33

Petition Signature Verification Reimbursement ............................................................................ 35

Post-Election Manual Audit ........................................................................................................... 36

Precinct-Level Election Results ..................................................................................................... 37

Section 5: Bi-Annual and Other Reports

Certification Application for Supervisors of Elections for Special Qualification Salary .............. 39

Certification of Address List Maintenance Activities .................................................................... 40

Certification of Eligibility Records Maintenance .......................................................................... 41

Unused Election Materials Destruction Requests .......................................................................... 42


February 28, 2012

Page 2

Section 1: Daily Reports

Supervisors of Elections’ Accounting of Third-Party Voter Registration

Organization’s Voter Registration Applications

(This applies in all counties except Collier, Hardee, Hendry, Hillsborough, and Monroe.)

References: Section 97.0575, F.S.:

http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&S

earch_String=&URL=0000-0099/0097/Sections/0097.0575.html

Rule 1S-2.042, F.A.C.: http://election.dos.state.fl.us/rules/adopted-

rules/pdf/1S2042_text_final_in_FAC.pdf

Compliance: The Division of Elections shall maintain a database of all third-party voter

registration organizations (3PVROs) and the voter registration forms

assigned to the 3PVRO. Each Supervisor of Elections shall provide to the

division information on voter registration forms assigned to and received

from 3PVROs. The information must be provided in a format and at times as

required by the division by rule.

Purpose: To ensure the integrity of the registration process, including rules requiring

3PVROs to account for all state and federal registration forms used by their

registration agents. The Division of Elections must update information on

3PVROs daily and make the information publicly available.

Record Retention: To be determined.

Forms to be Used: DS-DE 124 (available on the Division of Elections website at

http://election.dos.state.fl.us/forms/index.shtml)

Submission Date: By noon, each day. If the Supervisor of Elections’ office is closed on the day

a report is due, the supervisor or designee shall submit the report for the

preceding business day on the next business day the office is open.

Submission Method: Email: [email protected]; or

Fax: 850-245-6291

Contact: Bureau of Voter Registration Services at 850-245-6290

Instructions:

(1) By noon each day, complete form DS-DE 124 recording the number of state and federal voter

registration applications provided to, and the number of state and federal blank and non-blank

applications received from, each 3PVRO the previous day.

(2) Send the form to the Division of Elections as an email attachment in .pdf format or by fax.

http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0000-0099/0097/Sections/0097.0575.html


http://election.dos.state.fl.us/rules/adopted-rules/pdf/1S2042_text_final_in_FAC.pdf

http://election.dos.state.fl.us/rules/adopted-rules/pdf/1S2042_text_final_in_FAC.pdf

http://election.dos.state.fl.us/forms/index.shtml

mailto:[email protected]


February 28, 2012

Page 3

Section 2: Pre-Election Reports

Ballot Change Requests

References: Rule 1S-2.032, F.A.C.: http://election.dos.state.fl.us/rules/adopted-

rules/pdf/1S2032.pdf

Compliance: If, in any election, there are more candidates than will fit in one column or

screen, or a candidate’s name is so long that the party abbreviation will not

fit to the right of the candidate’s name, or a candidate’s name is too long to

fit on one line in the minimum font size, the Supervisor of Elections shall

certify that fact and provide a copy of the proposed ballot to the Division of

Elections for approval prior to the printing or distribution of the ballot. The

division shall verify that the facts and circumstances provided by the

supervisor require deviation from the rule prior to giving its approval.

Likewise, if circumstances dictate that a supervisor must deviate from the

rule in any other respect, the supervisor must certify the facts of the

circumstances and obtain the approval of the division prior to the printing or

distribution of the ballot. The division shall verify that the facts and

circumstances provided by the supervisor require deviation from the rule

prior to giving its approval.

Purpose: To ensure uniform compliance with ballot layout.


Forms to be Used: N/A

Submission Date: Prior to the printing or distribution of the ballot.


Fax: 850-245-6217; or

Mail: Director’s Office, R.A. Gray Building, Room 316, 500 South

Bronough Street, Tallahassee, Florida 32399-0250

Contact: Director’s Office at 850-245-6200

Instructions:

If in any election there are more candidates than will fit in one column or screen, or a candidate’s

name is so long that the party abbreviation will not fit to the right of the candidate’s name, or a

candidate’s name is too long to fit on one line in the minimum font size, certify that fact and provide a

copy of the proposed ballot to the Division of Elections for approval prior to the printing or

distribution of the ballot. If circumstances dictate that a Supervisor of Elections must deviate from

the rule in any other respect, certify the facts of the circumstances and obtain the approval of the

division prior to the printing or distribution of the ballot. The information must include a print-ready

sample of the proposed ballot changes.



February 28, 2012

Page 4

Candidate Petition Certifications

References: Section 99.095, F.S.: http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&S



rules/pdf/1S2045_final_Code_publication.pdf

Compliance: Certifications for candidates for federal, state, multicounty district, or

multicounty special district office shall be submitted to the Division of

Elections no later than the 7th day before the first day of the qualifying period

for the office sought. The division shall determine whether the required

number of signatures has been obtained and shall notify the candidate.

Purpose: To enable the Division of Elections to determine whether a candidate has

obtained the required number of signatures to qualify by the petition method.



Submission Date: No later than 5 p.m. on the 7th day before the first day of qualifying for the

office sought.

Submission Method: Mail: Bureau of Election Records, R.A. Gray Building, Room 316, 500

South Bronough Street, Tallahassee, Florida 32399-0250; or

Fax: 850-245-6259 (only if it is within 7 days of the deadline; an original

must immediately follow by mail)

Contact: Bureau of Election Records at 850-245-6240

Instructions:

(1) Go to the website http://soe.dos.state.fl.us.

(2) Under PUBLICATIONS click Supervisor’s Handbook on Candidate Petitions.

(3) Follow the instructions given.

(4) Mail the original certifications to the Division of Elections. The certification can be faxed only

if it is within 7 days of the deadline and an original must immediately follow by mail.



http://soe.dos.state.fl.us/

http://soe.dos.state.fl.us/pdf/2011SOECandidatePetitionHandbook.pdf


February 28, 2012

Page 5

Contest Codes

References: N/A

Compliance: N/A

Purpose: The objective is to use a standard contest code to identify each statewide race

for Primary and General Elections so that election night results from all 67

counties can be readily consolidated. There are two sets of contest codes:

the 4-digit contest code and the 6-digit contest code. If possible, the 6-digit

contest code is desired. However, the voting systems are not consistent in

this regard; therefore, the 4-digit or the 6-digit code is employed depending

on the type of system used by the county.



Submission Date: N/A

Submission Method: N/A

Contact: Bureau of Voting Systems Certification at 850-245-6220

Instructions:


(2) For 4-digit contest codes: under FORMS/CODES click Contest Codes (4 digits). For 6-digit

contest codes: under FORMS/CODES click Contest Codes (6 digits per New File Specs).




February 28, 2012

Page 6

County Absentee Ballot Request File

References: Section 101.62(3), F.S.:




rules/pdf/1S2043_final.pdf

Compliance: This report shall be made available to, or reproduced only for, a voter

requesting a ballot, a canvassing board, an election official, a political party

official, a candidate who has filed qualification papers and is opposed in an

upcoming election, a registered political committee, or a registered

committee of continuous existence, for political purposes only. A voter may

also request his or her own absentee ballot request information.

Purpose: Provides a timeframe for Supervisors of Elections to electronically update

absentee ballot request information.



Submission Date: No later than 8 a.m. each day, including weekends, beginning 60 days before

the Primary Election until 15 days after the General Election.

Submission Method: By electronic file transfer.


Instructions:

Reports should be submitted by electronic file transfer using the following layout:

Data Element Name Tran Reqd

Data Format Rules

Record Type AbStat Y “AbStat”

CountyId County providing summary Char(3) See Fvrs code definitions

FvrsVoterIdNumber Fvrs Voter Id Number Y Numeric(10)

FvrsElectionNumber Fvrs Election identifier Y Numeric (10)

ElectionDate Date of the election Y MM/DD/YYYY

ElectionName Name of Election Y Char(35)

LastAbsRecordChangeDate Date the absentee summary record was last updated Y MM/DD/YYYY

AbsenteeRequestStatus Y Char(1) R, Requested M, Mailed V, Voted C, Canceled U, Returned Undeliverable

AbsReqDate Y Mm/DD/YYYY

AbsDeliveryDate MM/DD/YYYY




February 28, 2012

Page 7

Data Element Name Tran Reqd

Data Format Rules

AbsBallotReturnDate MM/DD/YYYY

AbsReqCanceledDate MM/DD/YYYY

AbsMilitary Char(1) Y,N

AbsOverseasFlag Char(1) Y,N

AbsMilitaryDependent Char(1) Y,N

AbsPrecinct Char(6)

Abs Party Char (3)

Voter Name Char(99)

AbsReqAddressLine1 Char(40)



AbsReqAddress City Char(40)

AbsReqAddress State Char(2)

AbsReqAddress Zip Char(15)

AbsReqAddress Country Char(40)

AbsReqE-mailAddress Char(40)

AbsReqFaxNumber Char(15)


February 28, 2012

Page 8

County Early Voting Summary and Detail





Compliance: Provides a timeframe for Supervisors of Elections to electronically update

early voting information. The detail report provides who voted and where;

the statistics report provides numbers for each voting site.

Purpose: To provide an individual who early voted an opportunity to verify their

voting status.



Submission Date: Daily by noon, for the previous day, beginning on the first scheduled date for

early voting through the last scheduled date for early voting.

Submission Method: By electronic file transfer.


Instructions:

Reports should be submitted by electronic file transfer using the following layouts:

Early Voting Summary File

Data Element Name Tran Reqd Data Format Rules

RecordType Etots Y “Etots”


FvrsElectionNumber Fvrs Election Identifier Y Numeric



Location Location of Early Voting Y Char(35)

DateOfSummary Y MM/DD/YYYY

TotalEarlyVotes Y Numeric

Early Voting Voters List File


RecordType EVtrs Y “EVtrs”


FvrsElectionNumber Fvrs Election identifier Y Numeric



FvrsVoterIdNumber Y Numeric

VoterName Y Char(60)




February 28, 2012

Page 9


Precinct Char(6)

Party Char (3)

Location Location of Early Votign Y Char(35)

DateofEarlyVote Date voter cast ballot Y MM/DD/YYYY


February 28, 2012

Page 10

County Security Procedures

References: Section 101.015(4)(b) and (c), F.S.:



Rule 1S-2.015(3), F.A.C.: http://election.dos.state.fl.us/rules/adopted-

rules/pdf/1S2015New.pdf

Compliance: Each Supervisor of Elections shall establish written procedures to assure

accuracy and security in the county, including procedures related to early

voting pursuant to Section 101.657, F.S. Such procedures shall be reviewed

in each odd-numbered year by the Department of State.

Purpose: The security procedures ensure that the county has adequate safeguards for

their ballots, voting system, and facilities. The Bureau of Voting Systems

Certification has the responsibility to review the procedures during odd-

numbered years or to conduct a review at any time there are changes in the

procedures. After its review, the bureau provides a checklist of acceptable or

unacceptable items. With the exception of any information having to do with

a facility’s security, the county procedures are public records, as prescribed

under Section 119.071(3), F.S.



Submission Date: No later than 45 days before early voting commences when there is a

revision to the county’s security procedure or within the 45 days as a result

of an emergency situation or other unforeseen circumstance.


Mail: Bureau of Voting Systems Certification; R.A. Gray Building, Room

316, 500 South Bronough Street, Tallahassee, Florida 32399-0250; or

Fax: 850-245-6236; or

Secure File Transfer Protocol (SFTP): Download and install WinSCP

software or similar FTP software (ex.: http://winscp.net/eng/download.php).

Open the FTP software with the defaults. Select “Session” in the left

window tree, if the “Host name” field is not displayed. Enter the host name

for the secured FTP DOS site: sftp2.dos.state.fl.us. Enter the county’s

username and password as provided by the Bureau of Voting Systems

Certification. Create a new folder for a desired topic and rename the folder

(ex.: Primary 2011). Upload the desired files or compressed file into the

folder. The compressed file should not have an embedded directory.


Instructions:

Either create a new security procedure or revise an existing security procedure in the county’s desired

format. These procedures should contain:




http://winscp.net/eng/download.php


February 28, 2012

Page 11

(1) Description of forms, schedules, logs, or checklists that vary from election to election;

(2) Election schedule;

(3) Ballot preparation;

(4) Preparation and configuration of tabulation system;

(5) Logic and accuracy (L&A) test;

(6) Filing election parameters (see system acquisition report and L&A test);

(7) Pre-election steps for voting system;

(8) Ballot distribution;

(9) Distribution of precinct equipment;

(10) Election board duties;

(11) Transport of ballots and/or election materials;

(12) Receiving and preparing the ballots for central/regional counting;

(13) Tabulation of vote;

(14) Electronic access to voting system;

(15) Absentee ballot handling;

(16) Ballot security;

(17) Voting system maintenance and storage;

Technical Advisory, March 3, 2006;

Ballot-on-demand process, if applicable;

Beta test process, if applicable;

Absentee/Early voting process before 7pm, if applicable;

Anti-virus, if applicable;

Update schedule.


February 28, 2012

Page 12

County Security Procedures - Revisions

References: Section 101.015(4)(b) and (c), F.S.:



Compliance: Submit any revisions to the security procedures to the Department of State at

least 45 days before early voting commences pursuant to Section 101.657,

F.S. in an election in which they are to take effect.

Purpose: The security procedures ensure that the county has adequate safeguards for

their ballots, voting system, and facilities. The Bureau of Voting Systems

Certification has the responsibility to review the procedures at any time there

are changes in the procedures. After its review, the bureau provides a

checklist of acceptable or unacceptable items. This review ensures that the

bureau has the current security procedures that are in effect during any

election. With the exception of any information having to do with a facility’s

security, the county procedures are public records, as prescribed under

Section 119.07(3), F.S.



Submission Date: Filed whenever the county implements a new voting system or makes a

change to the current voting system.


Mail: Bureau of Voting Systems Certification; R.A. Gray Building, Room


Fax: 850-245-6236; or


software or similar FTP software (ex.: http://winscp.net/eng/ download.php).









Instructions:

Whenever there is a change to the county’s security procedures, submit the revisions to the Division

of Elections, accompanied by a statement describing which part of the procedures previously filed

have been revised.


http://winscp.net/eng/%20download.php


February 28, 2012

Page 13

Early Voting Dates, Times, and Locations

References: Section 101.657. F.S.:



Compliance: The Supervisor of Elections shall provide to the Division of Elections no

later than the 30th day before an election the address of each early voting site

and the hours that early voting will occur at each site.

Purpose: To provide the persons through the state with early voting dates, times, and

locations.



Submission Date: No later than the 30th day before an election.


Fax: 850-245-6217; or




Instructions:

Provide to the Division of Elections no later than the 30th day before an election the address of each

early voting site and the hours that early voting will occur at each site.



February 28, 2012

Page 14

Election Night Reporting Preparation

References: N/A

Compliance: All counties must upload election results files prior to each election as

preparation for reporting as indicated in Section 102.141(4), F.S.

Purpose: To prepare and test county election night reporting files with the Division of

Elections’ files for compatibility and accuracy before each election.



Submission Date: Once the L&A is complete.

Submission Method: Through the county IT.


Instructions:

(1) Go to the website https://enightsoe.elections.myflorida.com.

(2) Enter the User Name (use your county name without dashes or spaces).

(3) Enter the Password s03reset!. You will be prompted to change the password after initial login.

The new password is case sensitive, must be at least eight characters in length, and contain at

least one special character and one number.

(4) There are three preliminary steps you must complete before you are ready to begin election

night reporting:

Step 1: Verify County Contact Information

Complete and/or update all county contact information. Once verified, check the Verified

button at the bottom of the page. Under Primary Contact, complete and/or update the

secondary phone and email addresses. The Progress Method defaults to Use Precincts

Reporting. The system will automatically calculate the percentage of precincts reporting. If

your county runs absentee ballots and early voting first, and your file shows All Precincts

Reporting, you will need to change this to Estimate Percentage Completed and manually

insert the percentage reporting figure. The precinct number will vary according to this

percentage. Please be aware that this manual percentage insertion must be done each time you

upload results on the Update Election information page on election night.

Step 2: Upload Results File for Race and Candidate Mapping

Upload your mapping file by first browsing for the location of your file. Select the file and

upload it to the system. Once this is done, the status should change from Pending to

Processing to Automapped. Now you can refresh the file for the results to show.

https://enightsoe.elections.myflorida.com/


February 28, 2012

Page 15

Make sure all of your candidates and contests match the Division of Elections’ file. Correct

any mistakes found by clicking the Edit button to bring up all available matches and to make a

new choice.

If more than one record matches, the Error column will indicate this. Edit any errors and

recheck to ensure the problem was fixed. If the race is not mapped, errors will not show and

this will need to be corrected.

If you receive a (2) error, this means the candidate is also mapped somewhere else with an

error. Correct the error where it originally occurs (usually where it is mapped to the incorrect

person). The (2) error code should now clear at both mapping locations.

Verify all information and check the Verified button at the bottom of the mapping page.

Step 3: Upload Results File to Test Mapping

You must upload a file with results to verify that you have mapped the file correctly. This is

done on the Update Election information page and can be viewed on the County Results

page. As items are completed on election night, check the various boxes on the Update

Election information page (file history and turnout data are also shown on this page).

If your file is not mapped, the votes will not show up on the Results Page.

Notes: Counties cannot manually input data for individual races. You must upload your files

directly to the system. Counties using the SOE system must manually update election

information and map files and upload a test file before testing an upload through SOE

Software.


February 28, 2012

Page 16

Election Parameter Statement

References: Rule 1S-2.015(5)(f) 5, F.A.C.:

http://election.dos.state.fl.us/rules/adopted-rules/pdf/1S2015New.pdf

Compliance: County Supervisor of Elections or his/her designee provides a copy of the

“Election Parameter Statement” from an individual or entity when an

election definition is not created by a Supervisor of Elections employee.

Purpose: Objective evidence to identify an individual or an entity as the Supervisor’s

“designee,” when an election definition is not created by a Supervisor of

Elections employee, as the election definition is part of the voting system’s

election database.


Forms to be Used: (available on the Division of Elections’ website at

http://election.dos.state.fl.us/forms/index.shtml, or the SOEs’ website at

http://soe.dos.state.fl.us)

Submission Date: Within 24 hours after any L&A test.

Submission Method: Mail: Bureau of Voting Systems Certification, R.A. Gray Building, Room


Email: [email protected]; or

Fax: 850-245-6236; or











Instructions:

Complete the DS-DE 132 Election Parameter Statement and submit it as provided above.






February 28, 2012

Page 17

Initiative Petition Certification for Ballot Placement




Compliance: Constitutional amendments proposed by initiative shall be placed on the

ballot for the General Election, provided the initiative petition has been filed

with the Secretary of State no later than February 1 of the year the General

Election is held. A petition shall be deemed to be filed with the Secretary of

State upon the date the secretary determines that valid and verified petition

forms have been signed by the constitutionally required number and

distribution of electors under this code.

Purpose: An initiative petition is placed on the ballot once the Secretary of State

determines that valid and verified petition forms have been signed by the

constitutionally required number and distribution of electors.


Forms to be Used: Certification forms (available on the SOE website at

http://soe.dos.state.fl.us).

Submission Date: By February 1 of the General Election year.

Submission Method: Mail: Director’s Office, R.A. Gray Building, Room 316, 500 South



Instructions:


(2) Under FORMS/CODES click Petition Certification Forms.

(3) Use the dropdown box to choose the county.

(4) Click Do Lookup.

(5) Choose the appropriate petition certification form.


(7) Mail the original forms to the Division of Elections.




February 28, 2012

Page 18

Logic and Accuracy (L&A) Test - Election Database Backup

References: Section 101.5607(1)(b), F.S.:



Rule 1S-2.015(5)(f)2 and 3, F.A.C.: http://election.dos.state.fl.us/rules/adopted-rules/pdf/1S2015New.pdf

Compliance: The Supervisor of Elections or designee provides a copy of the election

definition to the Bureau of Voting Systems Certification, within 24 hours

after any Logic and Accuracy (L&A) test.

Purpose: To preserve the election definition (i.e., tabulation program, administrative

database, and election parameters, a.k.a. election database backup). The

election database definition represents the version that the Supervisor of

Elections publicly tested in accordance with Section 101.5612, F.S.



Submission Date: Within 24 hours after any L&A test.

Submission Method: Certified Mail: Bureau of Voting Systems Certification; R.A. Gray

Building, Room 316, 500 South Bronough Street, Tallahassee, Florida

32399-0250; or











Instructions:

Create the voting system’s election database backup and its password, if applicable, and provide the

backup copy, via certified mail and/or using SFTP upload, to the Department of State.





February 28, 2012

Page 19

Logic and Accuracy (L&A) Test - Summary Results

References: N/A

Compliance: The Supervisor of Elections or designee provides an electronic export

summary file to the Bureau of Voting Systems Certification via Secure File

Transfer Protocol (SFTP) transmission within 24 hours after a public Logic

and Accuracy (L&A) test.

Purpose: To prepare for a statewide Primary or General Election by proactively

ensuring that there are no known problems with the county’s election night

summary results (export) file that is to be uploaded to the Department of

State. The L&A export summary file allows the department to map the

county’s summary results from different voting systems and to upload the

results to the department’s website.



Submission Date: Within 24 hours after the public L&A test for a Primary or General statewide

election.












Instructions:

Create the export file from the applicable voting system. Examples of the voting systems export file

instructions are:

ES&S Voting System:

Access the Miscellaneous tab from the menu bar in ERM.

Choose Create ASCII Results File.

Choose Create Summary Results File – with Text in the Create ASCII Results File

window (last option).

Choose OK on the next window, with no changes with diskettes or includes.

Choose OK when completed building the ASCII file.

File is located in either: C:\elecdata\election_ID.ASC where Election ID is the county

election name; or Q:\electdata\election_ID.ASC within a server/client based system.




February 28, 2012

Page 20

Premier Voting System:

Access Election from the menu bar in GEMS.

Select Export Results.

Select Export Results on the next sub-menu.

Select Florida Export and then OK.

Save the file with .txt format and election date results name.

Sequoia Voting System:

Open the ‘WinEDS Election Reporting Tool’ application.

From the dropdown menu choose ‘Output.’

Export Data.

SOE Summary export

Choose the file type in which you would like to view the file (such as Excel).

Choose the file location.

Click ‘Save.’


February 28, 2012

Page 21

Request for Mail Ballot Election





Compliance: In order to hold a mail ballot election, a Supervisor of Elections must submit

a request to the Secretary of State via the Division of Elections. After receipt

of a request, the division will review the request to ensure the following are

met: (1) Request is for referendum only (no candidates); (2) The election is

being held in a single county, a city, a school district covering no more than

one county, a special district, or is an annexation election; (3) There is not an

election being held on the same day in which the same voters are eligible to

vote; (4) The supervisor is responsible for conducting the election; (5) The

supervisor has provided consideration that ballots are received by overseas

voters in a timely manner that will allow the voted ballot to be returned by

7:00 p.m. on election day; (6) The cost of the election is covered by the

jurisdiction initiating the election; (7) A written plan that includes: (a) The

name of the governing body responsible for calling the election, (b) The

name of the election administration for the governing body, (c) The type of

election, (d) Written timeline which includes, but is not limited to: i. Date of

election, ii. Date ballots mailed (10-20 days before an election), iii. Notice of

election date, iv. Book closing date, and v. Logic and Accuracy (L&A)

testing date.

Purpose: To ensure standardized compliance with mail ballot elections.



Submission Date: Before conducting a mail ballot election.


Fax: 850-245-6217; or




Instructions:

Submit to the Secretary of State via the Division of Elections, a written plan to include a written

timetable for the conduct of the election. After receipt of request, the division will review the request

and, if approved, will respond to the request with an approval letter.





February 28, 2012

Page 22

UOCAVA Ballots Mailed

References: Requested by the Department of Justice.

Compliance: N/A

Purpose: To provide information requested by the Department of Justice indicating

confirmation that the UOCAVA ballots were sent and the date that the

ballots were sent. UOCAVA is defined as overseas military and civilian

citizens and absent stateside military.


Forms to be Used: A form is emailed to each Supervisor of Elections one week before the due

date.

Submission Date: 45 days prior to the General Election.

Submission Method: Email: [email protected]


Instructions:


(2) Under FORMS/CODES click UOCAVA Ballots Mailed Report Form.

(3) Complete the form and submit it to the Division of Elections by email by the deadline

indicated.




February 28, 2012

Page 23

Voters by Congressional District

References: Article XI, Section 3, Florida Constitution:

http://www.leg.state.fl.us/Statutes/index.cfm?Mode=Constitution&Submenu

=3&Tab=statutes&CFID=232744346&CFTOKEN=19543759#A11

Compliance: The power to propose the revision or amendment of any portion or portions

of this constitution by initiative is reserved to the people, provided that, any

such revision or amendment, except for those limiting the power of

government to raise revenue, shall embrace but one subject and matter

directly connected therewith. It may be invoked by filing with the custodian

of state records a petition containing a copy of the proposed revision or

amendment, signed by a number of electors in each of one half of the

congressional districts of the state, and of the state as a whole, equal to eight

percent of the votes cast in each of such districts respectively and in the state

as a whole in the last preceding election in which presidential electors were

chosen.

Purpose: To obtain the amount of signatures required to have an initiative petition

placed on the ballot.


Forms to be Used: A form is emailed to the Supervisor of Elections two weeks after the

Presidential General Election.

Submission Date: By mid-December of the General Election year. This information is gathered

once every four years.




Instructions:

Mail a certification to the Division of Elections with the total number of persons voting in the county

as a whole and broken down by congressional district.


February 28, 2012

Page 24

Voting Precinct Changes

References: Section 101.001(1)(b), F.S.:



Compliance: The Supervisor of Elections shall notify the Secretary of State in writing

within 30 days after any reorganization of precincts and shall furnish a copy

of the map showing the current geographical boundaries and designation of

each new precinct. However, if precincts are composed of whole census

blocks, the supervisor may furnish, in lieu of a copy of the map, a list, in an

electronic format prescribed by the department, associating each census

block in the county with its precinct.

Purpose: The Department of State must maintain a searchable database of the

precincts.



Submission Date: Within 30 days after any reorganization of precincts.


South Bronough Street, Tallahassee, Florida 32399-0250


Instructions:

Notify the Secretary of State in writing within 30 days after any reorganization of precincts and

provide a copy of the map showing the current geographical boundaries and designation of each new

precinct; or if precincts are composed of whole census blocks, furnish, in lieu of a copy of the map, a

list, in an electronic format, associating each census block in the county with its precinct.


February 28, 2012

Page 25

Voting System Acquisition Report

References: Section 101.5607(1)(a), F.S.: http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&S


Rule 1S-2.015(5)(f)1 and 4, F.A.C.: http://election.dos.state.fl.us/rules/adopted-rules/pdf/1S2015New.pdf

Compliance: The Supervisor of Elections provides the acquisition reports whenever there

is a change to the voting system.

Purpose: The Bureau of Voting Systems Certification provides to the county the

acquisition forms as part of the voting system’s install disks. The acquisition

forms have two items: item 1 is to identify the old voting system, new voting

system, date of the implementation, total number of voting equipment

involved, and a Supervisor of Elections’ signature line; item 2 contains one

or more forms to provide a checklist for the verified installation of a certified

voting system. The bureau retains a copy of the program codes (install disks)

and user/operator manuals from the vendor and sends these items to the

counties. In addition, the bureau uses the Voting System Acquisition Report

to verify that the county’s changes are done using a certified voting system.

The bureau maintains a list of each county's approved voting system. This

information is available on Department of State’s website at

http://doe.dos.state.fl.us/voting-systems/systems/countysys.asp.


Forms to be Used: Voting system acquisition forms are available as part of the install disk

package or by contacting the Bureau of Voting Systems Certification.

Submission Date: Filed whenever the county implements a new voting system or makes a

change to their current voting system.


Certified Mail: Bureau of Voting Systems Certification; R.A. Gray Building,

Room 316, 500 South Bronough Street, Tallahassee, Florida 32399-0250; or



Open the FTP software with the defaults. Select “Session” in the left window

tree, if the “Host name” field is not displayed. Enter the host name for the

secured FTP DOS site: sftp2.dos.state.fl.us. Enter the county’s username and

password as provided by the Bureau of Voting Systems Certification. Create a

new folder for a desired topic and rename the folder (ex.: Primary 2011).

Upload the desired files or compressed file into the folder. The compressed file

should not have an embedded directory.


Instructions: Complete the acquisition forms whenever there is a change to the county’s

voting system.



http://doe.dos.state.fl.us/voting-systems/systems/countysys.asp




February 28, 2012

Page 26

Section 3: Election Night Reports

Export Summary Results File

References: N/A

Compliance: Provide a copy of the summary file to the Department of State website after

polls close within 30 minutes and every 45 minutes thereafter until

completing upload of unofficial results pursuant to Section 102.141(4), F.S.

Purpose: To provide each county’s election results summary to the Department of

State for statewide Primary and General Election consolidation.



Submission Date: The database is updated immediately after the close of the last qualifying

period, immediately after the results of the Primary Election are determined,

and immediately after the results of the General Election are determined.

Submission Method: Secure File Transfer Protocol (SFTP): Download and install WinSCP










Instructions:

Create the export file from the applicable voting system. Generic instructions are:

ES&S Voting System:

Access Miscellaneous from the menu bar in ERM.

Choose Create ASCII Results File.

Choose Create Summary Results File – with Text in the Create ASCII Results File

window (last option).

Choose OK on the next window, with no changes with diskettes or includes.

The file is located in either: C:\elecdata\election_ID.ASC where Election_ID is the county

election name or Q:\electdata\election_ID.ASC within a server/client based system.


Access Election from the menu bar in GEMS.

Select Export Results.

Select Export Results on the next sub-menu.

Select Florida Export and then OK.



February 28, 2012

Page 27

Save the file with .txt format and election date results name.

Sequoia Voting System:

Access Export from the menu bar in WinEDS.

Choose Fixed Record.

Upload instructions for all voting systems, if not using a third-party service:

Access the Department of State webpage at http://soe.dos.state.fl.us (There will be a link on

this webpage for the election you are reporting).

Choose Enter Election Night Reporting.

Enter User Name (county name) and Password (obtained from the Department of State).

Choose Browse and search for the results file to be uploaded.

Choose Upload File.

Update the reporting status or turnout, if applicable.

Choose Results under the Go To header to view votes.



February 28, 2012

Page 28

Section 4: Post-Election Reporting

Candidate Lists




Section 102.151, F.S.:



Compliance: Supervisors of Elections or designees update the electronic DSDE-80

immediately after the close of qualifying and again after the results of the

Primary and the General Elections are determined.

Purpose: Allows the Division of Elections to update the commissioned officer-holder

database and issue commissions to those candidates elected to office.

Forms to be Used: Electronic DSDE-80 (available on the SOE website at

http://soe.dos.state.fl.us)


Submission Date: The database is updated immediately after the close of the last qualifying

period, immediately after the results of the Primary Election are determined,

and immediately after the results of the General Election are determined.

Submission Method: Electronically through the Electronic DS-DE 80 system located at

http://soe.dos.state.fl.us.


Instructions:


(2) Under DATA ENTRY click Electronic DSDE-80 Instructions.






February 28, 2012

Page 29

Conduct of Election

References: Section 102.141(9)(a) and (b), F.S.:



Compliance: The Supervisor of Elections or designee provides the conduct of election

report to the Bureau of Voting Systems Certification on or before the

submission date as indicated below.

Purpose: The conduct of election report allows public election inspection and assists

the Bureau of Voting Systems Certification with discovering difficulties that

were encountered in the current election, with the intent of proactively

searching for possible solutions to these problems for future elections.

Forms to be Used: DS-DE 81 (available on the Division of Elections’ website at



Submission Date: At the same time that the official results of an election are certified.


Mail: Bureau of Voting Systems Certification, R.A. Gray Building, Room

316, 500 South Bronough Street, Tallahassee, Florida 32399-0250 or;

Fax: 850-245-6236 (must be followed with an original by mail); or











Instructions:

Complete the DS-DE 81 Conduct of Election Report and submit it as provided above. New or

additional information is filed within 10 days after the discovery.





February 28, 2012

Page 30

Election Results




Section 102.141, F.S.:



Compliance: Certificates must be received by the Division of Elections by the appropriate

deadlines outlined below. The certificate may be faxed in order to meet the

deadline; however, an original must be submitted immediately thereafter.

Purpose: To enable the Division of Elections to ascertain election results of state and

multicounty candidates.


Forms to be Used: Canvass certificates (available on the SOE website at

http://soe.dos.state.fl.us).

Submission Date: Unofficial returns are filed no later than noon on the third day after any

Primary Election and no later than noon on the fourth day after any General

or other election. Unofficial returns must contain the canvass of absentee

and provisional ballots.

Second unofficial returns are filed no later than 3:00 p.m. on the fifth day

after any Primary Election and no later than 3:00 p.m. on the ninth day after

any General Election in which a recount was ordered by the Secretary of

State.

Official returns are filed no later than 5:00 p.m. on the seventh day following

a Primary Election and by noon on the twelfth day following the General

Election.


South Bronough Street, Tallahassee, Florida 32399-0205; or

Fax: 850-245-6259 (must be followed with an original by mail)

Email: [email protected] (preferred method of submittal)


Instructions:

(1) Go to the website http://soe.dos.state.fl.us/.

(2) Under ELECTION INFORMATION click CANVASS (2008-present).

(3) The county canvassing board shall make and sign duplicate original certificates and transmit

one copy to the Division of Elections.









February 28, 2012

Page 31

Official Election Results Database Backup






Compliance: The Supervisor of Elections or designee provides a copy of the official

election database backup to the Bureau of Voting Systems Certification on or

before the submission date as indicated below.

Purpose: An export file from the official election results database is used by the

Division of Elections, the Legislature, and/or Election Assistance

Commission (EAC). The results are often included with other statistical

information. The content and acceptable format is a backup of the county’s

post-election database from the voting system.



Submission Date: At the same time that the official results of an election are certified.

Submission Method: Mail: Bureau of Voting Systems Certification, R.A. Gray Building, Room












Instructions:

Create the election database backup from the applicable voting system. Generic instructions are:

ES&S Voting System:

Produce a copy of the following files:

drive:\Unity\EDM\your_county_folder\*.bdm

drive:\Unity\EDM\your_county_folder\*.blr

drive:\Unity\EDM\your_county_folder\*.dbf

drive:\Unity\EDM\your_county_folder\your_election\*.*

drive:\Unity\BIM\your_election\*.* (only if you have a BIM subdirectory)

drive:\Unity\OPT\your_election\*.*



http://election.dos.state.fl.us/rules/adopted-rules/pdf/1S2043_final.pdf




February 28, 2012

Page 32

Where: * represents all the filenames associated with the given file type,

*.* represents all the files within \your_election\subdirectory,

\your_county_folder\ is the subdirectory name you created for your county, and

\your_election\ is your unique election name for a given election.

drive:\Electdata\your_election.* (include the networked folders, if applicable)

Where: * represents all the file types associated with your_election filename

drive:\Electdata\your_election\*.*

Where: *.* represents all the files within \your_election\ subdirectory

All files with .ais file type, if present.


Produce a copy of the GEMS database (i.e., .gbf file).

Sequoia Voting System

In order to create a ‘copy’ of the WinEDS database, the backup feature of Enterprise Manager is used

as follows:

Open Enterprise Manager.

Navigate to the directory where the database is located.

Highlight the database you wish to back up and right click.

Choose ‘All Tasks’ and ‘Backup.’The ‘SQL Backup’ window will appear:

Enter the appropriate parameters, such as the path to the election you wish to back up and the

path where you want the backup to be stored, then click ‘ok.’


February 28, 2012

Page 33

Overvote/Undervote Report




Compliance: No later than December 15 of each General Election year, the Supervisor of

Elections in each county shall report to the Department of State the total

number of overvotes and undervotes in the “President and Vice President” or

“Governor and Lieutenant Governor” race that appears first on the ballot or,

if neither appears, the first race appearing on the ballot pursuant to Section

101.151(2), F.S., along with the likely reasons for such overvotes and

undervotes and other information as may be useful in evaluating the

performance of the voting system and identifying problems with ballot

design and instructions which may have contributed to voter confusion.

Purpose: To enable the Department of State to prepare a public report on the

performance of each type of voting system, including an identification of

problems with the ballot design or instructions which may have contributed

to voter confusion; voting system design problems; and recommendations for

correcting any problems identified. The department submits the report to the

Governor, the President of the Senate, and the Speaker of the House of

Representatives by January 31 of each year following a General Election.


Forms to be Used: General Election Overvote and Undervote Reporting Form (available for

download on the Division of Elections’ website at

http://election.dos.state.fl.us/forms/index.shtml under Supervisor of

Elections Forms)

Submission Date: By December 15 of each General Election year.



















February 28, 2012

Page 34

Instructions:

Complete the overvote/undervote form. A summary report should reconcile the overvote/undervote

report.


February 28, 2012

Page 35

Petition Signature Verification Reimbursement




Compliance: In the event a candidate, person, or organization submitting a petition to have

an issue placed upon the ballot is entitled to have the signatures verified at no

charge, the Supervisor of Elections of each county in which the signatures

are verified at no charge shall submit the total number of such signatures

checked in the county to the Chief Financial Officer no later than December

1 of the general election year, and the Chief Financial Officer shall cause

such supervisor to be reimbursed from the General Revenue Fund in an

amount equal to 10 cents for each name checked or the actual cost of

checking such signatures, whichever is less.

Purpose: For the Supervisor of Elections to be reimbursed for signature verification for

those candidates, persons, and organizations that have filed an affidavit of

undue burden and were unable to pay the 10 cents for each name checked or

the actual cost of checking such signatures.


Submission Date: By December 1 of the General Election year.




Contact: Director’s Office at 850-245-6200.

Instructions:

(1) Florida Statute states to send the reimbursement request to the Chief Financial Officer. The

CFO does forward the information to the Division of Elections for payment processing.

(2) Place the reimbursement request on letterhead addressed to the Chief Financial Officer. You

can mail the request with any supporting documentation to the CFO (who will then forward to

the Division) or you can mail the information straight to the Division of Elections at the address

listed above.


February 28, 2012

Page 36

Post-Election Manual Audit

References: Section 101.591 F.S.:




rules/pdf/R15-5026.pdf

Compliance: The Supervisor of Elections or designee provides a copy of the audit report to

the Bureau of Voting Systems Certification on or before the submission date

as indicated below.

Purpose: A manual audit of a voting system based on randomly selected precincts.

The audit consists of a public manual tally of the votes cast in one randomly

selected race on the ballot. The audit provides a description of any problems

or discrepancies encountered, the likely cause of such problems or

discrepancies, recommended corrective action with respect to avoiding or

mitigating such circumstances in future elections.


Forms to be Used: DS-DE 105A, DS-DE 105B, DS-DE 106, DS-DE 107 (available on the

Division of Elections’ website at

http://www.elections.myflorida.com/rules/adopted-rules/index.shtml)

Submission Date: Within 15 days after completion of the audit following each certified

election.















Instructions:

The county canvassing board conducts a post-election audit to be completed and the results made

public no later than 11:59 p.m. on the 7th day following certification of the election by the county

canvassing board or the local board responsible for certifying the election.



http://election.dos.state.fl.us/rules/adopted-rules/pdf/R15-5026.pdf

http://election.dos.state.fl.us/rules/adopted-rules/pdf/R15-5026.pdf

http://www.elections.myflorida.com/rules/adopted-rules/index.shtml




February 28, 2012

Page 37

Precinct-Level Election Results

References: Section 98.0981(2) and (4), F.S.:





Compliance: The Supervisor of Elections or designee provides a copy of the precinct-level

results to the Division of Elections on or before the submission date indicated

below.

Purpose: Precinct-level election results are available to the public in an electronic

format. The election results contain the precinct numbers and the total

number of active registered voters by party for each precinct. The

Legislature needs a uniform format to compile precinct-level data.



Submission Date: Within 45 days after a Presidential Preference Primary, Special Election, or

General Election. Submission date will change from 45 days to 30 days

effective July 1, 2012. At that time, all voting systems must produce the

precinct-level results that comply with Section 98.0981(2)(c), F.S.















Instructions:

Create the precinct-level election results compiled separately for the Primary or Special Primary

Election that preceded the General or Special General Election, respectively. The results specifically

include for each precinct the aggregate total of “all ballots cast” for each candidate or nominee to fill

a national, state, county, or district office or proposed constitutional amendment. “All ballots cast”

means ballots cast by voters who cast a ballot whether at a precinct location, by absentee ballot

including overseas absentee ballots, during the early voting period, or by provisional ballot. Ideally,








February 28, 2012

Page 38

the precinct-level report should use a field format, .cvs format, or other means to translate the data

into a spreadsheet or other type of program.

For precinct-level report instructions specific to the county’s voting system, please refer to the Florida

Overview Manual that accompanies your voting system’s install disks.

Please note the following:

ES&S:

Choose the Create ASCII Results File option

Premier:

Use the Standard Results Export to generate the file

Sequoia:

In the “WinEDS Election Reporting” application, choose Output>Export Data>Detail

Report.


February 28, 2012

Page 39

Section 5: Bi-Annual and Other Reports

Certification Application for Supervisors of Elections for Special

Qualification Salary

References: Rule 1S-2.0115, F.A.C.: http://election.dos.state.fl.us/rules/adopted-


Compliance: The rule provides requirements for initial and annual certification of

Supervisors of Elections for the special qualification salary.

Purpose: In order to receive special qualifications salary, the Supervisor of Elections

must submit a completed certification application requesting initial or annual

certification by the Division of Elections.

Forms to be Used: DS-DE 69

Submission Date: Initial certification: as desired. Recertification: thirty days prior to the

anniversary date.

Submission Method: Mail: Division of Elections, Director’s Office , R.A. Gray Building, Room





Instructions: Throughout the year, it is also recommended that the Supervisor of Elections

send proof of attendance in workshops, conferences, seminars, approved by

rule.

Initial Certification:

(1) Must have served for two years as a Supervisor of Elections;

(2) Must take and receive a passing grade of 90% on an open book examination developed by the

FSASE;

(3) Must have conducted a Primary Election and a Gubernatorial or Presidential General Election;

and

(4) Must have earned 15 credits by attendance in workshops, conferences, and seminars approved

by rule.

(5) Mail the completed form DS-DE 69 to the Division of Elections, with all supporting documents

(i.e., agendas or certificates from classes attended, diplomas, etc.).

Annual Recertification:

(1) Must earn annual equivalent to 24 hours for attendance at continuing education activities as

provided in the rule.

(2) Send a (re)certification application to the Division of Elections with the requested information in

the form.


February 28, 2012

Page 40

Certification of Address List Maintenance Activities






Compliance: The Supervisor of Elections shall certify twice annually that he or she has

conducted address list maintenance activities in accordance with law.

Purpose: To certify a Supervisor of Elections has conducted activities required under

Section 98.065, F.S., to maintain current and accurate residential addresses

for registered voters.




Submission Date: No later than July 31 (for the prior January through June). No later than

January 31 (for the prior July through December)

Submission Method: Mail: Bureau of Voter Registration Services, R.A. Gray Building, Room




Instructions:

(1) Record the requested information on form DS-DE 117.

(2) The Supervisor of Elections should sign and date the form.

(3) Mail the completed form to the Division of Elections. The form may be faxed and followed up

with an original by mail.







February 28, 2012

Page 41

Certification of Eligibility Records Maintenance






Compliance: The Supervisor of Elections shall certify twice annually that he or she has

conducted eligibility records maintenance activities in accordance with law.

Purpose: To certify a Supervisor of Elections has conducted activities required under

Section 98.075, F.S., to identify and remove ineligible voters from the voter

registration rolls.




Submission Date: No later than July 31 (for the prior January through June). No later than

January 31 (for the prior July through December).

Submission Method: Mail: Bureau of Voter Registration Services, R.A. Gray Building, Room




Instructions:

(1) Record the requested information on form DS-DE 118.

(2) The Supervisor of Elections should sign and date the form.

(3) Mail the completed form to the Division of Elections. The form may be faxed and followed up

with an original by mail.







February 28, 2012

Page 42

Unused Election Materials Destruction Requests


http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Stat

ute&Search_String=&URL=0100-0199/0101/Sections/0101.545.html

Compliance: All unused ballots, forms, and other election materials may, with the

approval of the Department of State, be destroyed by the Supervisor of

Elections after the election for which such ballots, forms, or other election

materials were to be used.

Purpose: To eliminate unused ballots, forms, or other election materials that were not

used in an election.



Submission Date: As the custodian of records deems necessary.


Fax: 850-245-6217; or




Instructions:

(1) The Supervisor of Elections or custodian of records (in some cases, city clerks, town clerks, etc.)

submits to the Division of Elections a request to destroy unused election materials from an

election. The request should include the name and date of the election (i.e., August 24, 2010,

Orange County Primary Election). The request may be submitted immediately after an election,

but the division will not approve it until after the contest of election period has passed.

(2) After approval from the division, the custodian may dispose of records however they deem

necessary. A copy of the approval letter should be placed in the custodian’s files and maintained

according to records retention schedules for correspondence.


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