• VOTING PROCEDURES


    COLLABORATION WITH THE SUPERVISOR OF ELECTION’S OFFICE

    The Supervisor of Election’s Office was engaged to assist with the facilitation of the voting process among the alumni, community, faculty, PTA/PTSA members, and students. The balloting process is an in-person experience that requires the validation of constituent memberships to ensure voting integrity and provide a safe and confidential experience for constituents. Digital voting as well as absentee ballots cannot be accommodated at this time.

    THE BALLOT

    In collaboration with the Supervisor of Elections Office, the ballot for school renaming will resemble ballot template #3 to ensure that ballots will be scanned, counted, and raw results provided by the SOE.
    Ballot Information

    • Ballots should include the current name of the school and the proposed names.
    • Ballots will be available in an accessible location at the school.
    • Ballots must be hand-written and should not include any identifying information to protect the anonymity of the participants and their responses (with the exception of provisional ballot envelopes).
    • Stakeholders can complete one ballot per eligible membership within the school community. For example, if a parent belongs to the PTA and SAC and also resides in the attendance zone, then they will have three opportunities to cast a ballot.


    Ballot Security

    • Ballots will be kept secure before and after the voting process.
    • The ballot box must remain secure. Keeping the ballot box secure includes the following:
    • Obtain a locking ballot box
    • Keep the ballot box, blank ballots, and stakeholder verification lists in a monitored location during the day when constituents can submit their votes. (e.g. front office with the secretary)
    • Remove all ballots from the box each evening and secure.
    • Schools are required to follow the security procedures for state assessments for all voting materials when polls are not open. This includes but is not limited to keeping the ballot box, blank ballots, and stakeholder verification lists in a secured and locked location (e.g. testing closet)
    • At the beginning of the second week within the voting window and the week following the voting window, the principal or their designee will submit all ballots to the Supervisor of Election’s Office at 105 E. Monroe Street Jacksonville, FL 32202 by 9:00 am. A ballot count will occur during the submission and a sign off of the ballot count will occur. The ballot submission sign-off form will then be submitted to the Office of Policy and Compliance for records retention in accordance with governing laws.

    POLL PROCEDURES

    With the assistance of a poll worker provided by the SOE, the school will need to provide necessary support staff to facilitate a smooth process for constituents. The polls will be open for a period of ten school days between 10:00 am and 6:30 pm. The school will be required to forward all poll materials to the Office of Policy and Compliance for records retention in accordance with governing laws. Poll materials include but are not limited to verification lists, ballots, and provisional envelopes.

    The balloting process is an in-person experience that requires the validation of constituent memberships to ensure voting integrity and provide a safe and confidential experience for constituents. Digital voting as well as absentee ballots cannot be accommodated at this time.

     

    Voting Process

    • Stakeholder enters the polling site at the school
    • Stakeholder verifies all eligible memberships
    • Poll worker or member of the school’s staff verifies stakeholder’s identification, indicates the current date the constituent cast their ballot on the verification list, and bubbles in the stakeholder group on each of the corresponding ballots with a colored pen
      • If a stakeholder proves membership but is not on the validation list, then the participant is placed on the verified voter form with the validation provided and the recorded date of the when the constituent cast their ballot
    • Poll worker or member of the school’s staff provides the ballot to the stakeholder
    • The stakeholder fills out the ballot and submits the completed ballot to the locked ballot box.

     

    Provisional Balloting

    In a situation where a constituent is present at the school to cast a ballot but cannot verify their membership to the constituent group, then the member can cast a provisional ballot. Provisional status must be rectified before the end of the balloting period.

    • Stakeholder enters the polling site at the school
    • Stakeholder claims eligible memberships
    • The stakeholder’s information such as constituency membership, name, and current date is recorded on the provisional voter form and marked as “vote cast”
    • Poll worker or member of the school’s staff bubbles in the stakeholder group on each of the corresponding ballots with a colored pen
    • Poll worker or member of the school’s staff provides the ballot to the stakeholder
    • The stakeholder fills out the ballot and submits the completed ballot to the poll worker or member of the school’s staff
    • The ballot is placed in an envelope with the constituent’s name and secured by the poll worker or member of the school’s staff in a designated lock box.
    • Provisional status is rectified when the stakeholder returns with valid identification and their ballot is removed from the provisional envelope and placed in a locked ballot box for tabulation. The constituent is marked on the provisional voter form as “validated membership” with the date the membership was validated as well as the validation of identification provided and the recorded date.

    Student Participation

    • Students will be provided an opportunity, should they elect to participate, during the school day outside of instructional time to cast a ballot.
    • Students in state assessed grades at the elementary level and all secondary students are eligible to cast a ballot.

    Membership Verification Requirements

    Constituents will be required to present a picture identification and in some cases additional verification to prove membership within the groups outlined in Board Policy 8.59. Participating constituencies include the School Advisory Council of the School, the Parent Teacher Association of the school, students of the school, community members within the school’s attendance zone, members of the school’s faculty and staff, and alumni of the school.

    Identification can include but is not limited to the following:

    • School issued picture identification card
    • District issued picture identification card
    • State issued picture identification card
    • Federal issued picture identification card
    • Passport
    • Community members within the school’s attendance zone will be required to show a picture identification card with an address on the card or an accompanying piece of mail addressed to the name on the identification card such as a utility bill, a tax collector’s bill, or another artifact that would show proof of residency.
    • Alumni members, as defined by any individual who was enrolled at the school for at least one school day, will be required to show a picture identification card. Alumni of the school before 2008 will also need to present an artifact including but not limited to a diploma, a yearbook, or other school issued artifact with the individual’s name and preferably a picture. In the instance that the individual’s name does not match records, the individual constituent will need to provide a court ordered name change document, marriage certificate, or divorce decree.

    POLL LOCATION & SECURITY

    The poll location will be vetted by district staff ahead of the voting window. The poll location must meet the following requirements:

    • The designated polling area is located near the perimeter of the school, whenever possible, to minimize intrusion of halls and contact with students and staff
    • The designated polling areas is within an unobstructed view of an operating security camera
    • The designated polling area can accommodate 4 to 5 tables
    • For outside locations, adequate weather covering is available for poll workers and voters
    • The designated polling area is ADA accessible
    • The designated area allows for proper social distancing, including the waiting area
    • The designated polling area does not interfere with security operations
    • The designated polling area does not interfere with safety drills or evacuation routes
    • The designated area for the poll workers is within the line of sight of school staff
    • The designated polling area does not congest auto and foot traffic areas essential to normal school operations
    • The designated polling area does not interfere with arrival and dismissal locations or operations

    BALLOT CHAIN OF CUSTODY

    At the beginning of the second week within the voting window and the week following the voting window, the principal or their designee will submit all ballots to the Supervisor of Election’s Office at 105 E. Monroe Street Jacksonville, FL 32202 by 9:00 am. A ballot count will occur during the submission and a sign off of the ballot count will occur. The ballot submission sign-off form will then be submitted to the Office of Policy and Compliance for records retention in accordance with governing laws.

    BALLOT TABULATION

    In the event that a ballot may have a question with an over vote (too many selections have been made) or an under vote (no selection has been made), the ballot will be tabulated with all other selections that have been filled out correctly. The tabulation for the specific question will still be counted, however, it will be indicated as an over/under vote. All ballots and the respective choices will be included in the itemized spreadsheet provided by the SOE Office.

    SCHOOL ADVISORY COUNCIL VOTING PROCEDURES

    At the conclusion of the balloting process, the School Advisory Council (SAC) will meet in an open meeting to vote for each individual member’s choice for the school name. The vote is recorded and counted in the final total.

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