Heres how to ban the butterflies

Training Tips to Prepare Election Judges Secretary of State Office Preparing Election Judges Election Official Certification County Election Administrator Certificate            Municipal Election Administrator Certificate (City and township clerks) School District Election Administrator Certificate Head Election Judge Certificate Health Care Absentee Election Judge Certificate     Election Judge Certificate    Secretary of State trains and certifies Certification training: 15 hours Maintaining certificate: 2 hours annual training with “train the trainer” every 2 years. County Auditor trains and certifies with support from the Secretary of State Certification training: 5 Hours Maintaining certificate: 4 hours every 2 years County Auditor trains and certifies with support from the Secretary of State Certification training: 5 hours Maintaining certificate: 4 hours every 2 years County Auditor or Municipal Clerk trains and certifies Certification: Requires 1 additional hour beyond Election Judge Certificate. The County Auditor may also require supplemental training to be a Head Election Judge for an election. County Auditor or Municipal Clerk trains and certifies. Certification: Additional hour of training beyond Election Judge Certificate Training is repeated every 2 years Training kit available from the Secretary of State’s Office County Auditor or Municipal Clerk trains and certifies Certification: two-hour training course every 2 years Training kit available from the Secretary of State’s Office Participant Guide 2 11/13/2008 Secretary of State Office Preparing Election Judges Training Information Who keeps track of the training hours and certification for election judges?   County Auditors Election Judges Who keeps track of the training hours and certification for clerks?  County Auditors  Clerks Why does training Election Judges matter? Election Judge Training Context 8240.1600 ELECTION JUDGE BASIC TRAINING COURSE. Subpart 1. Length. The election judge basic training course must be at least two hours long. Subp. 2. Materials. The training authority shall provide examples of all forms which election judges must complete in the course of their duties; with examples of forms of identification acceptable for purposes of Election Day registration, including any forms of student identification issued by educational institutions in the area; and with the materials contemplated in the training plan. Additional materials may be provided by the training authority as the authority considers useful. Subp. 3. Use of equipment. An electronic voting system or specimen paper ballot and ballot box must be used at each training session to familiarize each election judge with the voting procedures for the method of voting employed in the precinct where the judge will serve. Subp. 4. Course content. A basic training course must include necessary information and skill development in the following areas: A. how to use the training materials to find answers to questions arising in the polling place on election day; B. preparations on election day before polls open; C. judges' duties during voting hours: (1) election day voter registration; Participant Guide 3 11/13/2008 Secretary of State Office (2) persons allowed in polling place; (3) challenge process; (4) voting process; (5) spoiled ballots; (6) assistance to disabled voters; and (7) absentee ballots; D. basic election judges' duties after polls close; E. new laws, rules, forms, and procedures; F. major problems at prior elections; and Preparing Election Judges G. how to follow instructions from the head election judge. STAT AUTH: MS s 204B.25 Participant Guide 4 11/13/2008 Secretary of State Office Preparing Election Judges Change In conducting a training session, the trainer is helping to create change in the people being trained. The participants are being faced with new challenges, new rewards and new frustrations right there in the training session. Even if the change is a positive one, it’s still change… and change almost always comes with some sense of fear and doubt. It’s the trainer's job to act as a coach and reassure the participants of their success with the new tasks and procedures. It is also the trainer's job to “sell” them on the positive aspects of the changes. What are some reactions you may receive from participants when you are training new skills and procedures? What can you build into a training program to highlight the positive side of changes and / or new tasks and procedures? “The change effort needs to become a cause, a crusade, and your job is to champion the vision.” - Pritchett & Pound Participant Guide 5 11/13/2008 Secretary of State Office Preparing Election Judges 1. What would you add to this list from your experience of training adults? 2. Are there different considerations for adults in their 60’s, 70’s, or 80+? Participant Guide 6 11/13/2008 Secretary of State Office Learning Objectives Learning objectives should be:    Measurable Specific Behavioral Preparing Election Judges Creating learning objectives before training will focus the training on the needs of the participant. Ask yourself these questions:    What do I want each person to walk away knowing? What does each participant have to demonstrate before training is complete? What behaviors are consistently done incorrectly? For instance, when training election judges, think of what are the most important pieces of Election Day. Perhaps you fielded complaints from voters that election judges were standing to close to the precinct counter/ballot box. You could have a learning objective that went something like this: As a result of this training, participants will be able to:  Demonstrate the “6 feet” rule while standing next to a ballot box Or  List the reasons and exceptions of why and when Election Judges are to stand 6 feet from the ballot box Notice all learning objectives start with an action verb; these are used so the objective is measurable. (i.e. you can’t measure “know” or “understand”, but you can measure “list” or “describe” etc.) Participant Guide 7 11/13/2008 Secretary of State Office Preparing Election Judges Action Verbs Frequently Used in Writing Training Objectives Administer Adopt Advise Analyze Anticipate Appraise Approve Arrange Assemble Assign Assist Assure Authorize Calculate Circulate Collaborate Collect Compile Concur Conduct Confer Consolidate Consult Control Coordinate Correlate Correspond Delegate Design Determine Develop Devise Discuss Dispose Distribute Draft Endorse Establish Estimate Evaluate Execute Exercise Expedite Formulate Furnish Implement Improve Initiate Inspect Instruct Interpret Investigate Issue Monitor Negotiate Obtain Operate Participate Perform Place Plan Practice Prepare Proceed Process Promote Propose Provide Recommend Report Represent Research Resolve Review Schedule Secure Sign Specify Stimulate Submit Supervise Train Transcribe Verify Participant Guide 8 11/13/2008 Secretary of State Office Preparing Election Judges Practice-Learning Objectives In your group come up with 4 learning outcomes for Election Judge Training: 1. 2. 3. 4. Participant Guide 9 11/13/2008 Secretary of State Office Nervous???? Here’s how to ban the butterflies: 1. 2. 3. 4. 5. 6. 7. Never again say or think “nervous” Use positive visualization and self-talk Preparing Election Judges Recognize your symptoms and do something about them Practice relaxation techniques, especially deep breathing Exercise Try the Gut Buster-contracting your stomach muscles. Prepare! Prepare! Prepare! Practice your presentation 6 times. Practice with your visual aides too! 8. 9. Listen to music which paces your desired beat Arrive one hour before your presentation. Be sure that the room is set up so it is comfortable for you- everything should be exactly the way you want it. 10. 11. 12. Concentrate on the audience rather than on yourself. Pay attention to what you drink and eat. Any other techniques that work for you! Participant Guide 10 11/13/2008 Secretary of State Office Preparing Election Judges Welcome/Opening Script Participant Guide 11 11/13/2008 Secretary of State Office Preparing Election Judges Impact Plan In the beginning you need to WIIFM (what’s in it for me?) Every 6 minutes you should GRABM (grab their attention) Impact Plan Diagram Plan for these high-impact techniques:  Self-Disclosure stories  Common Ground Stories  Emotional Stories  Humor  Audience Participation  Role Play  Demonstration  Quotations  Props  Name Dropping Every 20 minutes you should plan a group activity. Participant Guide 12 11/13/2008 Secretary of State Office Preparing Election Judges Ten Deadly Sins That Put Audiences to Sleep            Reading Dull Delivery Nervous Habits And-Uh Syndrome Monotone Ramble-Lose Focus Lack of Personal Involvement and Conviction Not Knowing the Subject Speaking Too Long - Going Overtime “Canned Speech” Repetitive Participant Guide 13 11/13/2008 Secretary of State Office Non-Verbal Skills Checklist 55% of the Credibility Factor    Appearance. Extremely Important Posture. Preparing Election Judges Eye Contact. Mini conversations eyeball to eyeball with individuals in the audience for three to five seconds at a time. Intersperse with group contact in different areas of the room. Don’t miss the awkward areas such as corners, sides, and head table. Facial Expression. Let your face be the mirror of your message. Smile. Glow. Be animated. The larger the group, the larger the expressions. Hands and Arms. Eliminate the “frozen” positions such as the “fig leaf” and “the Hail Mary”. Let your message flow to your arms and fingertips. Gesture as though you were talking to someone in the hallway – naturally and expressively. If you get “stuck” bring your arms to your sides hanging freely for awhile. Body Movement. Move around. When you move, take at least two steps. Avoid rocking and pacing. It is often helpful to have a reason to move, such as using a flip chart. Size of Gestures. The larger the audience, the larger the gestures. Distracting mannerisms. Any repetitive motion that is not part of the message will be regarded as distracting: playing with the pointer, repeatedly fixing your tie, rubbing your beard, taking your glasses on and off, etc.      Participant Guide 14 11/13/2008 Secretary of State Office Preparing Election Judges Voice Checklist 38% of the Credibility Factor  Breath Support. This is your energy source for speaking. Practice deep breathing exercises hours before your presentation. Make deep breathing a habit. If you are out of breath, pause, or turn the attention to the audience – ask a question Volume. Adjust it to the size of group. Vary it for dramatic effect – both loud and soft. Variety is the key. Breathing from your diaphragm will aid in projecting your voice across the room Pitch. How high or low is your normal speaking voice? Lower voices are perceived as more confident, powerful. You can learn to lower your voice through voice exercises. Use a tape recorder. Sing “ah” up and down the scale like a singer. Exaggerate the highs and lows. This will also help to get your voice in shape for speaking; it will help to stretch and relax your vocal cords. Rate. How fast or slow is your pace? Vary it! Intonation or Inflection. This is the melody of your voice (a combination of volume, pitch, and rate changes) Vary it! Use it! Show excitement, concern, anger, etc. through your voice. Monotone voices are boring. Articulation. This is the pronunciation of words. The larger the audience, the more precise you’ll need to be. Avoid mumbling and lazy words such as thinin’, doin’, lookin’, etc. You can also use exaggerated articulation for emphasis. Pause. A very effective technique to add interest to your talk.       Garbage. Avoid vocal garbage such as “um”, “uh”, “ya know”, etc. It is distracting. Participant Guide 15 11/13/2008 Secretary of State Office Dress Rehearsal-In the Polls Preparing Election Judges Introduce the activity “ Now we will go through a dress rehearsal of Election Day, I want you to pretend this is the real deal, and we will go through opening the polls all the way to counting the ballots” Assign the judges to their positions Open the polls Have a sample of materials available that would be used on Election Day. Wait until the election judges feel the entire poll is set up, and then go over any parts that were incorrect or missing. This would be a great chance to cover tips or advice for particular polling places (i.e. the Methodist church is hard to see from the road, so you will be provided with extra signs, make sure the signs are visible from the road.) Also this is a good time to practice with a new piece of equipment. Work with Voters (Have 1-2 new registrants and 1-2 already registered) Have a couple of assistants (or use some of the veteran election judges) to role-play. The following are some ideas you could incorporate.  Registering with a utility bill and ID  Name not found on roster (votes in different precinct)  Registering with a voucher  Voter with Challenged status  Needing assistance in booth  Voter leaves campaign material in booth  Voter wearing campaign items (a button or shirt)  Agent Delivery  Curbside voter  Challengers  Equipment malfunctions (for example, the touch screen stops working) Close the poll Have the Election Judges go through closing a poll, including announcing that the polls are closed and take down activities. Count the ballots Have the Election Judges; count signatures, receipts and ballots. Also have them count new registered signatures and VR Applications to make sure they match. Process the absentee ballots, noting UOCAVA ballots on the precinct summary statements. Then run the tapes or fill out the summary sheets and seal in boxes. You may want to discuss what happens if the numbers don’t balance, and what steps to take to remedy the situation. Participant Guide 16 11/13/2008 Secretary of State Office Preparing Election Judges Directions to the Activities Health Care Facility Election Judge Training As the trainer you may wish to use some or all of the activities provided. Your Trainer’s Guide has guidelines for answering the questions in each activity, these are not provided in the Participant’s Guide. Activity 1: Role Play or Discussions. Have the participants in small groups role play the incidents, or discuss them to determine what path of action they would take. Then discuss the incidents with the groups. Activity 2: Yes/No Questions. Individually have the Election Judges answer the questions by circling yes or no. Then lead a discussion on what makes the comment appropriate or inappropriate. Activity 3: Frequently Asked Questions to the Secretary of State regarding Absentee Ballots. Have the participants discuss the frequently asked questions, and how they would answer or handle the situations. Then discuss with them, the appropriate responses, or options. Participant Guide 17 11/13/2008 Secretary of State Office Preparing Election Judges Activity 1: Practice Scenarios-HCF You may wish to take turns roll playing each scenario and practice handling each situation. This will give you confidence the day of your HCF visit in dealing with situations when they arise. 1. Virginia Mayer is a voter at X Health Care Facility; she is unable to fill out the ballot by her self. What do you do? 2. Kenny Wilson was filling out the ballot, you check on Kenny and notice that he is asleep (and only half done with his ballot). What do you do? 3. You are working with Burl Jenkins on filling out a VR Card, and he is unable to sign his name due to his disability. What do you do? 4. John Higgins is not a registered voter, and doesn’t have a proof of residency. Is there a way John can register? 5. The voter you are working with has a guardian, can they still vote? Is there anything different that they have to do? 6. Rudolpho Martinez is taking a long time to fill out the ballot. How long should you wait for a voter to complete the ballot 7. Billy Barker is a temporary resident of the facility; he doesn’t live in the precinct that HCF resides in. What options can you give Billy for voting? Participant Guide 18 11/13/2008 Secretary of State Office Preparing Election Judges Activity 2: Practice - in the HCF Mark “Yes” or “No” if this is a statement you can appropriately say while working with a HCF voter. (A guideline is to ask yourself, “What would I say to a voter in the polling place on Election Day?” The answer should be the same). Y N 1. Are you able to read the instructions? 2. Would you like to vote for…? 3. You remember this politician, she is the one doing the commercials…? 4. Are you able to understand the instructions? Y N Y Y N N Y N 5. Would you like me to read the ballot? Y N 6. Do you usually vote Republican or Democratic? 7. You don’t really want your husband to assist you, do you? Y N Y N 8. Do your grandkids go to X School District? This question involves school funding…” 9. Would you like me to read this question again? 10. Which of these names do you like best…? Y N Y N Y N 11. Is this the person that you would like to assist you with this ballot? Y N 12. Would you like help writing on the ballot? Y N 13. Do you mind if we fill out the ballot while you eat lunch? Participant Guide 19 11/13/2008 Secretary of State Office Preparing Election Judges Activity 3: FAQ - HCF Check your knowledge with the frequently asked questions that the Secretary of State’s Office receives. 1. Who can’t act as an assistant to a voter? 2. Do you count AB for someone who has passed away between when they filled out their ballot and Election Day? 3. What if someone wanting an Absentee ballot won’t sign the envelope, what do we do? 4. Can someone pick up an AB for their spouse, when their spouse is in HCF? 5. What if the other HCF election judge doesn’t show on the day scheduled for HCF outreach/ballot delivery? 6. Who witnesses the Absentee Ballot? 7. What can’t an HCF Election Judge wear while doing HCF outreach? 8. When there is a large room used for the HCF outreach, how do you maintain privacy of each voter? 9. What happens when you run out of ballots or other materials on the HCF outreach day? Participant Guide 20 11/13/2008 Secretary of State Office Preparing Election Judges Appendix Participant Guide 21 11/13/2008 Secretary of State Office Preparing Election Judges Quick Tips for Audio – Visuals You are the most important visual. Even the most high-tech, colorful visuals will never replace you as the most vital part of your presentation. You are the number one component in the audience connection!                Arrive at least one hour early and test, test, test everything – equipment, lights, sound systems, etc. Specify your A-V requirements and room layout to the person in charge of the meeting (in writing) at least 2 weeks prior to the presentation date. Always dry-run your presentation, practicing with the visuals Number your visual aids. Verify that they can be seen from all parts of the room. This seems so simple. However, 50% of the visuals aids used by presenters cannot be seen. Do not physically block the view of your audience. Turn projectors on only when in use. If you travel by air keep your visuals with you, do not check them in with your baggage. Keep as much light in the room as possible. If the room must be dark use a lectern light or a spotlight on you so people can still see you. Do not play with pointers and markers. Talk to the audience – keep your attention and eye contact focused on them, not on the visual aid. Do not read the visual. Paraphrase the message. Keep your visuals simple. One idea should be used per page/slide/transparency. Pictures are better than words. Use simple charts and graphs. Key ideas are better than whole sentences (use bullets) Participant Guide 22 11/13/2008 Secretary of State Office Preparing Election Judges    Maximum 6 lines of words. Use 2-3 colors. Use clipart, trace coloring book pictures, and enlarge other pictures to add some life to your message. Participant Guide 23 11/13/2008 Secretary of State Office Preparing Election Judges Quick Tips for Flip Charts              Practice turning the pages. It does take some coordination. Use lined paper. Water based markers are more pleasant smelling. The permanent type can annoy the audience because of the odor. Letters should be 1 to 4 inches tall depending on the size of the group. Flip charts are ideal for groups under 40 You can pencil in notes right on the chart. Be sure to put them on the side where you will be standing most of the time. Add color. Use colored sticky dots, underline words, make bullets, box in words for more interest. Flip charts are great for spontaneous writing such as brainstorming and writing key words and diagrams during the course of the presentation. Do not write on the bottom 20% of the chart. People won’t be able to see it. Leave 3 to 4 blank sheets between “pre-made” flip charts. Use Velcro strips on a flip chart page and Velcro-backed word cards to make a point. They are re-usable. You can create a progressive idea by using several sheets of paper with parts of the picture cut out with an exact-o knife. Each section is displayed one at a time. The last picture completes the whole effect (such as pie charts.) Enlargement can be made from an overhead transparency directly onto the flip chart. Use the paper as a screen, then outline the picture with a marker. Use vinyl stick on letters No more than 6 lines of written information. Use bullets with key ideas rather than sentences and written text. Keep it simple!     Participant Guide 24 11/13/2008 Secretary of State Office Quick Tips for Overheads          Turn the projector off when not in use. Preparing Election Judges If possible, set up the projector and screen diagonally across a front corner of the room. That way you will not block visibility. Use cardboard frames to mount your transparencies. Jot notes around the frame. Keep your visuals simple Maximum 6 lines of words. Use color transparencies. Very large type is the key. Use the TRAINGLE method to handle your transparencies. Three points: - Pile #1- Unused transparencies - Overhead projected-transparency in use - Pile #2- Used transparencies Use a pen or pointer on the transparency to explain an idea. If you point to the screen, usually your back will be facing the audience. Use page protectors to store transparencies. Focus and size your visuals prior to beginning your presentation. You can gradually reveal a concept by placing a piece of paper on the projector under the transparency.    Participant Guide 25 11/13/2008