Forms Editing and Creating Instructions
Information about Division of Elections Forms:
1. Forms on the Internet have been sorted alphabetical by type and numbered.
Each form has a form name, form description of its use, a description of the
physical make up of each form and its current revision date. In addition, each
form has been assigned to a member(s) of the division for day to day
monitoring of the form to ensure that the form contains current information.
Forms on the Internet are in a PDF format. This format will not allow any
form, when downloaded from the Internet, to be changed with the exception of
the “S” forms which are in a Word format and are used to perform merges.
2. There are two groups that meet to oversee forms, the Forms Committee and
the Forms Review Group.
l The Forms Committee is responsible for overseeing the administration
of all forms utilized in the division. The Forms Committee assigns
numbers to new forms and approves the release of new forms. The
Forms Committee is made up of two fiscal officers in the Director’s
office and two regional supervisors.
l The Forms Review Group is responsible for meeting quarterly to
conduct a review of all the forms. Decisions are made regarding forms
that need changes and are assigned to appropriate members in the
division. The Forms Review Group monitors the updating of forms to
ensure that they are completed and placed on the Internet site. The
Forms Review Group is comprised of one member from each divisional
3. The gatekeeper of forms is an assigned Administrative Assistant in the
Director’s office. This person is responsible to facilitate forms to divisional
staff members and the webmaster.
Forms Maintenance and Revision:
1. Member(s) of the division have been assigned ownership of specific forms in
which to perform general maintenance. By general maintenance, they are
responsible for routinely verifying that the form is correct under current law
and to ensure dates are accurate.
2. Any changes to an existing form or a creation of a new form may be
completed by any staff member of the division. In addition, the Forms Review
Group will assign certain forms for revision to member(s) of the division. The
following steps to update or create a form should be followed.
FORM REVISION and FORM CREATION INSTUCTIONS:
a) Contact the gatekeeper to request the form in a Word, Excel or
PowerPoint file to be emailed to you. Inform the gatekeeper that you will
be revising the form. The gatekeeper will be responsible for tracking
forms that have been provided for revision and to inform the Forms Review
Group that a form is being revised.
b) Upon completion of the revision OR upon completion of a new form, email
the form in draft format to the gatekeeper. Inform the gatekeeper of the
response date to receive all comments. The gatekeeper will be
responsible for contacting the webmaster to request the form to be loaded
onto the Internet in the Draft for Review section or under New for new
forms, provide the reviser's name and the response date for comments.
c) Reviser contacts all staff members necessary to inform them that the form
will be available for comment and review on the Internet.
d) Staff member with comments should direct their comments and changes to
the reviser by email or by fax. Comments and changes must be
completed by the response date.
e) Upon receipt of all comments, the reviser will make the appropriate
changes. If the comments and changes cause major changes to the form,
the reviser must submit a second draft to the gatekeeper to allow a second
comment period following the procedures outlined in steps b and c. If the
form had minor comments and changes, the reviser submits the form to
the gatekeeper in draft format. The gatekeeper submits the form the
election projects coordinator for editing and to the election program
specialist for any necessary legal review.
f) The election projects coordinator and election program specialist, working
with the director, must communicate with the reviser any edits or changes
necessary or inform the reviser that the form is okay.
g) If the form is a new form, the reviser must contact the Forms Committee to
request a form number.
h) Upon final okay from the director, the gatekeeper informs the reviser and
requests the webmaster to place the form on the Internet site.
i) The reviser is responsible for notifying any interested staff members.
j) The reviser is responsible for double checking that the final version of the
form was loaded on the Internet.