Guide to the Division of Elections -Reports, Downloads, and Uploads

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsCandidate Petition CertificationsReferences:Section 99.095, F.S.:http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0000-0099/0099/Sections/0099.095.htmlRule 1S-2.045, F.A.C.: http://election.myflorida.com/rules/adoptedrules/pdf/1S2045_final_Code_publication.pdfCompliance:Purpose:Record Retention:Forms to be Used:Submission Date:Certifications for candidates for federal, state, multicounty district, ormulticounty special district office shall be submitted to the Division ofElections no later than the 7 th day before the first day of the qualifying periodfor the office sought. The division shall determine whether the requirednumber of signatures has been obtained and shall notify the candidate.To enable the Division of Elections to determine whether a candidate hasobtained the required number of signatures to qualify by the petition method.To be determined.N/ANo later than 5 p.m. on the 7 th day before the first day of qualifying for theoffice sought.Submission Method: Mail: Bureau of Election Records, R.A. Gray Building, Room 316, 500South Bronough Street, Tallahassee, Florida 32399-0250; orFax: 850-245-6259 (only if it is within 7 days of the deadline; an originalmust immediately follow by mail)Contact: Bureau of Election Records at 850-245-6240Instructions:(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 onlyif it is within 7 days of the deadline and an original must immediately follow by mail.Page 6

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsContest CodesReferences:Compliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:Contact:N/AN/AThe objective is to use a contest code to identify each statewide race forPrimary and General Elections so that election night results from all 67counties can be readily consolidated. In addition, the contest code is usedwhen creating the precinct-level election results file. The contest code is 6-digits.To be determined.N/AN/AN/AJanet Modrow at Janet.Modrow@dos.myflorida.com for questionsconcerning Contest Codes.Instructions:For acquiring the contest code:(1) Go to the website http://soe.dos.state.fl.us.(2) Under FORMS/CODES click Contest Codes (6 digits).(3) Follow the instructions given.Revised: October 2, 2012Page 7

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsCounty Absentee Ballot Request FileReferences:Section 101.62(3), F.S.:http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0101/Sections/0101.62.htmlRule 1S-2.043, F.A.C: http://election.myflorida.com/rules/adoptedrules/pdf/1S2043_final.pdfCompliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:This report shall be made available to, or reproduced only for, a canvassingboard, an election official, a political party official, a candidate who has filedqualification papers and is opposed in an upcoming election, a registeredpolitical committee, or a registered committee of continuous existence, forpolitical purposes only. A voter may also request his or her own absenteeballot request information.Provides a timeframe for Supervisors of Elections to electronically updateabsentee ballot request information.To be determined.N/ANo later than 8 a.m. each day, including weekends, beginning 60 days beforethe Primary Election until 15 days after the General Election.By electronic file transfer.Contact: Bureau of Voter Registration Services at 850-245-6290Instructions:Reports should be submitted by electronic file transfer using the following layout:Data Element NameTran Data Format RulesReqdRecord Type AbStat Y “AbStat”CountyId County providing summary Char(3)See Fvrs codedefinitionsFvrsVoterIdNumber Fvrs Voter Id Number Y Numeric(10)FvrsElectionNumber Fvrs Election identifier Y Numeric (10)ElectionDate Date of the election Y MM/DD/YYYYElectionName Name of Election Y Char(35)LastAbsRecordChangeDate Date the absentee summary record was last updated Y MM/DD/YYYYAbsenteeRequestStatus Y Char(1)R, RequestedM, MailedV, VotedC, CanceledU, ReturnedS: Standing requestUndeliverablePage 8

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsAbsReqDate Y Mm/DD/YYYYData Element NameAbsDeliveryDateAbsBallotReturnDateAbsReqCanceledDateAbsMilitaryAbsOverseasFlagAbsMilitaryDependentAbsPrecinctTranReqdData Format RulesMM/DD/YYYYMM/DD/YYYYMM/DD/YYYYChar(1) Y,NChar(1) Y,NChar(1) Y,NChar(6)Abs Party Char (3)Voter NameAbsReqAddressLine1AbsReqAddressLine2AbsReqAddressLine3AbsReqAddress CityAbsReqAddress StateAbsReqAddress ZipAbsReqAddress CountryAbsReqE-mailAddressAbsReqFaxNumberChar(99)Char(40)Char(40)Char(40)Char(40)Char(2)Char(15)Char(40)Char(40)Char(15)Page 9

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsCounty Early Voting Summary and DetailReferences:Section 101.657, F.S.:http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0101/Sections/0101.657.htmlRule 1S-2.043, F.A.C.: http://election.myflorida.com/rules/adoptedrules/pdf/1S2043_final.pdfCompliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:Provides a timeframe for Supervisors of Elections to electronically updateearly voting information. The detail report provides who voted and where;the statistics report provides numbers for each voting site.To provide an individual who early voted an opportunity to verify theirvoting status.To be determined.N/ADaily by noon, for the previous day, beginning on the first scheduled date forearly voting through the last scheduled date for early voting.By electronic file transfer.Contact: Bureau of Voter Registration Services at 850-245-6290Instructions:Reports should be submitted by electronic file transfer using the following layouts:Early Voting Summary FileData Element Name Tran Reqd Data Format RulesRecordType Etots Y “Etots”CountyId County providing summary Char(3) See Fvrs code definitionsFvrsElectionNumber Fvrs Election Identifier Y NumericElectionDate Date of the election Y MM/DD/YYYYElectionName Name of Election Y Char(35)Location Location of Early Voting Y Char(35)DateOfSummary Y MM/DD/YYYYTotalEarlyVotes Y NumericEarly Voting Voters List FileData Element Name Tran Reqd Data Format RulesRecordType EVtrs Y “EVtrs”CountyId County providing summary Char(3) See Fvrs code definitionsFvrsElectionNumber Fvrs Election identifier Y NumericElectionDate Date of the election Y MM/DD/YYYYElectionName Name of Election Y Char(35)Page 10

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsData Element Name Tran Reqd Data Format RulesFvrsVoterIdNumber Y NumericVoterName Y Char(60)PrecinctChar(6)Party Char (3)Location Location of Early Votign Y Char(35)DateofEarlyVote Date voter cast ballot Y MM/DD/YYYYPage 11

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsCounty Security ProceduresReferences:Section 101.015(4)(b) and (c), F.S.:http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0101/Sections/0101.015.htmlRule 1S-2.015(3), F.A.C.: http://election.myflorida.com/rules/adoptedrules/pdf/1S2015New.pdfCompliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:Each Supervisor of Elections shall establish written procedures to assureaccuracy and security in the county, including procedures related to earlyvoting pursuant to Section 101.657, F.S. Such procedures shall be reviewedin each odd-numbered year by the Department of State.The security procedures ensure that the county has adequate safeguards fortheir ballots, voting system, and facilities. The Bureau of Voting SystemsCertification has the responsibility to review the procedures during oddnumberedyears or to conduct a review at any time there are changes in theprocedures. After its review, the bureau provides a checklist of acceptable orunacceptable items. With the exception of any information having to do witha facility’s security, the county procedures are public records, as prescribedunder Section 119.071(3), F.S.To be determined.N/ANo later than 45 days before early voting commences when there is arevision to the county’s security procedure or within the 45 days as a resultof an emergency situation or other unforeseen circumstance.Email: BVSC.Reports@DOS.MyFlorida.com; orMail: Bureau of Voting Systems Certification; R.A. Gray Building, Room316, 500 South Bronough Street, Tallahassee, Florida 32399-0250; orFax: 850-245-6236; orSOE File Transfer Utility: https://soefileutil.elections.myflorida.com/Contact: Bureau of Voting Systems Certification at 850-245-6220.Instructions:Either create a new security procedure or revise an existing security procedure in the county’s desiredformat. These procedures should contain:(1) Description of forms, schedules, logs, or checklists that vary from election to election;(2) Election schedule;Page 12

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and Uploads(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;(18) Technical Advisory, March 3, 2006;(19) Ballot-on-demand process, if applicable;(20) Beta test process, if applicable;(21) Absentee/Early voting process before 7pm, if applicable;(22) Anti-virus, if applicable;(23) Update schedule.SOE File Transfer Utility Instructions:(1) Go to the website https://soefileutil.elections.myflorida.com/.(2) Enter your Windows Live ID and password in order to access the application.Page 13

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and Uploads(3) Prepare file for upload. The file naming convention via Windows Live ID must be in thefollowing format: CountyAbbrDateStamp _FileType.extension. The CountyAbbr is the stateassigned 3 character county code. The DateStamp, formatted YYYYMMDD, is the date thedata contained in the file becomes effective. The FileType describes the file’s contents.For example: ALA20120129_SecProc.docx - “ALA” is the county abbreviation (in thiscase, Alachua); “20120129” is the date, January 29, 2012; “_SecProc” is the file typedescription (in this case, County Security Procedures); “.docx” is the file extension (such as,.doc, .txt, .zip, etc.). All the elements in the file name preceding and including the underscore(“_”) are required; the file will not upload properly without these elements.(4) Upload File: Large files can take a while to upload, so please be patient. You will receive amessage that the file has been uploaded to blob storage when the upload is complete.Revised: October 2, 2012Page 14

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsCounty Security Procedures - RevisionsReferences: Section 101.015(4)(b) and (c), F.S.: Statutes & Constitution :View Statutes :Online SunshineCompliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:Submit any revisions to the security procedures to the Department of State atleast 45 days before early voting commences pursuant to Section 101.657,F.S. in an election in which they are to take effect.The security procedures ensure that the county has adequate safeguards fortheir ballots, voting system, and facilities. The Bureau of Voting SystemsCertification has the responsibility to review the procedures at any time thereare changes in the procedures. After its review, the bureau provides achecklist of acceptable or unacceptable items. This review ensures that thebureau has the current security procedures that are in effect during anyelection. With the exception of any information having to do with a facility’ssecurity, the county procedures are public records, as prescribed underSection 119.07(3), F.S.To be determined.N/AFiled whenever the county implements a new voting system or makes achange to the current voting system.Email: BVSC.Reports@DOS.MyFlorida.com; orMail: Bureau of Voting Systems Certification; R.A. Gray Building, Room316, 500 South Bronough Street, Tallahassee, Florida 32399-0250; orFax: 850-245-6236; orSOE File Transfer Utility: https://soefileutil.elections.myflorida.com/Contact: Bureau of Voting Systems Certification at 850-245-6220.Instructions:Whenever there is a change to the county’s security procedures that is not a complete procedure,submit the revisions to the Division of Elections, accompanied by a statement describing which partof the procedures previously filed have been revised. Otherwise, complete security procedures areaddressed in the previous section titled “County Security Procedures”.SOE File Transfer Utility Instructions:(1) Go to the website https://soefileutil.elections.myflorida.com/.(2) Enter your Windows Live ID and password in order to access the application.Page 15

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and Uploads(3) Prepare file for upload. The file naming convention via Windows Live ID must be in thefollowing format: CountyAbbrDateStamp _FileType.extension. The CountyAbbr is the stateassigned 3 character county code. The DateStamp, formatted YYYYMMDD, is the date the datacontained in the file becomes effective. The FileType describes the file’s contents.For example: LEO20120129_ SecProcR.zip - “LEO” is the county abbreviation (in thiscase, Leon); “20120129” is the date, January 29, 2012; “_SecProcR” is the file typedescription (in this case, County Security Procedures Revisions); “.zip” is the file extension (suchas, .doc, .txt, .docx, .xml, etc.). All the elements in the file name preceding and including theunderscore (“_”) are required; the file will not upload properly without these elements.(4) Upload File: Large files can take a while to upload, so please be patient. You will receive amessage that the file has been uploaded to blob storage when the upload is complete.Revised: October 2, 2012Page 16

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsEarly Voting Dates, Times, and LocationsReferences:Compliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:Section 101.657. F.S.: Statutes & Constitution :View Statutes : OnlineSunshineThe Supervisor of Elections shall provide to the Division of Elections nolater than the 30 th day before an election the address of each early voting siteand the hours that early voting will occur at each site.To provide the persons through the state with early voting dates, times, andlocations.To be determined.N/ANo later than the 30 th day before an election.Email: DO.Reports@DOS.MyFlorida.com; orFax: 850-245-6217; orMail: Director’s Office, R.A. Gray Building, Room 316, 500 SouthBronough Street, Tallahassee, Florida 32399-0250A phone call is not an acceptable form of submission.Contact: Director’s Office at 850-245-6200Instructions:Provide to the Division of Elections no later than the 30 th day before an election the address of eachearly voting site and the hours that early voting will occur at each site.Revised: June 18, 2012Page 17

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsElection Night Reporting PreparationReferences:Compliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:N/AAll counties must upload election results files prior to each election aspreparation for reporting as indicated in Section 102.141(4), F.S.To prepare and test county election night reporting files with the Division ofElections’ files for compatibility and accuracy before each election.To be determined.N/AOnce the L&A is complete.https://enightsoe.elections.myflorida.com.Contact: Bureau of Voter Registration Services at 850-245-6290Instructions:(1) Go to the website https://enightsoe.elections.myflorida.com.(2) Click on the link which will first take you to the Windows Live web site where you willneed to enter your Windows Live ID and password in order to access the application.(3) There are three preliminary steps you must complete before you are ready to begin electionnight reporting:Step 1: Verify County Contact InformationComplete and/or update all county contact information. Once verified, check the Verifiedbutton at the bottom of the page. Under Primary Contact, complete and/or update thesecondary phone and email addresses. The Progress Method defaults to Use PrecinctsReporting. The system will automatically calculate the percentage of precincts reporting. Ifyour county runs absentee ballots and early voting first, and your file shows All PrecinctsReporting, you will need to change this to Estimate Percentage Completed and manuallyinsert the percentage reporting figure on the Update Election Page.Step 2: Upload Results File for Race and Candidate MappingUpload your mapping file by first browsing for the location of your file. Select the file andupload it to the system. Once this is done, the status should change from Pending toProcessing to Automapped. Now you can refresh the file for the results to show.Make sure all of your candidates and contests match the Division of Elections’ file. Correctany mistakes found by clicking the Edit button to bring up all available matches and to make anew choice.Page 18

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsIf more than one record matches, the Error column will indicate this. Edit any errors andrecheck to ensure the problem was fixed. If the race is not mapped, errors will not show andthis will need to be corrected.If you receive a (2) error, this means the candidate is also mapped somewhere else with anerror. Correct the error where it originally occurs (usually where it is mapped to the incorrectperson). 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 MappingYou must upload a file with results to verify that you have mapped the file correctly. This isdone on the Update Election information page and can be viewed on the County Resultspage. As items are completed on Election Night, check the various boxes on the UpdateElection 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.Revised: June 18, 2012Page 19

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsElection Parameter StatementReferences:Compliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:Rule 1S-2.015(5)(f) 5, F.A.C.: http://election.myflorida.com/rules/adoptedrules/pdf/1S2015New.pdfCounty Supervisor of Elections or his/her designee provides a copy of the“Election Parameter Statement” from an individual or entity when anelection definition is not created by a Supervisor of Elections employee.Objective evidence to identify an individual or an entity as the Supervisor’s“designee,” when an election definition is not created by a Supervisor ofElections employee, as the election definition is part of the voting system’selection database.To be determined.Available on the Division of Elections’ website athttp://election.dos.state.fl.us/forms/index.shtml, or the SOEs’ website athttp://soe.dos.state.fl.us.Within 24 hours after any L&A test.Email: BVSC.Reports@DOS.MyFlorida.com; orMail: Bureau of Voting Systems Certification, R.A. Gray Building, Room316, 500 South Bronough Street, Tallahassee, Florida 32399-0250; orFax: 850-245-6236; orSOE File Transfer Utility: https://soefileutil.elections.myflorida.com/Contact: Bureau of Voting Systems Certification at 850-245-6220.Instructions:Complete the DS-DE 132 Election Parameter Statement and submit.SOE File Transfer Utility Instructions:(1) Go to the website https://soefileutil.elections.myflorida.com/.(2) Enter your Windows Live ID and password in order to access the application.(3) Prepare file for upload. The file naming convention via Windows Live ID must be in thefollowing format: CountyAbbrDateStamp _FileType.extension. The CountyAbbr is the stateassigned 3 character county code. The DateStamp, formatted YYYYMMDD, is the date the datacontained in the file becomes effective. The FileType describes the file’s contents.For example: BAY20120129_ ParStat.pdf - “BAY” is the county abbreviation (in thiscase, Bay); “20120129” is the date, January 29, 2012; “_ParStat” is the file typedescription (in this case, Election Parameter Statement); “.pdf” is the file extension (suchPage 20

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and Uploadsas, .doc, .txt, .docx, .xml, etc.). All the elements in the file name preceding and including theunderscore (“_”) are required; the file will not upload properly without these elements.(4) Upload File: Large files can take a while to upload, so please be patient. You will receive amessage that the file has been uploaded to blob storage when the upload is complete.Revised: October 2, 2012Page 21

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsInitiative Petition Certification for Ballot PlacementReferences:Compliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:Section 100.371(1), F.S.: Statutes & Constitution :View Statutes : OnlineSunshineConstitutional amendments proposed by initiative shall be placed on theballot for the General Election, provided the initiative petition has been filedwith the Secretary of State no later than February 1 of the year the GeneralElection is held. A petition shall be deemed to be filed with the Secretary ofState upon the date the secretary determines that valid and verified petitionforms have been signed by the constitutionally required number anddistribution of electors under this code.An initiative petition is placed on the ballot once the Secretary of Statedetermines that valid and verified petition forms have been signed by theconstitutionally required number and distribution of electors.To be determined.Certification forms (available on the SOE website athttp://soe.dos.state.fl.us).By February 1 of the General Election year.Mail: Director’s Office, R.A. Gray Building, Room 316, 500 SouthBronough Street, Tallahassee, Florida 32399-0250Contact: Director’s Office at 850-245-6200Instructions:(1) Go to the website http://soe.dos.state.fl.us.(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.(6) Follow the instructions given.(7) Mail the original forms to the Division of Elections.Page 22

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and Uploadsdescription (in this case, Logic and Accuracy (L&A) Test - Election Database Backup); “.gbf”is the file extension (such as, .zip, .asc, .txt, etc.). All the elements in the file name precedingand including the underscore (“_”) are required; the file will not upload properly withoutthese elements. We suggest the use of a zip file format when multiple files are to be uploaded.(4) Upload File: Large files can take a while to upload, so please be patient. You will receive amessage that the file has been uploaded to blob storage when the upload is complete.Revised: October 2, 2012Page 24

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsLogic and Accuracy (L&A) Test - Summary ResultsReferences:Compliance:Purpose:Forms to be Used:Record Retention:Submission Date:Submission Method:N/AThe Supervisor of Elections or designee provides an electronic exportsummary file to the Bureau of Voting Systems Certification within 24 hoursafter a public Logic and Accuracy (L&A) test.To prepare for a statewide Primary or General Election by proactivelyensuring that there are no known problems with the county’s election nightsummary results (export) file that is to be uploaded to the Department ofState. The L&A export summary file allow the department to map thecounty’s summary results from different voting systems and to upload theresults to the department’s website.N/ATo be determined.Within 24 hours after the public L&A test for a Primary or General statewideelection.Email: BVSC.Reports@DOS.MyFlorida.com; orMail: Bureau of Voting Systems Certification; R.A. Gray Building, Room316, 500 South Bronough Street, Tallahassee, Florida 32399-0250; orSOE File Transfer Utility: https://soefileutil.elections.myflorida.com/Contact: Bureau of Voting Systems Certification at 850-245-6220.Instructions:Create the export file from the applicable voting system. For report instructions specific to thecounty’s voting system, please refer to the Florida Overview Manual that accompanies your votingsystem’s install disks.SOE File Transfer Utility Instructions:(1) Go to the website https://soefileutil.elections.myflorida.com/.(2) Enter your Windows Live ID and password in order to access the application.(3) Prepare file for upload. The file naming convention via Windows Live ID must be in thefollowing format: CountyAbbrDateStamp _FileType.extension. The CountyAbbr is the stateassigned 3 character county code. The DateStamp, formatted YYYYMMDD, is the date the datacontained in the file becomes effective. The FileType describes the file’s contents.For example: GAD20120129_L&ASumRslt.asc; “GAD” is the county abbreviation (in thisPage 25

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and Uploadscase, Gadsden); “20120129” is the date, January 29, 2012; “_L&ASumRslt” is the file typedescription (in this case, L & A Test – Summary Results); “.asc” is the file extension (suchas, .zip, .txt, .doc, .docx, etc.). All the elements in the file name preceding and including theunderscore (“_”) are required; the file will not upload properly without these elements.(4) Upload File: Large files can take a while to upload, so please be patient. You will receive amessage that the file has been uploaded to blob storage when the upload is complete.Revised: October 2, 2012Page 26

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsRequest for Mail Ballot ElectionReferences:Section 101.6102, F.S.:http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0101/Sections/0101.6102.htmlRule 1S-2.022, F.A.C.: http://election.myflorida.com/rules/adoptedrules/pdf/1S2022.pdfCompliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:In order to hold a mail ballot election, a Supervisor of Elections must submita request to the Secretary of State via the Division of Elections. After receiptof a request, the division will review the request to ensure the following aremet: (1) Request is for referendum only (no candidates); (2) The election isbeing held in a single county, a city, a school district covering no more thanone county, a special district, or is an annexation election; (3) There is not anelection being held on the same day in which the same voters are eligible tovote; (4) The supervisor is responsible for conducting the election; (5) Thesupervisor has provided consideration that ballots are received by overseasvoters in a timely manner that will allow the voted ballot to be returned by7:00 p.m. on election day; (6) The cost of the election is covered by thejurisdiction initiating the election; (7) A written plan that includes: (a) Thename of the governing body responsible for calling the election, (b) Thename of the election administration for the governing body, (c) The type ofelection, (d) Written timeline which includes, but is not limited to: i. Date ofelection, ii. Date ballots mailed (10-20 days before an election), iii. Notice ofelection date, iv. Book closing date, and v. Logic and Accuracy (L&A)testing date.To ensure standardized compliance with mail ballot elections.To be determined.N/ABefore conducting a mail ballot election.Email: DO.Reports@DOS.MyFlorida.com; orFax: 850-245-6217; orMail: Director’s Office, R.A. Gray Building, Room 316, 500 SouthBronough Street, Tallahassee, Florida 32399-0250Contact: Director’s Office at 850-245-6200Instructions:Submit to the Secretary of State via the Division of Elections, a written plan to include a writtentimetable for the conduct of the election. After receipt of request, the division will review the requestand, if approved, will respond to the request with an approval letter.Revised: June 18, 2012Page 27

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsUOCAVA Ballots MailedReferences:Compliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:Requested by the Department of Justice.N/ATo provide information requested by the Department of Justice indicatingconfirmation that the UOCAVA ballots were sent and the date that theballots were sent. UOCAVA is defined as overseas military and civiliancitizens and absent stateside military.To be determined.A form is emailed to each Supervisor of Elections one week before the duedate.45 days prior to the General Election.Email: DO.Reports@DOS.MyFlorida.comContact: Director’s Office at 850-245-6200Instructions:(1) Go to the website http://soe.dos.state.fl.us.(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 deadlineindicated.Revised: June 18, 2012Page 28

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsVoters by Congressional DistrictReferences:Compliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method: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#A11The power to propose the revision or amendment of any portion or portionsof this constitution by initiative is reserved to the people, provided that, anysuch revision or amendment, except for those limiting the power ofgovernment to raise revenue, shall embrace but one subject and matterdirectly connected therewith. It may be invoked by filing with the custodianof state records a petition containing a copy of the proposed revision oramendment, signed by a number of electors in each of one half of thecongressional districts of the state, and of the state as a whole, equal to eightpercent of the votes cast in each of such districts respectively and in the stateas a whole in the last preceding election in which presidential electors werechosen.To obtain the amount of signatures required to have an initiative petitionplaced on the ballot.To be determined.A form is emailed to the Supervisor of Elections two weeks after thePresidential General Election.By mid-December of the General Election year. This information is gatheredonce every four years.Mail: Director’s Office, R.A. Gray Building, Room 316, 500 SouthBronough Street, Tallahassee, Florida 32399-0250Contact: Director’s Office at 850-245-6200Instructions:Mail a certification to the Division of Elections with the total number of persons voting in the countyas a whole and broken down by congressional district.Page 29

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsPrecinct Designations and Polling Place Locations-Creation and Changes ReportReferences:Section 101.001, F.S.http://www.leg.state.fl.us/statutes/index.cfm?mode=View%20Statutes&SubMenu=1&App_mode=Display_Statute&Search_String=101.001&URL=0100-0199/0101/Sections/0101.001.htmlRule 1S-2.043, F.A.C.: http://election.dos.state.fl.us/rules/adoptedrules/pdf/1S2043_final.pdfCompliance:Supervisor of Elections shall provide data on all precincts in the countyassociated with the most recent census blocks within each precinct to theDepartment of State.The location of polling places and the associated precincts shall bedocumented and (b) specifies any changes in the county precinct data shallbe provided to the department within 30 days (10 days effective July 1, 2012)after a change.Precinct data shall include all precincts for which precinct-level electionresults and voting history results are reported.All data shall be provided electronically in the specified format utilizing theSOE Upload Utility by July 1 st regardless of whether or not changes weremade.Purpose:Record Retention:Forms to be Used:Submission Info:Submission Method:Instructions:The Department of State will launch a searchable database of the databeginning July 1, 2012. Therefore a uniform electronic format is required tosubmit and compile data.To be determined.N/AFile types and formats, file conventions, and record layouts are provided inPrecinct Designation and Polling Place Location Instructions.SOE File Transfer Utility(1) Go to the website http://soe.dos.state.fl.us.(2) Under DATA ENTRY click Precinct Designations and Polling PlaceInstructions.(3) Follow the instructions given.Contact: Bureau of Election Records at 850-245-6240Revised: June 18, 2012Page 30

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsVoting System Acquisition ReportReferences:Compliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:Section 101.5607(1)(a), F.S.:http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0101/Sections/0101.5607.htmlRule 1S-2.015(5)(f)1 and 4, F.A.C.:http://election.myflorida.com/rules/adopted-rules/pdf/1S2015New.pdfThe Supervisor of Elections provides the acquisition reports whenever thereis a change to the voting system.The Bureau of Voting Systems Certification provides to the county theacquisition forms as part of the voting system’s install disks. The acquisitionforms have two items: item 1 is to identify the old voting system, new votingsystem, date of the implementation, total number of voting equipmentinvolved, and a Supervisor of Elections’ signature line; item 2 contains oneor more forms to provide a checklist for the verified installation of a certifiedvoting system. The bureau retains a copy of the program codes (install disks)and user/operator manuals from the vendor and sends these items to thecounties. In addition, the bureau uses the Voting System Acquisition Reportto 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. Thisinformation is available on Department of State’s website athttp://doe.dos.state.fl.us/voting-systems/systems/countysys.asp.To be determined.Voting system acquisition forms are available as part of the install diskpackage or by contacting the Bureau of Voting Systems Certification.Filed whenever the county implements a new voting system or makes achange to their current voting system.Email: BVSC.Reports@DOS.MyFlorida.com; orMail: Bureau of Voting Systems Certification; R.A. Gray Building, Room 316,500 South Bronough Street, Tallahassee, Florida 32399-0250; orFax: 850-245-6236SOE File Transfer Utility: https://soefileutil.elections.myflorida.com/Contact: Bureau of Voting Systems Certification at 850-245-6220.Instructions:Complete the acquisition forms whenever there is a change to the county’s voting system.SOE File Transfer Utility Instructions:(1) Go to the website https://soefileutil.elections.myflorida.com/.Page 31

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and Uploads(2) Enter your Windows Live ID and password in order to access the application.(3) Prepare file for upload. The file naming convention via Windows Live ID must be in thefollowing format: CountyAbbrDateStamp _FileType.extension. The CountyAbbr is the stateassigned 3 character county code. The DateStamp, formatted YYYYMMDD, is the date the datacontained in the file becomes effective. The FileType describes the file’s contents.For example: DIX20120129_VSAR.pdf; “DIX” is the county abbreviation (in this case, Dixie);“20120129” is the date, January 29, 2012; “_VSAR” is the file type description (in this case, forVoting System Acquisition Report); “.pdf” is the file extension (such as, .doc, etc.). All theelements in the file name preceding and including the underscore (“_”) are required; the file willnot upload properly without these elements.(4) Upload File: Large files can take a while to upload, so please be patient. You will receive amessage that the file has been uploaded to blob storage when the upload is complete.Revised: March 5, 2013Page 32

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsSection 3: Election Night ReportsExport Summary Results FileReferences:Compliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:Section 102.141(4), F.S.http://www.leg.state.fl.us/statutes/index.cfm?mode=View%20Statutes&SubMenu=1&App_mode=Display_Statute&Search_String=102.141&URL=0100-0199/0102/Sections/0102.141.htmlProvide a copy of the summary file to the Department of State website afterpolls close within 30 minutes and every 45 minutes thereafter untilcompleting upload of unofficial results pursuant to Section 102.141(4), F.S.To provide each county’s election results summary to the Department ofState for statewide Primary and General Election consolidation.To be determined.N/AElection Nighthttps://enightsoe.elections.myflorida.comContact: Bureau of Voter Registration Services at 850-245-6290Instructions:(1) Go to the website https://enightsoe.elections.myflorida.com.(2) Click on the link which will first take you to the Windows Live web site where you willneed to enter your Windows Live ID and password in order to access the application.(3) You must upload your files on the Update Election information page and they can be viewedon the County Results page. As items are completed on Election Night, check the variousboxes on the Update Election information page (file history and turnout data are also shown onthis page).Revised: June 18, 2012Page 33

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsConduct of ElectionSection 4: Post-Election ReportsReferences: Section 102.141(9)(a) and (b), F.S.: Statutes & Constitution :View Statutes :Online SunshineCompliance:Purpose:Forms to be Used:Record Retention:Submission Date:Submission Method:The Supervisor of Elections or designee provides the conduct of electionreport to the Bureau of Voting Systems Certification on or before thesubmission date as indicated below.The conduct of election report allows public election inspection and assiststhe Bureau of Voting Systems Certification with discovering difficulties thatwere encountered in the current election, with the intent of proactivelysearching for possible solutions to these problems for future elections.DS-DE 81 (available on the Division of Elections’ website athttp://election.dos.state.fl.us/forms/index.shtml).To be determined.At the same time that the official results of an election are certified.Email: BVSC.Reports@DOS.MyFlorida.com; orMail: Bureau of Voting Systems Certification, R.A. Gray Building, Room316, 500 South Bronough Street, Tallahassee, Florida 32399-0250 or;Fax: 850-245-6236 (must be followed with an original by mail); orSOE File Transfer Utility: https://soefileutil.elections.myflorida.com/Contact: Bureau of Voting Systems Certification at 850-245-6220.Instructions:Complete the DS-DE 81 Conduct of Election Report and submit it as provided above. New oradditional information is filed within 10 days after the discovery.SOE File Transfer Utility Instructions:(1) Go to the website https://soefileutil.elections.myflorida.com/.(2) Enter your Windows Live ID and password in order to access the application.(3) Prepare file for upload. The file naming convention via Windows Live ID must be in thefollowing format: CountyAbbrDateStamp _FileType.extension. The CountyAbbr is the stateassigned 3 character county code. The DateStamp, formatted YYYYMMDD, is the date the datacontained in the file becomes effective. The FileType describes the file’s contents.Page 34

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsFor example: DIX20120129_ConElect.xlsx; “DIX” is the county abbreviation (in thiscase, Dixie); “20120129” is the date, January 29, 2012; “_ConElect” is the file typedescription (in this case, for Conduct of Election); “.xlsx” is the file extension (suchas, .pdf, .txt, .gbf, .asc, etc.). All the elements in the file name preceding and including theunderscore (“_”) are required; the file will not upload properly without these elements.(4) Upload File: Large files can take a while to upload, so please be patient. You will receive amessage that the file has been uploaded to blob storage when the upload is complete.Revised: October 2, 2012Page 35

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsElection ResultsReferences:Compliance:Purpose:Record Retention:Forms to be Used:Submission Date:Form SubmissionMethod:Section 102.112, F.S.:http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0102/Sections/0102.112.htmlSection 102.141, F.S.:http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0102/Sections/0102.141.htmlData must be uploaded to the Division of Elections by the appropriatedeadlines outlined below. The original certificate must be submittedimmediately thereafter.To enable the Division of Elections to ascertain election results of state andmulticounty candidates.To be determined.Canvass certificates (available to be generated at:https://enightsoe.elections.myflorida.com).Unofficial returns are filed no later than noon on the third day after anyPrimary Election and no later than noon on the fourth day after any General orother election. Unofficial returns must contain the canvass of absenteeand provisional ballots.Second unofficial returns are filed no later than 3:00 p.m. on the fifth day afterany Primary Election and no later than 3:00 p.m. on the ninth day after anyGeneral 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 followinga Primary Election and by noon on the twelfth day following the GeneralElection.Mail: Bureau of Election Records, R.A. Gray Building, Room 316, 500 SouthBronough Street, Tallahassee, Florida 32399-0205; orContact: Bureau of Election Records at 850-245-6240Instructions:(1) Go to the website: https://enightsoe.elections.myflorida.com.(2) Visit the COUNTY CANVASS page to generate canvass. Step by step instructions can be foundin the Enight PowerPoint located here: http://soe.dos.state.fl.us/ under PUBLICATIONS.(3) The county canvassing board shall make and sign duplicate original certificates and transmit oneoriginal to the Division of Elections. The canvass must be signed by at least two canvassingboard members.Revised: August 14, 2012Page 36

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsOfficial Election Results Database BackupReferences:Section 102.141(10), F.S.:http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0102/Sections/0102.141.htmlRule 1S-2.043, F.A.C.: http://election.dos.state.fl.us/rules/adoptedrules/pdf/1S2043_final.pdfCompliance:Purpose:Forms to be Used:Record Retention:Submission Date:Submission Method:The Supervisor of Elections or designee provides a copy of the officialelection database backup to the Bureau of Voting Systems Certification on orbefore the submission date as indicated below.An export file from the official election results database is used by theDivision of Elections, the Legislature, and/or Election AssistanceCommission (EAC). The results are often included with other statisticalinformation. The content and acceptable format is a backup of the county’spost-election database from the voting system.N/ATo be determined.At the same time that the official results of an election are certified.Email: BVSC.Reports@DOS.MyFlorida.com; orMail: Bureau of Voting Systems Certification, R.A. Gray Building, Room316, 500 South Bronough Street, Tallahassee, Florida 32399-0250; orSOE File Transfer Utility: https://soefileutil.elections.myflorida.com/Contact: Bureau of Voting Systems Certification at 850-245-6220.Instructions:Create the election database backup from the applicable voting system.SOE File Transfer Utility Instructions:(1) Go to the website https://soefileutil.elections.myflorida.com/.(2) Enter your Windows Live ID and password in order to access the application.(3) Prepare file for upload. The file naming convention via Windows Live ID must be in thefollowing format: CountyAbbrDateStamp _FileType.extension. The CountyAbbr is the stateassigned 3 character county code. The DateStamp, formatted YYYYMMDD, is the date the datacontained in the file becomes effective. The FileType describes the file’s contents.Page 37

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsFor example: VOL20120129_ElectBakup.gbf; “VOL” is the county abbreviation (in thiscase, Volusia); “20120129” is the date, January 29, 2012; “_ElectBakup” is the file typedescription (in this case, for Official Election Results Database Backup); “.gbf” is the fileextension (such as .txt, .zip, asc., etc.). All the elements in the file name preceding and includingthe underscore (“_”) are required; the file will not upload properly without these elements.(4) Upload File: Large files can take a while to upload, so please be patient. You will receive amessage that the file has been uploaded to blob storage when the upload is complete.Revised: October 2, 2012Page 38

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsOvervote/Undervote ReportReferences:Compliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:Section 101.595(1), F.S.: Statutes & Constitution :View Statutes : OnlineSunshineNo later than December 15 of each General Election year, the Supervisor ofElections in each county shall report to the Department of State the totalnumber 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 Section101.151(2), F.S., along with the likely reasons for such overvotes andundervotes and other information as may be useful in evaluating theperformance of the voting system and identifying problems with ballotdesign and instructions which may have contributed to voter confusion.To enable the Department of State to prepare a public report on theperformance of each type of voting system, including an identification ofproblems with the ballot design or instructions which may have contributedto voter confusion; voting system design problems; and recommendations forcorrecting any problems identified. The department submits the report to theGovernor, the President of the Senate, and the Speaker of the House ofRepresentatives by January 31 of each year following a General Election.To be determined.General Election Overvote and Undervote Reporting Form (available fordownload on the Division of Elections’ website athttp://election.dos.state.fl.us/forms/index.shtml under Supervisor ofElections Forms)By December 15 of each General Election year.Email: BVSC.Reports@DOS.MyFlorida.com; orMail: Bureau of Voting Systems Certification, R.A. Gray Building, Room316, 500 South Bronough Street, Tallahassee, Florida 32399-0250 or;Fax: 850-245-6236 (must be followed with an original by mail); orSOE File Transfer Utility: https://soefileutil.elections.myflorida.com/Contact: Bureau of Voting Systems Certification at 850-245-6220.Instructions:Complete the overvote/undervote form. A summary report should reconcile the overvote/undervotereport.SOE File Transfer Utility Instructions:(1) Go to the website https://soefileutil.elections.myflorida.com/.Page 39

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and Uploads(2) Enter your Windows Live ID and password in order to access the application.(3) Prepare file for upload. The file naming convention via Windows Live ID must be in thefollowing format: CountyAbbrDateStamp _FileType.extension. The CountyAbbr is the stateassigned 3 character county code. The DateStamp, formatted YYYYMMDD, is the date the datacontained in the file becomes effective. The FileType describes the file’s contents.For example: SAR20120129_OvrUndrRpt.xlsx; “SAR” is the county abbreviation (in thiscase, Sarasota); “20120129” is the date, January 29, 2012; “_OvrUndrRpt” is the file typedescription (in this case, for Overvote/Undervote Report); “.xlsx” is the file extension (suchas, .doc, .docx, .zip, etc.). All the elements in the file name preceding and including theunderscore (“_”) are required; the file will not upload properly without these elements.(4) Upload File: Large files can take a while to upload, so please be patient. You will receive amessage that the file has been uploaded to blob storage when the upload is complete.Revised: October 2, 2012Page 40

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsPetition Signature Verification ReimbursementReferences:Compliance:Purpose:Forms to be Used:Submission Date:Submission Method:Record Retention:Section 99.097(4), F.S.: Statutes & Constitution :View Statutes : OnlineSunshineIn the event a candidate, person, or organization submitting a petition to havean issue placed upon the ballot is entitled to have the signatures verified at nocharge, the Supervisor of Elections of each county in which the signaturesare verified at no charge shall submit the total number of such signatureschecked in the county to the Chief Financial Officer no later than December1 of the general election year, and the Chief Financial Officer shall causesuch supervisor to be reimbursed from the General Revenue Fund in anamount equal to 10 cents for each name checked or the actual cost ofchecking such signatures, whichever is less.For the Supervisor of Elections to be reimbursed for signature verification forthose candidates, persons, and organizations that have filed an affidavit ofundue burden and were unable to pay the 10 cents for each name checked orthe actual cost of checking such signatures.N/ABy December 1 of the General Election year.Mail: Director’s Office, R.A. Gray Building, Room 316, 500 SouthBronough Street, Tallahassee, Florida 32399-0250To be determined.Contact: Director’s Office at 850-245-6200Instructions:(1) Florida Statute states to send the reimbursement request to the Chief Financial Officer. TheCFO 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. Youcan mail the request with any supporting documentation to the CFO (who will then forward tothe Division) or you can mail the information straight to the Division of Elections at the addresslisted above.Page 41

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsPost-Election Manual AuditReferences:Compliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:Section 101.591 F.S.:http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0101/Sections/0101.591.htmlRule 1S-5.026, F.A.C.: http://election.dos.state.fl.us/rules/adoptedrules/pdf/R15-5026.pdfThe Supervisor of Elections or designee provides a copy of the audit report tothe Bureau of Voting Systems Certification on or before the submission dateas indicated below.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 randomlyselected race on the ballot. The audit provides a description of any problemsor discrepancies encountered, the likely cause of such problems ordiscrepancies, recommended corrective action with respect to avoiding ormitigating such circumstances in future elections.To be determined.DS-DE 105A, DS-DE 105B, DS-DE 106, DS-DE 107 (available on theDivision of Elections’ website athttp://www.elections.myflorida.com/rules/adopted-rules/index.shtml)Within 15 days after completion of the audit following each certifiedelection.Email: BVSC.Reports@DOS.MyFlorida.com; orMail: Bureau of Voting Systems Certification, R.A. Gray Building, Room316, 500 South Bronough Street, Tallahassee, Florida 32399-0250 or;Fax: 850-245-6236 (must be followed with an original by mail); orSOE File Transfer Utility: https://soefileutil.elections.myflorida.com/Contact: Bureau of Voting Systems Certification at 850-245-6220.Instructions:The county canvassing board conducts a post-election audit to be completed and the results madepublic no later than 11:59 p.m. on the 7th day following certification of the election by the countycanvassing board or the local board responsible for certifying the election. The submission mustinclude the available DS-DE 105A, DS-DE 105B, DS-DE 106, DS-DE 107 that were used with theaudit.SOE File Transfer Utility Instructions:(1) Go to the website https://soefileutil.elections.myflorida.com/.(2) Enter your Windows Live ID and password in order to access the application.Page 42

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and Uploads(3) Prepare file for upload. The file naming convention via Windows Live ID must be in thefollowing format: CountyAbbrDateStamp _FileType.extension. The CountyAbbr is the stateassigned 3 character county code. The DateStamp, formatted YYYYMMDD, is the date the datacontained in the file becomes effective. The FileType describes the file’s contents.For example: GLA20120129_PosAudt105A.pdf; “GLA” is the county abbreviation (in thiscase, Glades); “20120129” is the date, January 29, 2012; “_PosAudt105A” is the file typedescription (in this case, for Post-Election Manual Audit, form DS-DE 105A); “.pdf” is the fileextension (such as, .doc, .docx, .txt, etc.). All the elements in the file name preceding andincluding the underscore (“_”) are required; the file will not upload properly without theseelements.(4) Upload File: Large files can take a while to upload, so please be patient. You will receive amessage that the file has been uploaded to blob storage when the upload is complete.Revised: October 2, 2012Page 43

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsPrecinct-Level Election ResultsReferences:Section 98.0981(2) and (4), F.S.:http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0000-0099/0098/Sections/0098.0981.htmlRule 1S-2.043, F.A.C.: http://election.dos.state.fl.us/rules/adoptedrules/pdf/1S2043_final.pdfCompliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:The Supervisor of Elections or designee provides a copy of the precinct-levelresults to the Division of Elections on or before the submission date indicatedbelow. All voting systems must produce the precinct-level results thatcomply with Section 98.0981(2)(c), F.S.Precinct-level election results are available to the public in an electronicformat. The election results contain the precinct numbers and the totalnumber of active registered voters by party for each precinct.To be determined.N/AWithin 30 days after certification by the Elections Canvassing Commissionof a Presidential Preference Primary Election, Special Election, PrimaryElection, or General Election.SOE File Transfer Utility: https://soefileutil.elections.myflorida.com/Contact: - Janet Modrow at Janet.Modrow@dos.myflorida.com or850-245-6232 concerning specific XML questions and how to upload.- Jim Halter at Rondal.Halter@dos.myflorida.com or 850-245-6215concerning the creation of XML files from the vendor system.Instructions:The precinct level results must be submitted in the Division’s prescribed XML format with groups.The minimum groups are early vote (EV-), election day (ED-), absentee vote (AV-), and provisionalvote (PV-). Use the vendor’s XML utility that was provided from the Division. Follow the XMLutility’s manual to produce the results file in the XML format. The file needs to have the .XML fileextension before transmitting the file to the Division.SOE File Transfer Utility Instructions:(1) Go to the website https://soefileutil.elections.myflorida.com/.(2) Enter your Windows Live ID and password in order to access the application.(3) Prepare file for upload. The file naming convention via Windows Live ID must be in thefollowing format: CountyAbbrDateStamp _FileType.extension. The CountyAbbr is the stateassigned 3 character county code. The DateStamp, formatted YYYYMMDD, is the date the datacontained in the file becomes effective. The FileType describes the file’s contents.Page 44

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsThe Precinct Level Results File (Filetype = “PctResults”) should contain the official results forthe election, except for those contests that had recounts. For recount contests, this file shouldcontain the “1 st Set of Unofficial Results” plus all subsequently processed absentee ballots(Sample filename: LEO20121106_PctResults.xml).The Machine Recount Results File (Filetype = “PctRecount”) should contain the “2 nd Set ofUnofficial Results” (Sample filename: LEO20121106_PctRecount.xml).For example: LEO20121106_PctResults.xml; “LEO” is the county abbreviation (in thiscase, Leon); “20121106” is the date, November 6, 2012; “_PctResults” is the file typedescription (in this case, for Precinct Level Results); “.xml” is the file extension. Allthe elements in the file name preceding and including the underscore (“_”) are required; the filewill not upload properly without these elements.(4) Upload File: Large files can take a while to upload, so please be patient. You will receive amessage that the file has been uploaded to blob storage when the upload is complete.Revised: January 24, 2013Page 45

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsSection 5: Bi-Annual and Other ReportsCertification Application for Supervisors of Elections for SpecialQualification SalaryReferences:Compliance:Purpose:Rule 1S-2.0115, F.A.C.: http://election.myflorida.com/rules/adoptedrules/pdf/1S20115.pdfThe rule provides requirements for initial and annual certification ofSupervisors of Elections for the special qualification salary.In order to receive special qualifications salary, the Supervisor of Electionsmust submit a completed certification application requesting initial or annualcertification by the Division of Elections.Forms to be Used: DS-DE 69Submission Date:Submission Method:Record Retention:Initial certification: as desired. Recertification: thirty days prior to theanniversary date.Mail: Division of Elections, Director’s Office , R.A. Gray Building, Room316, 500 South Bronough Street, Tallahassee, Florida 32399-0205; orFax: 850-245-6217 (must be followed with an original by mail)To be determined.Contact: Director’s Office at 850-245-6200Instructions:Initial Certification:Throughout the year, it is also recommended that the Supervisor of Electionssend proof of attendance in workshops, conferences, seminars, approved byrule.(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 theFSASE;(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 approvedby 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 asprovided in the rule.(2) Send a (re)certification application to the Division of Elections with the requested information inthe form.Page 46

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsCertification of Address List Maintenance ActivitiesReferences:Section 98.065, F.S.:http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0000-0099/0098/Sections/0098.065.htmlRule 1S-2.041, F.A.C.: http://election.dos.state.fl.us/rules/adoptedrules/pdf/1S2041_final.pdfCompliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:The Supervisor of Elections shall certify twice annually that he or she hasconducted address list maintenance activities in accordance with law.To certify a Supervisor of Elections has conducted activities required underSection 98.065, F.S., to maintain current and accurate residential addressesfor registered voters.To be determined.DS-DE 117 (available on the Division of Elections’ website athttp://election.dos.state.fl.us/forms/index.shtml)No later than July 31 (for the prior January through June). No later thanJanuary 31 (for the prior July through December)Mail: Bureau of Voter Registration Services, R.A. Gray Building, Room316, 500 South Bronough Street, Tallahassee, Florida 32399-0205; orFax: 850-245-6291; orE-Mail as scanned attachment:Katherine.Gamertsfelder@dos.myflorida.comContact: Bureau of Voter Registration Services at 850-245-6290Instructions:(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 upwith an original by mail.Page 47

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsCertification of Eligibility Records MaintenanceReferences:Section 98.075, F.S.:http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0000-0099/0098/Sections/0098.075.htmlRule 1S-2.041, F.A.C.: http://election.dos.state.fl.us/rules/adoptedrules/pdf/1S2041_final.pdfCompliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:The Supervisor of Elections shall certify twice annually that he or she hasconducted eligibility records maintenance activities in accordance with law.To certify a Supervisor of Elections has conducted activities required underSection 98.075, F.S., to identify and remove ineligible voters from the voterregistration rolls.To be determined.DS-DE 118 (available on the Division of Elections’ website athttp://election.dos.state.fl.us/forms/index.shtml)No later than July 31 (for the prior January through June). No later thanJanuary 31 (for the prior July through December).Mail: Bureau of Voter Registration Services, R.A. Gray Building, Room316, 500 South Bronough Street, Tallahassee, Florida 32399-0205;Fax: 850-245-6291; orE-Mail as scanned attachment:Katherine.Gamertsfelder@dos.myflorida.comContact: Bureau of Voter Registration Services at 850-245-6290Instructions:(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 upwith an original by mail.Page 48

Supervisor of Elections’ Guide to the Division of Elections -Reports, Downloads, and UploadsUnused Election Materials Destruction RequestsReferences:Compliance:Purpose:Record Retention:Forms to be Used:Submission Date:Submission Method:Section 101.545, F.S.: Statutes & Constitution :View Statutes : OnlineSunshineAll unused ballots, forms, and other election materials may, with theapproval of the Department of State, be destroyed by the Supervisor ofElections after the election for which such ballots, forms, or other electionmaterials were to be used.To eliminate unused ballots, forms, or other election materials that were notused in an election.To be determined.N/AAs the custodian of records deems necessary.Email: DO.Reports@DOS.MyFlorida.com; orFax: 850-245-6217; orMail: Director’s Office, R.A. Gray Building, Room 316, 500 SouthBronough Street, Tallahassee, Florida 32399-0250Contact: Director’s Office at 850-245-6200Instructions:(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 anelection. 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 deemnecessary. A copy of the approval letter should be placed in the custodian’s files and maintainedaccording to records retention schedules for correspondence.Revised: June 18, 2012Page 49