CHICAGO TEACHERS UNION Procedures for Judge of Election ELECTION OF UNION OFFICERS AND OF DELEGATES AND ALTERNATE DELEGATES TO THE 2014 AND 2016 AFT CONVENTIONS AND OCTOBER 2013 IFT CONVENTION FRIDAY, MAY 17, 2013

THE EIGHT STEP PROCEDURES:  STEP ONE: Understand your role in the process  STEP TWO: Immediately inspect all balloting materials sent to your school  STEP THREE: Schedule the May 17th polling time and location and the notification of every member at your school  STEP FOUR: Preparation of the polling site and ballot box  STEP FIVE: Overseeing the polling site and voting  STEP SIX: Members on the list – supplemental voting  STEP SEVEN: Procedures after closing the polls  STEP EIGHT: Picking up of ballot box, with all election materials, by the American Arbitration Association (AAA)

STEP ONE : Understand your role in the process  As your school’s delegate, you should be the Judge of the 2013 Chicago Teachers Union Officer & Delegates Election on Friday, May 17, If the regular delegate is absent that day, or is a candidate, or if for any reason he/she fails to act, then either the Associate Delegate or an appointed member should be the Judge of the Election.  It is important to note that the Chicago Teachers Union is responsible through you, its representative, for the conduct of a fair and impartial election at your school.  You should have no interest in the outcome of the election. Do not engage in any arguments with voters, observers, or candidates.  Questions should be directed to the American Arbitration Association (AAA) at: (312)

STEP TWO: Immediately review balloting materials sent to your school On either Wednesday, May 15th or Thursday, May 16th, the following election materials will be delivered to you:  Ballot Box  Voting Booth or Privacy Screen  Official Instructions  Synopsis of Instructions  Election Notice Posters  CTU Election Report Sheet  Voters’ Signature List (Computer Printout)  Supplemental & Secret Ballot Envelopes  Three (3) Official Seals for the Ballot Box  Official Ballots It is VERY important that you immediately review the Checklist located on the CTU Election Report Sheet to determine if you have all the voting materials needed for your location. If any of the listed items on the Election Report Sheet are missing, or if the quantities are incorrect, please contact the AAA immediately at: (312) or them at If everything is correct and you are not missing anything, you must place all voting materials back inside the ballot box and seal the ballot box using Official Seal #1. Store the box in a secure and safe location. You are responsible for its safety. The ballot box containing the voting materials should not be unsealed again until the day of the election.

STEP THREE: Scheduling the May 17 th polling time and location and providing notification to every member at your school  You must notify every member of the exact time and location of the Friday, May 17 th election on or before Wednesday, May 15 th.  The election MUST occur on Friday, May 17th. An election held on any other day will be deemed invalid.  The Judge shall have the polls open at such a time and place so that each member may vote off-the-clock, without interfering with his/her regular school duties (e.g., at the time of signing in, at the time of signing out, or at lunch time).  If it is absolutely necessary to have the polls open at two separate periods, the Judge shall notify the AAA that a second ballot box will be needed. Two ballot boxes must be used if there are two separate voting periods. Ballot Boxes must be correctly sealed at the close of each voting period.

STEP FOUR: Preparation of the polling site and ballot box  Establish a polling site that allows adequate traffic flow and confidential voting.  The Judge shall appoint two clerks to assist him/her in conducting the election. The Judge may appoint additional officials if needed to meet the situation in large schools and in schools having more than one shift. No candidate for the election, even if he/she is the school delegate, may be either a Judge or a Clerk in the election.  As soon as the polls are opened, the Judge and Clerks shall remove Official Seal #1 and remove all ballots and voting materials from the ballot box.  The Judge will then examine the ballot box to assure all individuals present that it is completely empty.  The Judge shall then see that the ballot box is properly assembled and prepared for the insertion of ballots.  Important - The Judge then MUST RE-SEAL THE EMPTY BALLOT BOX using the OFFICIAL SEAL #2 before voting is allowed to begin.  The Judge and Election Clerks must be present at all times when the polls are open and while voting is being conducted. Never leave the ballot box unattended!

STEP FIVE: Overseeing the polling site and voting  The Official CTU Voters’ Signature List indicates who can or cannot vote in the school unit.  Voting members must present a paid-up CTU membership card, or paid salary stub showing CTU dues no earlier than January 2013, and appear on the Official CTU Voters’ Signature List.  Before a ballot can be given to the member, the member must sign the Official CTU Voters’ Signature List.  The voting members shall mark their ballot secretly and then deposit it into the ballot box.  If a voter spoils their ballot, the Judge shall immediately mark it “void” and place it in the envelope so marked and furnish the voter with a new ballot.  If a member votes by supplemental ballot, he/she must place their ballot inside the secret ballot envelope. Then place their secret ballot envelope inside an Outer Supplemental Envelope (using the two envelopes protects the secrecy of their vote).  IMPORTANT: The Outer Supplemental Envelope must have all the information filled out (name, school, the last 4 digits of their Social Security Number or Employee ID number).

STEP SIX: Members not on the list – supplemental voting  Any member not on the official CTU Voters’ Signature List may vote on the Supplemental Voters’ List providing the following: that he/she present a CTU membership card paid up to at least April 1, A member, who does not have a CTU membership card or paid salary stub showing CTU dues no earlier than January 2013, must sign the Supplemental voters’ List which will be verified by the CTU.  The Judge will write “VOTED” across the face of his/her membership card.  IMPORTANT: If a member votes by supplemental ballot, he/she must use the “Secret Ballot Envelope” and Supplemental Outer Envelope. The outer envelope must have all information filled out (name, school, last 4-digits of social security number or Employee ID Number).  Once the supplemental outer envelope is properly filled out with the secret ballot envelope inside it, it can now be deposited into the ballot box.

STEP SEVEN: Procedures after closing polls  The Judge and Clerks MUST sign the Official Election Report Sheet and PLACE IT IN THE BALLOT BOX.  IMPORTANT – You MUST put the following in the slot of the ballot box: a. The official CTU Voters' Signature List b. The Election Report Sheet  The Judge then must fill-out SEAL #3 and seal the slot of the ballot box.  The ballot box is now ready to be picked up by the messenger.

STEP EIGHT: Picking up of ballot box, with all election materials, by the AAA  The ballot box, with all election materials, shall be picked up by the AAA's messenger service between 10:30 a.m. and 3:00 p.m. at your school.  In the event the materials are not ready at the time of pick up, the ballot box with all election materials must be dropped off at the International Union of Operating Engineers, 2260 South Grove Street, Chicago, IL by the Judge or his/her designee, on Election Day, Friday, May 17, 2013, between 3:00 p.m. and 6:30 p.m.  The messenger service can provide a receipt when given the ballot box with all materials.