1. 12-CRS-0106 REVISED 8 FEB 2013 PRESENTS vTools Voting: Creating a Ballot - Instructions for volunteers on managing a ballot and running an election

2. 12-CRS-0106 REVISED 8 FEB 2013 Table of Contents Logging In Ballot Dashboard Choosing a Template Filling out the Ballot Candidate Information Load an Image for the Candidate Load and Save Candidate Image Add more Candidates for Each Position 2

3. 12-CRS-0106 REVISED 8 FEB 2013 Table of Contents Delete a Position Edit a Position on the Ballot Allow “Write-in Candidate” for Each Position Add a Voter List Preview the Ballot Activate the Ballot The Activated Ballot E-mail Voters of the Ballot 3

4. 12-CRS-0106 REVISED 8 FEB 2013 Table of Contents E-mail Log Change the Election End Date View Election Results Enter paper ballot votes Logging Out 4

5. 12-CRS-0106 REVISED 8 FEB 2013 Logging in Navigate to https://voting.vtools.ieee.orghttps://voting.vtools.ieee.org Use you IEEE web account to log in. Navigate to http://www.ieee.org/web/ac counts to learn more about the IEEE web accounts. http://www.ieee.org/web/ac counts The Voting system uses SSL encryption to ensure that the data is transferred in a secured manner. 5

6. 12-CRS-0106 REVISED 8 FEB 2013 Logging in – cont’d. Use your IEEE web account credentials to login. If you do not recall your username or password, or need to create an account, visit the account portal at http://www.ieee.org/web/accounts http://www.ieee.org/web/accounts Please note that only volunteers who are listed on the section roster will have access to the creating and editing of meetings. This ensures that only authorized IEEE members can edit meeting data. Use the reporting form located at http://officers.vtools.ieee.org/ to report new volunteers. http://officers.vtools.ieee.org/ After entering your credentials, hit the “Log In” button. 6

7. 12-CRS-0106 REVISED 8 FEB 2013 Logging in – cont’d. Select option to manage your ballots. Please remember that only volunteers who are listed on the section volunteer roster will be able to manage ballots. 7

8. 12-CRS-0106 REVISED 8 FEB 2013 Ballot Dashboard In order to create a ballot, you must select an organization that will hold the election. You have an option to create a ballot from a template that has pre-defined officer positions. Using a template is not required. The Ballot Dashboard shows all of the ballots that you have created including: Active, Saved (Drafts), and Past Ballots. 8

9. 12-CRS-0106 REVISED 8 FEB 2013 Choose a Template Select a template you would like to use, from the list. In this example, we are using the “Chair, Vice-Chair, Secr/Treas” template. Then, click “Create.” 9

10. 12-CRS-0106 REVISED 8 FEB 2013 Filling out the Ballot Name of the ballot. This will be shown to the voters. You can select your local time zone. Start and End dates of when the voters can log in and vote. The formatting bar should be used to style your voter instructions. Copy/Pasting from Microsoft Word may unintentionally increase your character count due to hidden tags. Also note the 2000 character limit. Now scroll down. 10

11. 12-CRS-0106 REVISED 8 FEB 2013 Filling out the Ballot 11 These positions were pre- created because we used the template to create the ballot. Add candidates for each position by clicking on the “Add new candidate…” link. Enter an e-mail address your voters can use to ask questions regarding the election. This e-mail will be shown to ballot voters when they login.

12. 12-CRS-0106 REVISED 8 FEB 2013 Candidate Information Once you click on the “Add new candidate…” link, you will see this window open. Enter the candidate’s information, including first name, last name, IEEE member number, and short biography. 12

13. 12-CRS-0106 REVISED 8 FEB 2013 Candidate Information Once completed, click “Save” 13 Note: A footer will be added to your message content. The footer will contain the generic voting URL, and options for your members, such as unsubscribing, and a web-based tutorial: To place your vote, go to https://voting.vtools.ieee.org. You will need your IEEE web account to vote. If you don't have an IEEE web account, go to http://www.ieee.org/web/accounts. A web-based tutorial on how to vote is avaliable at http://sites.ieee.org/vtools/documents/2013/10/3-voter- instructions-tutorial-pdf.pdf https://voting.vtools.ieee.orghttp://www.ieee.org/web/accountshttp://sites.ieee.org/vtools/documents/2013/10/3-voter- instructions-tutorial-pdf.pdf To unsubscribe from the mailings regarding 2014 IEEE Corpus Christi Section please click here. Please note that this will not unsubscribe you from the e-mails regarding future elections.click here

14. 12-CRS-0106 REVISED 8 FEB 2013 Load an Image for the Candidates You’ll be brought back to this page where you may choose to add an image for the candidate. Then, this window will open, and you can choose the image to attach to the candidate. 14

15. 12-CRS-0106 REVISED 8 FEB 2013 Load and Save Candidate Image Click on the “Close” link after the picture is uploaded to return to editing the ballot. Once you choose the file, click the “load” button to display the image below (as preview). 15

16. 12-CRS-0106 REVISED 8 FEB 2013 Add more Candidates for Each Position 16 Click here to add an additional candidate for the position. Let’s go through the process of adding more candidates for each position.

17. 12-CRS-0106 REVISED 8 FEB 2013 Add more Candidates for Each Position Once completed, click “Save” 17

18. 12-CRS-0106 REVISED 8 FEB 2013 Attach a Candidate Image 18 Let’s now add a picture for this newly-added candidate.

19. 12-CRS-0106 REVISED 8 FEB 2013 Delete a Position from the Ballot 19 Then, confirm that you want to delete this position by clicking the “OK” button. For this example, there are no Vice Chair positions to be elected on. Therefore, let’s delete this position from the voting ballot.

20. 12-CRS-0106 REVISED 8 FEB 2013 Edit a Position on the Ballot 20 You can also edit positions

21. 12-CRS-0106 REVISED 8 FEB 2013 Edit a Position on the Ballot You can edit the “Secretary/Treasurer” position to be a “Webmaster” position instead. Then, click “Save.” You’ll notice that the position is now changed to reflect the new position of “Webmaster.” 21

22. 12-CRS-0106 REVISED 8 FEB 2013 Add new Candidate Information to newly-created Position Once you fill in the necessary information, click “Save.” 22

23. 12-CRS-0106 REVISED 8 FEB 2013 Add a Candidate Image Let’s add a picture for Marie Curie. After selecting an image, click “load” to upload it. 23

24. 12-CRS-0106 REVISED 8 FEB 2013 Add a new Position 24 Positions can easily be added by clicking on the “Add new position” link. Positions will need to be added if you did not use a template.

25. 12-CRS-0106 REVISED 8 FEB 2013 Add a new Position You can specify position title and a maximum number of candidates voters can select for this position. Select “1,” when only one officer can serve in that position. Select a number larger than “1” if you are allowing multiple officers to serve in that position. This is also applicable, if you are electing Executive Committee members. Once completed, click “Save.” 25

26. 12-CRS-0106 REVISED 8 FEB 2013 Add a Candidate to a new Position Let’s complete the candidate information, then click “Save.” Then, let’s assign an image to this candidate. Once the image is assigned, click “Close.” 26

27. 12-CRS-0106 REVISED 8 FEB 2013 Allow “Write-in Candidate” for Each Position 27 You can allow your voters to specify write in candidates for each position. This is very useful for learning about members that would be good candidates for a volunteer position.

28. 12-CRS-0106 REVISED 8 FEB 2013 Add a Voter List 28 To auto-load a list of voters, enter your IEEE password and click on “Load” to automatically retrieve the voter list.

29. 12-CRS-0106 REVISED 8 FEB 2013 Add a Voter List 29 Save your ballot as a draft once the voter list has been uploaded.

30. 12-CRS-0106 REVISED 8 FEB 2013 Preview the Ballot The ballot will show under the “Saved Ballots” section. Select “preview” link to preview the ballot and check for any mistakes before it is activated. Once the ballot is activated, you will not be able to make any changes! 30

31. 12-CRS-0106 REVISED 8 FEB 2013 Preview the Ballot You can preview the ballot, as well as click on the candidate’s names to view their profiles that you just created. 31

32. 12-CRS-0106 REVISED 8 FEB 2013 Preview the Ballot When you’ve completed previewing the ballot, click on “Ballot Dashboard” (at the top). 32

33. 12-CRS-0106 REVISED 8 FEB 2013 Activate the Ballot Click on “Edit.” 33

34. 12-CRS-0106 REVISED 8 FEB 2013 Activate the Ballot 34 After you make any necessary changes, you can activate the ballot. Reminder: Once you activate the ballot, you will not be able to make any changes.

35. 12-CRS-0106 REVISED 8 FEB 2013 Activated Ballot You can view your ballot in a printable format, then print and send it to your members via postal mail. 35

36. 12-CRS-0106 REVISED 8 FEB 2013 Activated Ballot Same instructions will show on online and on printable ballot. 36

37. 12-CRS-0106 REVISED 8 FEB 2013 Activated Ballot Candidate details will be shown after each position. 37

38. 12-CRS-0106 REVISED 8 FEB 2013 E-mail Voters of the Ballot You can send e-mail to your voters once the ballot has been activated. PLEASE NOTE: You must wait one hour after activating the ballot before you can send an e-mail to your voters. Sending e-mail before then might not work, i.e. No messages will be sent. 38

39. 12-CRS-0106 REVISED 8 FEB 2013 E-mail Voters of the Ballot Make sure to provide your contact information so that voters can contact you if they have questions related to the election. To ensure that IEEE members are not inconvenienced with a large number of e-mails, we restrict the number and frequency of e-mails you can send to the voters. Then click “Send.” 39 The formatting bar may be used to style your email text. Copy/Pasting from Microsoft Word may unintentionally increase your character count due to hidden tags. Note the 4000 character limit.

40. 12-CRS-0106 REVISED 8 FEB 2013 E-mail Log You can view all of the e-mails that you sent to the voters for this ballot by clicking on the “e-mail log” link. 40

41. 12-CRS-0106 REVISED 8 FEB 2013 Change the Election End Date If necessary, and approved by the election committee, you can change the end date of the election by clicking on the “manage” link. For example, you can extend the end date if you would like to give your members more time to vote. 41

42. 12-CRS-0106 REVISED 8 FEB 2013 Change the Election End Date Change the date and click on “Update.” 42

43. 12-CRS-0106 REVISED 8 FEB 2013 View Election Results Once the ballot is closed, you can view the election results by clicking on the “manage” link. 43

44. 12-CRS-0106 REVISED 8 FEB 2013 View Election Results Click on “View Results” 44

45. 12-CRS-0106 REVISED 8 FEB 2013 View Election Results Voter distribution for each position is shown under its corresponding title. The candidate who received the highest number of votes will be shown in red. Please note that the total number of votes might vary between positions. This is because voters are not required to vote on each position. In this example, every one of 6 voters voted on the “Treasurer” position, but only 5 voted on the “Webmaster” position. 45

46. 12-CRS-0106 REVISED 8 FEB 2013 Enter paper ballot votes Click on “Ballot Dashboard” to see the “Past Ballots” Find the “Past Ballot” that you are adding the paper ballot votes to. Click “Manage” for that corresponding ballot. 46

47. 12-CRS-0106 REVISED 8 FEB 2013 Enter paper ballot votes – cont’d. Here, you see options for managing the ballot, including the option to “Update results based on paper ballots.” Click on this option. 47

48. 12-CRS-0106 REVISED 8 FEB 2013 Enter paper ballot votes – cont’d. On this screen, you will see the results of the ballot, and are given the option to add the paper ballot votes for the corresponding candidates. For this example, we will add 2 votes for Maya Angelou, and 1 vote for Brian WestBrook. 48

49. 12-CRS-0106 REVISED 8 FEB 2013 Enter paper ballot votes – cont’d. Here, we see the proposed changes. To allow the changes to take affect, click “Submit.” 49

50. 12-CRS-0106 REVISED 8 FEB 2013 Enter paper ballot votes – cont’d. Click “Save changes” to confirm changes. 50

51. 12-CRS-0106 REVISED 8 FEB 2013 Enter paper ballot votes – cont’d. Here we see that the changes have taken place. The prior voting results for Maya Angelou were 2 votes, but after adding the 2 paper ballot votes, she now has 4 votes total. 51

52. 12-CRS-0106 REVISED 8 FEB 2013 Logging out Log out by clicking on the “Log out” link. 52

53. 12-CRS-0106 REVISED 8 FEB 2013 Logging out It is very important to close your browser in order to complete the logout process. 53

54. 12-CRS-0106 REVISED 8 FEB 2013 Thank you! Thank you for viewing the tutorial. Please remember to visit vTools’ site (http://vtools.ieee.org) and tutorials (http://sites.ieee.org/vtools/training) to learn more about our projects. If you have any questions regarding vTools.Voting, please e- mail us at: vtools-voting@ieee.org.http://vtools.ieee.orghttp://sites.ieee.org/vtools/trainingvtools-voting@ieee.org Thank you! 54