Election Assistance Commission training outlines 10-step SOP for canvass and certification

The Election Assistance Commission (EAC) released a training module explaining a 10-step standard operating procedure for canvassing and certifying elections, offering a fillable template jurisdictions can customize for state and local requirements, a presenter said.

The module, aimed at election office staff, emphasizes that thorough SOPs promote consistency, transparency and efficiency during pre-certification canvass work. “Thorough SOPs can help ensure consistency and uniformity as well as streamline the completion of essential tasks before, during, and after canvass and certification,” the presenter said.

The training lays out practical steps election officials should include in an SOP. Staffing guidance recommends identifying necessary personnel, assigning clear roles and backup staff and recruiting additional help where workloads require it. The presenter listed typical responsibilities such as reconciling voters and ballots, verifying paperwork from poll workers, moving and storing materials and serving as a media or public liaison.

Onboarding and training are highlighted: offices should provide manuals, reference guides and job aids; conduct walk-throughs of the canvass workflow; practice with forms; and review chain-of-custody procedures. The presenter also recommends communicating schedules and expectations in briefing emails or kickoff meetings so staff understand assigned duties and timelines.

Logistics guidance includes reserving secure space for canvass work, arranging transportation for election materials, planning shifts and breaks for multi-day canvasses and organizing supplies (printer paper, toner, pens, seal supplies). The SOP checklist should document when materials are opened, reviewed and resealed and include steps for reconciling ballots and resolving discrepancies to ensure all countable ballots are included.

The training lists common forms and reports to prepare in advance: chain-of-custody logs, discrepancy logs, reconciliation worksheets, observer sign-in sheets and certification documentation, plus printed precinct-level and cumulative result reports to support review and verification.

On technology, the presenter advises testing election management systems that generate canvass reports and performing logic and accuracy (L&A) testing of voting equipment so tools function and reports are accurate before canvass work begins.

Transparency measures recommended in the module include determining an authorized spokesperson, drafting press-release templates with placeholders for vote totals and certification dates, scheduling website updates with process information and using social media tools for real-time progress updates where appropriate and required by law.

For materials handling, the training recommends designating a secure, access-controlled storage area; logging seal numbers and arrival times; confirming required documentation with each container; and organizing items by precinct or jurisdiction to maintain accountability during review and retention.

The presenter also addressed workspace setup and public observation: provide adequate tables, partitions and clearly marked observation areas with printed guidelines, and place supply kits at canvass stations to reduce errors and streamline workflow.

The module closes by advising election offices to document completion tasks, update records, preserve materials according to retention schedules, and hold a debrief to incorporate lessons learned into SOP updates. The EAC’s fillable SOP template and additional guidance are available at eac.gov/election-officials, the presenter said.

The video is instructional and does not announce any changes to law or specific state procedures; officials were reminded that laws and canvass requirements vary by state and that jurisdictions should review their state rules while adapting the template.