# Runbook
| Item | Date | Notes |
| ---- | ---- | ----- |
| Close nominations. | One week before election date. | All issues/nominations must be submitted one week before the Annual Meeting. Secretary must check that KB is up-to-date.
| ID checks | Before or on election date. | Confirm in WHMCS that persons have shown their ID to at least two members of the Board of Directors. |
| Form prep for Electronic Ballot | BEFORE sending out election email. | Copy blank template into new form for current year's election. Ballot Google form is here: https://forms.gle/dgc9DuhZQYbXWdCUA |
| Post Meetup date with election info. | One month before election date. | Meetup should include link to Mailchimp email and nominations KB. |
| Set up voting computers and/or QR codes. | Two days before and on election date. | Members may use computers set up in-person to vote on, or, be provided a QR code to scan and vote from their smartphone. |
| Open the polls. | 3:00pm, day of election. | Members may vote. |
| Call for final proxy votes via Discord and at physical location. | Two days before election date. | Note that proxy votes MUST be in 24 hours before the date of the election. |
| Inform membership of upcoming elections and open nominations. | One month before election date. | Notification is by email: template is in Mailchimp. Send out email, and post link to email on relevant outlets. (Discord, FB, Twitter, etc.) |
| Close the polls. | 5:00pm, day of election. | Polls are closed to further votes, including proxy votes. |
| Email ballot to proxy voters. | 3:00pm, day of election. | Secretary should email a link to the electronic ballot at 3:00pm, the day of the election. |
| Coordinate with secretary to fill out election nominations chart on KB. | One month before election date. | Secretary should fill out relevant nominations and post to KB page as they are accepted. Persons nominated must have been a member for at least 6 months. |
| Announce results. | After 5:00pm, day of election. | Secretary will post to the KB page newly elected persons. |
| Form prep for Proxy Vote Inquiry | BEFORE sending out election email. | This is in lieu of emailing the secretary. Copy blank template into new form for current year's election. Inquiry form is here: https://docs.google.com/forms/d/1d6UA2lrGWKhSDPMJozDGJxtYRoKWleDHVN3ztsEXNeU/edit |
| Vote count. | 5:00pm, day of election. | Votes are confirmed by the Secretary, and a previous floating board member. |
| Post physical information regarding elections in TheLab's location. | One month before election date. |  |
| Edit electronic ballot. | One week before election date. | |

# Links

- [Template of Google Form for Voting](https://forms.gle/dgc9DuhZQYbXWdCUA)
- [Template of Google form for Intention to Proxy Vote](https://forms.gle/7bS2wtBQLue2REES6)

# Old Records

The old wiki's elections page is archived below.

{{ :kb-elections-page.pdf |}}