EC Manual
The EC is a sub-committee of the USGenWeb Advisory Board (AB) which means we work for the AB, but within the bounds of the EC Procedures https://www.usgenweb.org/usgwelections/procedures.htm. We try to follow those procedures to the letter.
The EC is charged with conducting the National Election each summer, but we also conduct appropriate polls and SC elections upon request, and as we can work them in. In order to facilitate the elections, we must maintain a viable dataset (Oversight) of active and approved members, and of those members who have registered to vote.
Each EC member (except the DM and RAL) has an assigned list of states or special projects that s/he is responsible for maintaining. The EC RAL is that extra person who may wind up anywhere, at any time, and at the drop of a hat. The RAL may be called upon to perform a number of duties, particularly if we find ourselves short-handed. For this reason, it is preferred that the RAL be a previous member of the EC.
At election time, each EC member will assist in handling nominations, and any member may be called upon to handle a state SC election. But for most of the year, the main responsibility involves keeping the membership lists current.
While it does not eliminate them, our new Oversight software will greatly reduce the need to request membership list updates from PCs. The new software allows project coordinators direct access to Oversight so they can keep their membership lists up to date themselves. But it will take some time for PCs to get accustomed to using this new feature so reminders will still be necessary. The SC/PC Update Form will also remain on line for the forseeable future, and we will continue to input the updates submitted through the form.
No additions can be made to the Membership/Voter Registration lists after the 31st of May until the conclusion of the election, including run-offs. This is when the Dataset Manager is extremely busy, making sure that all new members have been added and approved, email updates are processed, changes submitted by Project coordinators and Voter Registrations have been verified and approved. During this time, changes may be submitted as you become aware of them, but they won't be approved until after the election concludes; unless of course it's a bounce correction from a password mailing, or a member removal (these do need to be verified with a confirmation letter.)
In addition to quarterly updates, changes come in randomly throughout the year. We have been encouraging project coordinators not to wait until we ask, but to submit updates as they occur, and many PCs have started to do this using the Update Form. These should be processed as we become aware of them; but any time you hear of a change, if it is in your region, please enter it in Oversight. If not in your assigned region, please forward the info to the EC list. Be sure to adjust the subject line as appropriate. e.g. FLGW Change. (NOTE: It is very important that the subject line be adjusted so changes are not missed.)
The Election Committee of the USGenWeb Project is a non-partisan standing committee charged with managing national polls and elections for the Project; providing a secure voting system; maintaining an up-to-date and accurate list of all members; and providing Volunteers with information about elections and candidates. It is not affiliated with any other election, voting, or campaign project or committee. Contact , EC Chair, or your regional EC Representative with questions and concerns.