Vote Checks
This refers to the checks performed prior to a vote being released to the live website, after which a summary is written (additional checks are required before that goes live as well). The following three checks are necessary before the vote is released live:
- First check: This must be performed by an individual (intern or staff) other than the individual (intern or staff) who entered the vote.
- Second check: This must be performed by an individual (intern or staff) other than the individuals (intern or staff) who entered the vote or performed the first check.
- Third check ("staff check"): This must be performed by a staff member who neither entered the vote nor performed a previous check, after which each status shall be released live. For further information, refer to the releasing votes and summaries guide. The check must be performed in admin, however the staff member also must do a quick check to ensure that the content is presentable on the live website after releasing the vote live.
The votes bin/cabinet should contain the following hanging folders to organize this process (the titles are in quotations because this is what should be written on the labels):
- "In Progress": Used to store physical folders in which the individual responsible for entering the vote, writing the summary, or performing a check was unable to complete this process prior to leaving for the day.
- "1st Check": Used to store physical folders after the vote has been entered by an individual.
- "2nd Check": Used to store physical folders after the vote has been entered by an individual, and a first check has been performed by another individual.
- "3rd Check" or "Staff Check": Used to store physical folders after a second check has been performed and is awaiting a third check by a staff member.
- "Summary Needed": Used to store physical folders after a staff member has performed a third check and the vote(s) is released live.
When performing a vote check, always perform the check as if you were entering the vote yourself. You should check the information that was entered at every step of the vote entering process, including, but not limited to, the following:
- Votes assigned to members of the legislature. When checking the votes, acutely scrutinize members who share the same surname, Speakers of the House and Senate Presidents (their name's are often listed out of order and/or only contain their title - Mr./Ms./Mrs. Speaker or Mr./Ms./Mrs. President), and members who might not be present on the vote breakdown (states that omit those absent or abstaining, "Yea" votes, etc.).
- Sponsors and cosponsors. This includes more than adding sponsors and cosponsors that the individual missed, but also ensuring that they are being assigned the correct title. For further information, refer to the state-specific sponsors and cosponsors guide.
- Other statuses for web. In addition to checking to make sure the individual included all of the appropriate other statuses prior to vote selected for coverage, remember to check for additional statuses that may have occurred after the individual entered the vote.
- Bill text. Check to ensure that the correct version of the bill text was saved to the electronic folder and uploaded in admin. If you think the incorrect version has been selected and you can't find the correct version, a bill text may have to be constructed. This process may be commenced at this stage. For further information, refer to the entering votes addendum guide on constructing bill texts.
- Categories and Tags. Double check categories and tags to ensure that any possibilities were addressed. Review the Idioms and Examples page to make sure that no tags were overlooked.
- Title and Synopsis. Interns are generally advised, when entering votes, not to spend too much time determining an appropriate title. Additional attention should be paid to this during the second and third check. Check for partisanship, as well look for ways to make the title more specific in terms of what the intent of the legislation is, but also ways to make it more succinct.
- Roll Call Number. In addition to checking the roll call number for the key vote status, also check the other statues for web. For further information, refer to the state-specific guide.
- Note. Check the list of notes available in admin to see if any apply to this stage (or all stages). Although, a note may have to be created or the state may have to be added to an existing note as well. For further information, refer to the entering votes guide addendum,
- Disclaimer Highlight. Some notes require a disclaimer highlight, which can be added during this step. The most common note that requires a disclaimer highlight is a substitute bill, or substitute amendment, depending on the state. Generally, this is something that's added by a staff member on the third check. For further information, refer to the disclaimer highlight section of the summary writing guide.
- Rank Number. Pay close attention to the introduced status (make sure they are not included a rank number for that status), and statuses that occurred on the same date (look at the bill history to determine which came first).
- Key Vote Check Box. If the check is being performed via the internal web it will be immediately clear if the key vote check box has either not been selected (no search results) or been selected for the wrong status (votes other than those selected will appear in the search results).
Although a vote check requires a check of every step in the process, priority is given to the first four steps:
- Votes assigned to individual members
- Sponsors and cosponsors
- Other statuses for web
- Bill texts
When performing a vote check, the individual can make any changes that need to be made - they can amend the bill folders (physical and electronic), bill summary sheet, and admin entry. If there are a significant number of errors, however, the work may be returned to the individual who entered the vote for correction, upon the approval of a staff member who may want the individual who entered the vote to make the corrections as part of a training process.
Upon completing a vote check, send the folder to the appropriate place in the Key Votes bin. If you completed a first check, send it to the second check folder. If you completed a second check, send it to the third/staff check folder. If you completed a third check, release the statuses to the live web and send the folder to the "Summary Needed" folder.
