Double Envelope Voting Method

The double-envelope voting method is used to ensure fairness and confidentiality when a unit member cannot vote in person. The outer envelope allows the Elections Committee to verify voter eligibility, while the inner envelope protects the secrecy of the ballot. By separating eligibility verification from ballot counting, this process upholds the integrity of the election, prevents duplicate voting, and ensures every eligible vote is counted accurately and anonymously.

Before Voting

Prepare the official voter list (name and work site). For an HDTA ballot, eligible voters are dues-paying unit members only.  For a School-Based Decision (SBD) ballot, eligible voters include all certificated employees who list the school site as their primary work location. Identify unit members who cannot vote in person. Provide those members with:

• A ballot

• A small inner envelope (no name or signature)

• A larger outer envelope (voter prints and signs name and work site)

• Clear instructions and the return deadline

How the Voter Votes

• Complete the ballot.

• Place the ballot in the unsigned inner envelope and seal it.

• Place the inner envelope into the outer envelope.

• Print and sign name and school/work site on the outer envelope. This signature serves as the replacement for the signature normally collected on the in-person signature sheet.

• Return the ballot by the stated deadline. These voters should be given the same voting window as in-person voters. Extra time may be allowed if ballots are returned by U.S. Mail.

When Ballots Are Counted

• Verify signed outer envelopes against the official voter list.

• Mark the voter list to show the ballot was returned.

• Separate and retain outer envelopes. These should be stapled to the signature sheet so all signatures are kept together. Signature materials are typically retained for one year.

• Open inner envelopes and mix those ballots with all other ballots before counting. This ensures the ballot counter cannot distinguish between in-person and off-site ballots, preserving secrecy.

Bottom Line

In-person voting remains the default. Double-envelope voting is used only for members who cannot be present and is designed to protect both eligibility and ballot secrecy.