Survey & Ballot Systems
Election Glossary

With acclamation, member organizations make decisions not with a formal ballot, but through verbal agreement. In most cases, acclamation is a time-saving tool to approve a candidate who’s running unopposed or if members are unlikely to oppose a measure. While acclamation can certainly speed up the decision-making process, it could potentially silence the voices of members who don’t agree with the

Alternative voting processes make voting more accessible to members who aren’t able to use traditional voting methods. Absentee votes, drive-thru voting, mobile voting, or kiosk voting are all popular alternative voting options that are both safe and accessible. Organizations should try to offer effective alternatives whenever possible because they ensure broader participation and give members

The annual report is a crucial document that summarizes an organization’s activities, accomplishments, and financial performance over the past year. Members generally receive the annual report ahead of the annual meeting so they have time to understand the organization’s performance. The annual report often includes financial statements, leadership messages, committee updates, and election

Not all members can cast their votes independently. With assisted voting, members with disabilities or other limitations receive help in casting their ballots. For example, this might involve offering adaptive technologies to members with low vision or staffing in-person voting locations with support personnel for members who use wheelchairs. Assisted voting requires additional resources, but it

Many organizations are required to go through an audit, where a disinterested party systematically reviews the organization’s finances, election integrity, and governance processes. Election audits verify vote counts and confirm the organization handled all ballots properly. Audits help ensure transparency, prevent fraud, and confirm compliance.

Ballot exhaustion occurs in ranked-choice elections when all ranked candidates are eliminated before a winner is chosen. When this happens, the ballot no longer influences the election's outcome, effectively rendering the member’s vote uncountable. Organizations that use ranked systems must educate their members on how to rank strategically to avoid this issue.

Ballot fatigue occurs when voters lose interest or become overwhelmed by the number of ballot options during voting. If a ballot lists a lot of positions, propositions, or complex bylaw changes, the risk of ballot fatigue increases substantially. While organizations can’t always avoid complex ballots, this issue can lead to significant problems, such as incomplete ballots and disengagement. Voter

A ballot measure is a proposed policy, bylaw change, or other item on the ballot for a vote. While ballots can include candidate elections, ballot measures typically refer to issues or decisions beyond leadership selection. These measures are a key part of direct democracy, allowing members to shape organizational rules and priorities directly.

Ballot security refers to the approach member organizations take to ensure that members’ votes are secure. Ballot security includes measures that safeguard both physical and digital ballots from tampering, loss, or unauthorized access. Various measures can help with this, including locked ballot box storage, end-to-end encryption, two-factor authentication, access controls, and audit trails.

Bias is any undue influence or partiality that could affect the fairness of an election. Bias takes several forms. With cognitive bias, members vote based on familiarity instead of true merit. Conflict of interest bias happens when decision-makers have a stake in the outcome of an election. Selection bias can also occur when the association only presents certain viewpoints to members,

Candidate rotation happens when organizations change the order of candidates’ names on voting materials. Repeatedly listing one candidate first can unintentionally give them an unfair advantage, so organizations use candidate rotation to reduce bias. Some organizations use random shuffling, while others manually reposition candidates based on predetermined rules. This practice prevents candidates

A contract ratification happens when members approve a proposed agreement or contract, which is standard in labor unions. During ratification, the union presents the terms to the members, who cast their votes. If there is a majority in favor of the contract, it’s ratified and legally binding. Ratification is critical to giving members a say in the agreements that affect their rights and working

During a contract vote, members vote on whether to approve or reject a proposed contract. Labor unions and professional associations often conduct contract votes because members need to ratify contracts negotiated on their behalf by the union. Unions conducting a contract vote should have a robust marketing plan to encourage voter participation and reduce barriers to understanding.

A secure and convenient in-person voting method that allows members to cast their ballots from their vehicles using mobile devices or tablets. Voters scan a unique QR code to access and submit their ballot online, combining the accessibility of in-person voting with the efficiency and accuracy of digital election technology.

Dual membership happens when a member has voting rights in more than one location or chapter of a member organization. With dual membership, members can hold separate voting rights at the chapter, state, or national level. Since local and national levels have different governance structures, this arrangement allows members to have a say in both local and organization-wide changes. Still, voting

An election budget is the amount of money an organization allocates for organizing an election. Common election costs include postage, printing, inspections, voting platforms, and other GOTV efforts. Some organizations have modest budgets, while others need more resources to run direct mail campaigns or manage robust online voting options. Regardless of your election budget, transparent financial

Organizations conduct an election certification after counting all votes. This formal process confirms election results, typically through an election committee or third-party inspector. Certification double-checks that all ballots came through in accordance with the organization’s bylaws and that the election was both accurate and secure. The certification process verifies that the vote was fair

An election challenge happens when members formally dispute the outcome of an election. The election challenge process – usually defined in an association’s bylaws – lists the formal procedures members must follow to contest an election. It should outline the criteria, timeline, and review procedures for submitting grievances. While election challenges can be complex to manage, they’re essential

End-to-end encryption is a cybersecurity approach that protects sensitive data at all times, whether it’s in transit or storage. Member organizations should always use voting platforms that offer end-to-end encryption, which secures electronic ballots from the moment they’re cast to when they’re counted. This setup ensures no one – including the election platform provider – can alter or intercept

An executor of an estate is the legally appointed individual responsible for managing a deceased member’s assets, sometimes including their voting rights within an organization. Depending on your bylaws, the executor could cast votes on behalf of the deceased’s estate. Most of the time, executors cast votes that have a direct impact on the deceased’s financial interests. However, an executor

With a forced vote, members must make a selection to submit an online ballot. This means a member must choose a voting option, such as selecting a candidate, proxy choice, or bylaw amendment, before their ballot can be cast. Most forced votes happen because of bylaws or compliance requirements. This method ensures participation in key decisions but may require careful communication to maintain

Get Out The Vote (GOTV) is an organized initiative by member organizations to get eligible members to vote. Organizations employ various GOTV strategies to encourage election turnout, including reminder emails, text or SMS campaigns, phone campaigns, social media, email newsletters, and promotional direct mail content. In member-driven organizations, GOTV campaigns help ensure democratic

Impartiality in member organizations refers to hosting a fair vote that’s free from bias. Impartiality requires that election officials, communication strategies, and voting systems don’t favor any candidate, proposal, or group. Upholding impartiality involves implementing unbiased communication, ensuring equal access to information for all members, and appointing neutral third parties like us to

An incumbent is a person who currently holds a position and is seeking re-election. Members often vote for incumbents because they have an established reputation and are already familiar with the position. However, it’s easy to become complacent, especially if your organization doesn’t have term limits and continues to elect the same incumbents every election. It's important for organizations to

A late ballot is a vote that arrives after the voting period deadline and cannot be counted. Voting periods and deadlines are often outlined in an organization’s bylaws and tend to coincide with its annual meeting. Establishing clear deadlines helps ensure fairness and prevents election delays. For organizations that receive a high volume of mail-in ballots, specifying a postmark cutoff date can

Also called an annual meeting notice, a meeting notice is an official communication from an organization that tells members about an upcoming meeting. This document should inform members about meeting details, including what they need to vote on and why it’s important. The notice typically includes details such as the date, time, location (or virtual access), agenda, and instructions for voting.

A merger happens when two member organizations combine into a single organization. Mergers help organizations maximize their resources and consolidate power, although it usually takes a lot of effort to pass a merger. This process typically requires approval through a referendum or special vote by members. Mergers can lead to increased resources, membership growth, and operational efficiencies,

Also known as in-person voting, onsite voting is a traditional way of casting votes at a designated place. Onsite votes usually happen during special events, like an association’s annual meeting. While it requires more logistics than digital voting, onsite voting fosters face-to-face engagement and often simplifies the vote verification process. Onsite voting usually happens with paper ballots,

Opt-ins are legally required to send your members SMS (text) messages. An opt-in is simply a member giving you permission to contact them about the organization and the voting process. If you offer online voting, opt-ins are an essential component of staying in contact via members’ preferred communication method. Let members know that they can always opt out, which is the process of revoking

A power of attorney document gives someone legal authorization to represent someone else’s interests. For example, if a voting member is seriously ill and can’t participate in a vote, someone with power of attorney may be able to act on their behalf. POA documents sometimes require notarization before permitting the designated representative to cast a vote on the member’s behalf. It's important

A recall election is a special election that allows voters to remove an elected official from office before the end of their term. Recall elections are usually held when members are dissatisfied with their leadership and want someone new in that position. Most organizations require a qualifying petition to trigger a recall election. While the recall process can be lengthy, offering the option for

A recount happens when organizations re-tabulate members’ votes. Most recounts verify the accuracy of the original results. Still, organizations also use them when the election results are very close, or there are concerns about the integrity of the voting process. Recounts can be triggered automatically if the margin of victory falls within a predetermined range, or they can be requested by

Rejected ballots are invalid ballots that can’t count toward your official tally. Most rejected ballots happen because they fail to follow the bylaw rules. For example, ballots received late, those lacking required information, or not meeting verification requirements can all be rejected. Member organizations should still record rejected ballots for their records, but they can’t count toward the

A satisfaction survey is a type of member organization survey that tells leaders how satisfied members are with their election experience. Whether you’re implementing a new system or simply want feedback on existing processes, a post-election satisfaction survey will help you better understand members’ impressions of the ease of voting, communication strategies, and their overall trust in the

Member organizations create scholarship applications for members to formally request financial aid, usually for higher education. Most scholarships are granted based on merit, need, or service to the organization. The application process typically includes eligibility criteria, documentation requirements, and a review by a selection committee. Some organizations allow members to vote on

Also called a ballot envelope, a secrecy envelope is a special envelope that members use to send mail-in ballots. The process typically involves placing the completed ballot inside a sealed secrecy envelope, which is then placed inside a return envelope containing the voter’s identifying information. This method prevents tampering and helps maintain the integrity of the election.

Secret ballots protect the confidentiality of the voting process. They allow voters to share their unbiased opinions without the potential for coercion or undue influence. With secret ballots, members vote privately, which means no one knows which option they voted for. This anonymity encourages honest and uninfluenced voting where members can share their preferences without fearing repercussions.

A state statute is a law that influences how member organizations in that state operate. State statutes influence everything from voting processes to reporting requirements to governance structures. Many state statutes form the basis for organizational bylaws, providing helpful frameworks for transparency and member rights. Membership organizations must comply with state statutes to operate

A strike is an organized work stoppage by members of a union. The goal of a strike is to protest working conditions or pay, usually as a bargaining tool for negotiating with an employer. However, a strike won’t happen without strike authorization, where union members formally vote to decide whether to call a strike. Members typically vote after reviewing updates on union negotiations and the

A term limit is the maximum number of consecutive terms someone can serve in a leadership role. Most member organizations define term limits in their bylaws. While these limits can make it more challenging to source consistent leadership (especially in small organizations), they’re critical to encourage new perspectives and prevent the consolidation of power. Ultimately, leadership turnover is a

Also called an SMS reminder, a text message reminder goes directly to members’ mobile phones. Most text message reminders have to follow strict character limits, so these messages are ideal for quick touchpoints with members. Remind them about voting deadlines, meetings, and more. Don’t worry about open rates—most SMS messages are read and acted upon almost immediately. These reminders generate

Two-factor authentication (2FA) is a security strategy that adds an extra layer of protection to digital voting. 2FA requires voters to confirm their identity using at least two methods. Typically, this involves a password, along with a code sent via email or SMS, although some voting systems require members to verify their identity with a unique PIN or voter ID. Adding 2FA to your digital voting

A voter database is a list of an association’s eligible voting members. This differs from a member list because, while someone may be a member, they may not be eligible to vote. A voter database simplifies election logistics by centralizing member contact information, eligibility criteria, and voting status. A clean, error-free voter database is essential for in-person, digital, and hybrid

Voter outreach encompasses all activities designed to educate and engage voters before an election. While some members may participate without reminders, consistent outreach is still a must for boosting voter turnout. Effective voter outreach helps improve participation rates and ensures members feel informed and empowered to cast their vote. Every organization has different outreach methods, but

Voter satisfaction is a metric that measures how satisfied voters are with the overall election process. This metric looks at fairness, clarity, election support, and ease of access. Ideally, organizations should strive to maintain high voter satisfaction ratings. Collecting feedback from members about the voting process will help you make much-needed changes going forward that not only boost

Whether your organization holds elections in person on paper, via a digital portal, or a mix of the two, members will always need clear instructions on how to submit their votes. Voting instructions are clear, step-by-step guidelines that help members complete their ballots correctly. These often include instructions on how to access the ballot (either paper or digital), how to mark their