League of

United Latin American

Citizens
Credentials Procedures & Policies (Version 1.4)
Goals:
-

Ensure trust and integrity in the LULAC voting process

Promote mutual respect, tolerance and good will among membership
Improve the member experience
Reduce the amount of time spent on administrative activities, and increase the
amount of time spent on reviewing amendments and resolutions
Ensure eligible delegates are allowed to participate and ineligible delegates are
prohibited from participating

Recommendations:
1. Adhere to Constitutional Requirements (Too late to implement this year. Recommend for
inclusion next year).
a. CREDENTIALS:
Credentials Committee Shall propose procedures that will be used to ascertain
eligibility to vote at the convention. These procedures shall be proposed to the
National Board of Directors during the February meeting. Once adopted by the
National Board of Directors, those procedures may be changed by the Convention
only by two thirds (2/3) vote of the assembly.
b. DELEGATE LETTERS
The Council Secretary shall certify the delegates to the National, State or District
Secretaries in writing with a copy to the head of the delegation thirty (30) days
before the convention date. The delegation shall present its certification letter to
the National, State, or District Treasurer at the time of registration. Any delegate
that is uncertified shall not be allowed to vote. Such a provision may not be set
aside by the Assembly.
2. (Too late to implement this year, recommend for inclusion next year.) Provide
membership roster and/or access to appropriate database to credentials committee and
third party upon completion of data entry, this to be no longer than 21 days in advance of
National Assembly.
3. The credentials committee and third party will be provided with the final membership
roster and/or access to relevant database at the start of convention with any membership
additions, deletions or transfers (to existing councils) detailed for their review.
4. Credentials Committee to pre-approve members as eligible delegates and alternates or
notify those who are ineligible, from those whose names are submitted in the delegate
letters in advance, using the membership roster and/or relevant database. A list of the
approved delegates and alternates shall be provided to the membership coordinator so
that they can be checked off as credentialed within the registration database. Credential
committee is also to hear appeals, request supporting information, etc. Should dispute
on eligibility/ineligibility continue, a request by the head of the delegation can be made of
the independent 3rd party for verification of membership standing and eligibility.
5. Send pre-approved delegate council letter to the Council President as approved.

League of
United Latin American
Citizens
Credentials Procedures & Policies (Version 1.4)
6. During the convention, registration and credentialing of delegates and alternates will be
conducted at the same time so delegates need only wait in line once. Directions for the
entire process will be clearly displayed for delegates and alternates to read before they
get in line.
a. Delegates and alternates will first fill out a registration form and pay for the $20
registration fee in addition to any event tickets and/or registration packages they
wish to purchase. Pre-registered delegates and alternates can skip this step.
b. Registration form will include Voting as Eligible Officer option in addition to
delegate/alternate options.
c. Delegates and alternates will proceed to the registration counters specifically set
up for them with a copy of their credentials letter, payment receipt and a
government or educational institution issued photo ID in hand. Delegates will be
able to go to the appropriate credential representatives based on their name and
alphabetical range to speed the process.
d. Registration staff will look up the delegates, alternates and officers to verify that
they are in good standing and enter registration, ticket and package fees are paid.
e. Credentials committee members will review the credentials letter and, if all is in
order, will be certified to vote.
f. The delegate, alternate or officers photo will be taken and copied into the
registration database.
g. The registration badge and ticket form will then be printed to include photo,
name, council number, and secure bar code for electronic voting system as well
as the tickets for any meals purchased.
h. Delegates, alternates and officers will then proceed to pick up their badge holder
and registration bags. Credential ribbons will be issued as only a Delegate,
Alternate or Officer badges with photos and the required ribbons will be
acceptable to participate in the national elections.
i. Independent 3rd party will assist registration & credentialing process and provide
verification of eligibility upon request.
7. Certified delegates to be exported from registration database and uploaded into the
electronic voting system daily to help identify any data errors (extra tabs or other
incompatible characters that could create an error during the upload process).
8. Credentials committee to post the preliminary credentials report printed from the
registration database in the registration area no later than 4 hours after the close of
registration on Friday, July 11, 2015. Final list to be prominently displayed at the site of
the National Assembly & Elections. Process for appeals/corrections to be clearly posted
immediately adjacent to report. If possible, reports will be scrolling on monitors.
9. The credentials committee will accept requests up until 5 p.m. local time on Friday, July
10, 2015. All individuals in line at this time will have an opportunity to request
credentials. Those joining the line after 5 p.m. will no longer be able to request
credentials with the exception of those who were already pre-registered and that provide
written proof of an airline flight delay/cancellation or a medical emergency.

League of
United Latin American
Citizens
Credentials Procedures & Policies (Version 1.4)
10. Credentials committee, registration staff and 3rd party will enter corrections to the
preliminary credentials report into the registration database which will be used to
generate final credentials report and upload into the electronic voting system.
11. Credentials committee and 3rd party to review final certified credentials report to ensure
compliance. Finalist list of delegates and officers (but not alternates) will be uploaded into
electronic voting system by 11 pm on Friday, July 11, 2015.
12. Any substitutions of a delegate by an alternate after the delegate and officer list has been
uploaded into the electronic voting system will be given a duplicate of the badge of the
delegate they are substituting for to ensure the bar code will work. They will need to have
both their alternate badge with their photo and the delegate badge of the person they
are voting for with the initials of the credentials chair on the badge to be able to vote in
addition to the designated ribbon.
13. On day of elections only delegates, or alternates replacing a delegate, wearing their
certified badges with bar code and the designated ribbon, will be allowed in the voting
section. All other persons shall be seated in an observation area designated by the
Credentials Committee. The only exception to this rule shall be to accommodate a
physically challenged delegate or alternate who desires to be seated in a special area. The
name, bar code and photo on the ID must be free of obstruction.
14.
a. Final credentials report will be prominently displayed inside the National
Assembly hall.
b. Only delegates and officers will be seated in election area. Alternates will be
seated in designated area.
c. Delegates and officers will be provided with a sample ballot listing all the
candidates for each office (as well as some blanks to list candidates running from
the floor) and the full text of each amendment (amendment - if applicable). They
will be encouraged to read through the sample ballot so that they can make up
their minds before proceeding to the voting machines.
d. Since credentials report is already posted only a summary will be read giving the
number of delegates, officers and alternates by state and then the total for each
category.
e. Nominations will be called for by the election judge and any new nominees will be
verified for eligibility and entered into the electronic voting system.
f. Nominees will be given time to make their speeches/receive endorsements
during which final adjustments will be made to electronic voting system.
15. Voting on candidates for office, convention sites and amendments (amendment - if
applicable) will be conducted via electronic voting system as approved by the LULAC
National Board of Directors unless overturned by a two-thirds vote of the National
Assembly. Voting on resolutions and other types of motions will be via standup vote.
a. 50 laptops or more connected to the electronic voting system will be set up on
one side of the election hall. Privacy shields will be used with each laptop.
b. Delegates and Officers will be called to go vote by the elections judge in order of
State and District.

League of
United Latin American
Citizens
Credentials Procedures & Policies (Version 1.4)
c. Security company personnel, staff and/or volunteers will verify that each voter
has the required ribbon and a badge with a photo of the delegate, alternate or
officer matches the voter and will then allow the voter to proceed to one of the
laptops.
d. There will be one voting assistant for every two laptops. These assistants will scan
the barcode of the voter which will enter the voters member ID and password
into the electronic voting system.
e. The voter will be logged into the Welcome Screen which outlines the four (4)
steps of the online voting process. When done reviewing, voter will click on
Proceed to Ballot.
f. The voter will proceed to select their choices for all races and for the 2017 and
2018 convention sites as well as to vote on all the amendments (amendments - if
applicable). They can only make one choice per race and they must make a
selection for each race even if they select to abstain.
g. Once they have made their selections they will click on Preview Ballot
Selections and proceed to a review their selections. If they failed to make a
choice for each race they will receive an error and be directed to make a selection
for the races they skipped.
h. If upon reviewing the summary page they wish to make a change they can click
the Change My Ballot button and go back and make changes to any of their
selections.
i. When they are satisfied with the summary, they should click on Cast my Ballot
to lock in their selections and have their votes officially recorded in the electronic
voting system.
j. They will be presented with a receipt page that shows their votes have been cast
and who they voted for. They should log out at this point to ensure the next voter
does not see their selections.
k. The voting assistants are available to help anyone who is having difficulty using
the electronic voting system and to log out any voter who forgot to do so.
Delegates suffering from a physical disability will be allowed to have a person
enter the voting space with them for the purposes of providing assistance to the
delegate or officer in entering the voting space.
l. Each candidate for office is entitled to have an observer in the election area to
observe the voting process and raise any concerns, objections or challenges to
the 3rd party during the voting process. Observers must be a minimum 10 feet
from the nearest voting machine and must be on the opposite side of the
entrance to the voting machine. Observers who repeatedly violate the process
will be removed from the voting area.
16. Once the final voter has cast their ballot, 3rd party will provide the results to the election
judge to announce. The totals for each race will be displayed on a projection screen in the
ballroom.

League of
United Latin American
Citizens
Credentials Procedures & Policies (Version 1.4)
17. Per the constitution and election rules, in those cases in which the balloting fails to give
anyone of three or more candidates the necessary majority to be elected, a second
balloting will be held for the two receiving the largest number of votes in the first ballot
using the process described above.
18. Summary report generated by the electronic voting system will be posted by 3rd party as
soon as possible in the election hall.
19. 3rd Party will hold the detailed election report confidentially for no less than 4 years. The
detailed report can only be shared with an arbitrator agreed to by two or more parties
involved in a dispute or a court order.
20. Post approved credentials procedure and election rules on web site, send to members via
email, post in public area near credentials at national convention.
21. Host a webinar in English to review the credentials procedure, election rules and
electronic voting system.