Awards 

Program Toolkit 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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Clearinghouse Awards Program Toolkit 

Contents 

Introduction.................................................................................................................................................. 2 

What are the Clearinghouse Awards? ...................................................................................................... 2 

About this Document................................................................................................................................ 2 

Awards Program Goals................................................................................................................................. 2 

Guiding Questions..................................................................................................................................... 2 

Example................................................................................................................................................. 2 

Contest Rules................................................................................................................................................ 3 

Guiding Questions..................................................................................................................................... 3 

Sample Contest Rules ........................................................................................................................... 3 

Program Categories...................................................................................................................................... 4 

Guiding Questions..................................................................................................................................... 4 

Sample Program Categories.................................................................................................................. 5 

Judging the Competition .............................................................................................................................. 6 

Recruiting Judges ...................................................................................................................................... 6 

Creating a Scoring Rubric ...................................................................................................................... 7 

Determining the Winners ..................................................................................................................... 7 

Recognizing Winners .................................................................................................................................... 7 

Sample Social Media Graphics .................................................................................................................. 8 

Sample Press Release................................................................................................................................ 9 

Sample Winners Toolkit .......................................................................................................................... 12 

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Clearinghouse Awards Program Toolkit 

Introduction 

What are the Clearinghouse Awards? 

Each year, the U.S. Election Assistance Commission (EAC) invites submissions for its national 

Clearinghouse Awards. Under the Help America Vote Act of 2002 (HAVA), the EAC is charged with 

serving as a clearinghouse for election administration information. By celebrating innovative efforts 

from state and local election offices, the Clearies help the EAC fulfill this important mission. The 

Clearinghouse Awards program encourages election officials to consider entering any deserving 

program, no matter the size of the jurisdiction or the scope of the project. 

About this Document 

This document is intended to be used by states or state professional associations to develop and 

implement their own program to recognize elections offices and share best practices. The guidance 

below provides a broad overview, but individual programs may have additional considerations. 

The following sections include: 

• Awards Program Goals 

• Contest Rules 

• Program Categories 

• Timing of the Competition 

• Engaging Judges 

• Scoring 

• Recognition of Winners 

• Sharing Best Practices 

Awards Program Goals 

Before developing an awards program, it’s important to set clear goals. First, consider the main purpose 

of the program. Is the main goal to provide recognition to election officials, or is it to encourage ideasharing and collaboration among colleagues? Thinking about the preferred outcome of the program will 

help develop contest rules that best lead to the stated outcomes. 

Guiding Questions 

• What are the preferred goals of the program? 

• What principles should be considered when setting  Set goals that are clear, 

program rules, policies, and processes? measurable, and 

achievable Example 

• Goals:  Check contest rules and policies 

o Encourage sharing resources and best practices to ensure they align with your 

among election officials across the state. stated goals 

o Recognize election officials for their creativity and 

innovation.  Evaluate your goals at the end of 

the program 

Quick Tip: Program Goals 

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• Principles: 

o Information Sharing – Program rules and features should incentivize and facilitate better 

sharing of information and resources across traditional boundaries, including 

jurisdictional lines. 

o Recognition of Participants – Program rules and features should encourage public 

recognition of the work of participating jurisdictions. 

Contest Rules 

The awards program rules can help you achieve your program goals and encourage participation. For 

example, if your program is intended to recognize the work of elections offices, you may want to allow 

external organizations to nominate offices for their work. If your goal is to maximize information 

sharing, you may need contest rules that clarify that any entries in the program will be shared among 

other election officials. Additionally, elections offices are more likely to participate if the contest rules 

are clear and easy to follow. 

Guiding Questions 

Consider the following questions that your program participants are likely to have: 

• Who is eligible to participate in the competition? 

• Who is eligible to nominate a program? 

• How many programs may be entered in the competition? 

• What is the time period in which eligible programs may be developed, implemented, or 

operational? 

• What are the required components of an eligible submission, including required documentation, 

file formats, or any other specifics required to 

judge program entries adequately? 

• What types of programs are eligible for 

consideration?  Include contest rules 

Quick Tip: Contest Rules 

• How many programs will be recognized with an that further the 

award? intended goals of your • What will participants receive in exchange for program. participating in the competition? 

• What issues, if any, would disqualify a program,  Your contest rules can help 

including conflicts of interest, ongoing legal anticipate and answer questions disputes, or other considerations? you are likely to hear from 

program participants. 

Sample Contest Rules 

This sample set of contest rules includes many of the considerations listed in the guiding questions 

above. These rules can be adapted and changed based on the needs of your program. Any text 

highlighted in yellow is intended to be edited with specific program details. 

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Sample Contest Rules 

1. Only local government elections offices are eligible to be recognized as part of the awards program. 

2. Eligible elections offices may nominate their own programs for the competition. Other organizations 

or members of the public may also nominate an eligible program; however, only eligible offices may 

receive an award. 

3. Each elections office may submit one program per category per year for a maximum number of (X) 

submissions per year. 

4. All programs must have been developed, implemented, or active during the previous two-year state 

or federal election cycle. 

5. Eligible programs may include any project or task that has improved an office's ability to administer 

elections, and they must conform to the requirements of the contest categories in which they are 

entered. 

6. Each category of the competition will be judged separately. The judges will select up to three 

winners per category. Individual entries may be recognized as an Honorable Mention based on the 

final determination of the judges. 

7. Eligible programs must fully complete the competition entry form, and any additional 

documentation must conform to the competition’s formatting requirements. 

8. All entries will be judged by a panel of current or former election officials. 

9. Winning programs may not be re-entered in any subsequent year’s competition. 

10. Honorable Mentions and/or entries that are not recognized with an award may be resubmitted for 

consideration in future years, provided that the program is still actively in use. 

11. Winning entries will be officially recognized by the (sponsoring agency or organization) and may be 

featured in press releases, work products, and events. All other entries and Honorable Mentions 

may be published or otherwise be made available by the (sponsoring agency or organization). 

12. Jurisdictions or individual programs may be disqualified for consideration in the competition if 

submitting a program for an award exhibits a conflict of interest or at the discretion of the 

(sponsoring agency or organization). 

Program Categories 

The Program Categories are a critical part of the competition. 

Program categories determine which types of projects the 

competition will be highlighting, and categories provide important 

guidance to participants on which types of projects to enter. Each 

category should: 

Quick Tip: Program Categories 

• Highlight skills, practices, or competencies that the 

sponsoring organization aims to highlight or improve. 

• Contain specific content requirements to help guide 

participants on which category of the competition their projects qualify for. 

Guiding Questions 

Use the following questions to help determine which categories your program should include: 

• How many categories can your program support? 

 Consider which types of 

activities your program 

should incentivize and 

create categories 

around those activities. 

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• Does your organization have any goals that could be highlighted by a particular category? 

• Is the category broad enough to receive an adequate number of entries? 

• Is the category specific enough to receive entries that clearly qualify for that category? 

• Are the categories sufficiently different from each other? 

• Are the categories well-defined and clear to all participants? 

Sample Program Categories 

The list of program categories below are intended to help guide discussions about which categories 

make the most sense for your program. Each category consists of a Category Title, Full Category Name, 

and Qualification Requirements. 

Sample Program Categories 

• Category Title: Accessibility 

o Full Name: Best Practices for Improving Accessibility for Voters with Disabilities 

o Qualification Requirements: Entries must directly improve service to voters with 

disabilities. Qualifying programs may include poll worker training improvements, 

physical accessibility improvements, improvements in accessible communications, 

or other programs that directly serve voters in the disability community. 

• Category Title: Accuracy 

o Full Name: Best Practices for Improving the Accuracy, Reliability, and Auditability of 

Election Administration 

o Qualification Requirements: Entries must highlight programs that improve the 

accuracy, reliability, and auditability of election administration activities. These 

activities may include ballot production, testing and certification of voting systems, 

post-election audits, checklists for critical processes, process improvement 

programs, etc. 

• Category Title: Communications 

o Full Name: Best Practices for Voter Education and Communications 

o Qualification Requirements: Entries must highlight programs that improve voter 

education and communications activities. Qualifying programs may include direct 

communications with voters, online communications, collaborations with local 

media, collaborations with local schools or other educational organizations, 

improvements in the design of voter-facing printed materials, or other programs to 

help voters better understand the election process. 

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Sample Program Categories, Continued 

• Category Title: Contingency Planning 

o Full Name: Best Practices for Contingency Planning and Emergency Response 

o Qualification Requirements: Entries must highlight contingency planning operations 

and/or the responses of election officials to emergencies that affect election 

administration. Qualifying programs may include tabletop exercises (TTXs), 

Continuity of Operations Plans (COOPs), responses to natural disasters or other 

disruptions in the voting process, engagement with local emergency management 

offices and other stakeholders, or other programs that advance the preparedness of 

elections offices. 

• Category Title: Poll Workers 

o Full Name: Best Practices in Recruiting, Retaining, and Training Poll Workers 

o Qualification Requirements: Entries must highlight improvements to poll worker 

operations, including recruitment, retention, and training operations. Qualifying 

programs may include poll worker outreach and recruitment events, programs that 

emphasize poll worker job satisfaction, administrative processes that improve 

behind-the-scenes aspects of managing poll workers, poll worker training programs, 

or other programs that improve activities related to poll workers. 

• Category Title: Security 

o Full Name: Best Practices for Physical and Cyber Security 

o Qualification Requirements: Entries must highlight programs that improve the 

security of elections, including both physical and cybersecurity threats. Additional 

consideration will be provided to programs that leverage state or federal grant 

funding to improve their office’s security posture. Qualifying programs may include 

building security upgrades, programs that improve the security of poll workers and 

election officials, cybersecurity improvements, and other projects dedicated to the 

safety and security of the voting process. 

Judging the Competition 

Once your competition categories and rules are set, it’s time to consider how to score each of the 

entries. A few things to consider include: 

• Who will be responsible for judging the competition? 

• What criteria will be used to score each entry? 

Quick Tip: Recruiting Judges 

Once you determine how many judges • How will winners be determined? 

are needed, consider recruiting judges 

who are: Recruiting Judges 

Before recruiting judges, determine the number of judges needed  Current or Former 

to score each program. This may vary depending on the number Election Officials 

of categories or the number of entries per category. Once you’ve  Poll workers 

determined the number of judges needed, decide whether you  Voters 

will be scoring these entries within your organization or if you will  Future Voters (High School Civics 

Classes) 

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need volunteers to help with the competition. Recruiting volunteer judges may take time, so starting 

this process early is important. 

Creating a Scoring Rubric 

Each judge will have a different approach to scoring the competition, so it’s important to provide a clear 

grading rubric to make sure that the judge’s scores are as objective as possible. This scoring rubric 

should reflect the contest rules and the requirements for each category. The rubric should also be 

aligned with the overall goals of the competition. 

Sample Rubric 

Criteria Poor Fair 

(1 point) (2 points) 

Good Excellent 

(3 points) (4 points) 

Score 

Creativity and 

Innovation ü 

ü 

2 

3 Can Be Replicated 

By Other Offices 

Meets Category 

Requirements ü 

ü 

4 

3 Improves the 

Voting Experience 

Total Score 12 

In addition to the scoring rubric, you may want to allow judges to provide additional comments about 

each of the programs. These comments may be helpful for improving future versions of the competition 

and may also spark ideas about how programs could be improved in the future. 

Determining the Winners 

Once the scoring is complete, the entries can be ranked by score, with the top entries being determined 

to be the winners. Depending on the contest rules, more than one winner may be allowed per category. 

While not every entry can win, it may be beneficial for the judges in each category to select one or two 

of the other entries to receive an Honorable Mention. Whether to recognize an honorable mention can 

be left up to the discretion of the judges. This also allows for greater flexibility if there are a significant 

number of excellent entries in a particular category. 

Recognizing Winners 

The culmination of the awards competition should shine a spotlight on winning programs. This provides 

the winners with an opportunity to promote their offices and helps others in the field find information 

about these best practices. Competition sponsors should consider promoting winning entries with the 

following: 

• Social media posts 

• Press releases 

• Certificates or Awards 

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In addition to the sponsoring organization promoting these materials, the winning entries should receive 

the tools they need to promote their winning programs. The images below are taken from the EAC’s 

Clearinghouse Awards as examples of what the EAC has used to promote Clearinghouse Awards 

winners. 

Sample Social Media Graphics 

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Sample Press Release 

24 Election Offices Across the Country Recognized for Excellence in Election 

Administration 

U.S. Election Assistance Commission Announces Winners of 7th Annual Clearinghouse Awards 

WASHINGTON, DC— Today, the U.S. Election Assistance Commission (EAC) announced the 

24 winners of the Clearinghouse Awards, recognizing best practices in election administration. 

Also known as the “Clearies,” the awards program celebrates the hard work of election offices 

across the country for programs that took place during the 2022 midterms. Awardees include 

jurisdictions of varying sizes, from states with 6.5 million registered voters to counties with 

about 80,000 registered voters. 

“The spotlight on U.S. elections has never been brighter, and the EAC is pleased to honor the 

work of these offices to make elections more secure, technologically advanced, and accessible to 

voters,” said EAC Chairwoman Christy McCormick, Vice Chair Ben Hovland, Commissioner 

Donald Palmer, and Commissioner Thomas Hicks in a joint statement. “Especially as election 

administrators prepare for the 2024 presidential election, we encourage them to review the great 

work of these Clearie Award-winning jurisdictions for ideas they may want to replicate in their 

communities. This includes best practices to recruit and train poll workers, which we recognize 

has been challenging for many election offices nationwide.” 

The Clearies play an essential role in fulfilling the EAC’s mission to serve as a clearinghouse for 

election administration information under the Help America Vote Act. Submissions were judged 

on innovation, sustainability, outreach, cost-effectiveness, replicability, and the generation of 

positive results. This year’s award categories and winners include: 

• Outstanding Use of HAVA Grants in Elections Modernization 

o Maricopa County Elections Department (AZ) – Ballot Tabulation Center Security 

Upgrades 

o New Jersey Secretary of State's Office Elections Division – HAVA Funds & 

Election Security 

• Outstanding Election Official State Association Program or Local Office 

o Seminole County Supervisor of Elections Office (FL) – Informing Voters with 

Facebook Voting Alerts 

• Outstanding Innovation in Election Cybersecurity and Technology 

o Anne Arundel County Board of Elections (MD) – Mail-in Ballot Sorting, 

Scanning, and Timestamping Project 

o Iowa Secretary of State – Vulnerability Disclosure and Bug Bounty program 

• Improving Accessibility for Voters with Disabilities 

o Dubuque County Auditor's Office (IA) – Strategic Partnership with Dubuque 

County Disabilities Council 

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o Franklin County Board of Elections (OH) – Voting with Ease: Increased 

Accessibility in the Early Vote Center 

• Outstanding Innovations in Elections – Large Jurisdictions 

o Duval County Supervisor of Elections Office (FL) – Innovative Strategies in 

Voter Education Messaging and Poll Worker Recruitment 

o Hamilton County Board of Elections (OH) – Behind the Ballot Tours 

o Hillsborough County Supervisor of Elections (FL) – Election Night Unofficial 

Results Application 

o Palm Beach County Supervisor of Elections (FL) – Promoting Effectualness by 

Minimizing Lines and Wait Times: First County in the Country to Use the No 

Wait Inside Appointment System for Elections 

o South Carolina Election Commission – “South Carolina Election Response 

Guide” – Crisis Communication for Election Officials 

o St. Louis County Board of Elections (MO) – Love Your Ballot Educational 

Campaign 

• Outstanding Innovations in Elections – Small/Medium Jurisdictions 

o Brevard County Supervisor of Elections (FL) – SigView 

o Douglas County Clerk/Elections (KS) – RFID Technology in Election 

Management 

o Durham County Board of Elections (NC) – BOE Poll Count and Audit 

Application 

o Paulding County Board of Elections and Voter Registration (GA) – Voter 

Education Guide 

• Best Practices in Recruiting, Retaining, and Training Poll Workers 

o Charleston County Board of Elections and Voter Registration (SC) – Partnerships 

at the Polls 

o Columbia County Supervisor of Elections (FL) – Bubble It In! 

o Guam Election Commission – A Win-Win for the Guam Election Commission 

and the University of Guam – Poll Workers 

o Martin County Supervisor of Elections (FL) – Sensitivity Training for Elections 

Worker! 

• Creative and Original “I Voted” Stickers 

o City of Traverse City Clerk's Office – Multi-year voting sticker design contests 

o Louisiana Department of State – Louisiana State of Mind 

o South Carolina Election Commission – South Carolina's Iconic “I Voted” Sticker 

Redesign 

In addition to the Clearie winners, 16 election offices were recognized with Clearie Honorable 

Mention awards. 

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Winners were selected by independent panels of current and former election officials, EAC 

Commissioners, and members of the EAC’s advisory boards. Judges were not eligible to score 

any entries from their own jurisdictions. Judges included: 

• Nancy Boren, Director, Muscogee County Board of Elections and Registration, GA 

• Diane Coenen, City Clerk, City of Oconomowoc, WI 

• Batina Dodge, County Clerk, Scotland County, MO 

• Lauren Eanes, General Registrar, Madison County, VA 

• Ricky Hatch, Weber County Clerk/Auditor, Weber County, UT 

• Elizabeth Howard, Senior Counsel, EAC Board of Advisors, DC 

• Shelly Jackson, Deputy Director of Elections, State Lt. Governor's Office, UT 

• Howard Knapp, Executive Director, State Election Commission, SC 

• Ruie Lavoie, Director, Baltimore County Board of Elections, MD 

• Cleta Mitchell, Senior Legal Fellow, Conservative Partnership Institute, EAC Board of 

Advisors, NC 

• Sherry Poland, Director, Hamilton County Board of Elections, OH 

• Michael Stalberger, Property and Environmental Resources Director, Blue Earth County, 

MN 

• Philip Stark, Distinguished Professor of Statistics, EAC Board of Advisors, CA 

• Claire M. Steen, Deputy Registrar, Surry County, VA 

• Lorena Stottler, Clerk-Treasurer, City of Janesville, WI 

• Patty Weeks, County Clerk, Nez Perce County, ID 

More information on the Clearies and each awardee is available on the EAC’s website. ### 

The U.S. Election Assistance Commission (EAC) was established by the Help America Vote Act of 2002 

(HAVA). It is an independent, bipartisan commission charged with ensuring secure, accurate, and 

accessible elections by developing guidance to meet HAVA requirements, adopting voluntary voting 

system guidelines, and serving as a national clearinghouse of information on election administration. The 

EAC also accredits testing laboratories and certifies voting systems, as well as administers the use of 

HAVA funds. For more information, visit www.eac.gov. 

EAC Contact: Kristen Muthig 

Phone: 202-897-9285 

Email: kmuthig@eac.gov 

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Clearinghouse Awards Program Toolkit 

Sample Winners Toolkit 

SAMPLE PRESS RELEASE 

[Insert Title/Office of Winner] Recognized for Excellence in Election 

Administration with National Clearinghouse Award 

One of 24 Programs Honored by the U.S. Election Assistance Commission for Innovation, 

Sustainability, and Replicability 

Dateline—Today, [Title/Office of Winner] announced they were recognized for excellence in 

election administration with a national Clearinghouse Award for [insert award category]. Also 

known as the “Clearies,” the U.S. Election Assistance Commission (EAC) presents the awards 

program annually to celebrate the hard work of election offices across the country. Now in its 

seventh year, this year’s Clearie Awards honored programs that took place during the 2022 

midterms. 

The [Title/Office of Winner]’s [name of program] was one of 24 programs that were recognized 

with a Clearie Award. The program [insert summary description or a few sentences about what 

the program is]. 

 

 

 

 

 

 

 

 

 

 

 

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[Insert quote from winning office leadership on the importance of this program/what it means to 

be nationally recognized by winning this award] 

The Clearies play an essential role in fulfilling the EAC’s mission to serve as a clearinghouse for 

election administration information under the Help America Vote Act. The EAC is an 

independent, bipartisan federal agency solely focused on election administration. Submissions 

were judged on innovation, sustainability, outreach, cost-effectiveness, replicability, and the 

generation of positive results. This year’s awards categories include: 

• Outstanding Use of HAVA Grants in Elections Modernization 

• Outstanding Election Official State Association Program or Local Office 

• Outstanding Innovation in Election Cybersecurity and Technology 

• Improving Accessibility for Voters with Disabilities 

• Outstanding Innovations in Elections – Large Jurisdictions 

• Outstanding Innovations in Elections – Small/Medium Jurisdictions 

• Best Practices in Recruiting, Retaining, and Training Poll Workers 

• Creative and Original “I Voted” Stickers 

“The spotlight on U.S. elections has never been brighter, and the EAC is pleased to honor the 

work of these offices to make elections more secure, technologically advanced, and accessible to 

voters,” said EAC Chairwoman Christy McCormick, Vice Chair Ben Hovland, Commissioner 

Donald Palmer, and Commissioner Thomas Hicks in a joint statement. “Especially as election 

administrators prepare for the 2024 presidential election, we encourage them to review the great 

work of these Clearie Award-winning jurisdictions for ideas they may want to replicate in their 

communities.” 

More information on the Clearies and each awardee is available on eac.gov. 

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SAMPLE SOCIAL MEDIA POSTS 

Link: EAC Clearinghouse Award Winners 

Hashtag: #2022Clearies 

Handles: 

• Twitter: @EACgov 

• Facebook: U.S. Election Assistance Commission 

• Instagram: us.eac 

The EAC will also be sharing information about the Clearies. Please feel free to share. 

Twitter: 

• We’re excited to be recognized by @EACgov with a national 2022 Clearinghouse 

Award! Our [insert program name] won for [insert category]! The Clearies honor 

innovative and sustainable election programs nationwide. Learn more: 

https://www.eac.gov/election-officials/eac-clearinghouse-award-winners-2022 

#2022Clearies 

• We’ve received a national 2022 Clearinghouse Award! Each year, @EACgov 

recognizes programs that raise the level of election administration. We’re pleased to 

have received this award for [insert category]. Read more: 

https://www.eac.gov/election-officials/eac-clearinghouse-award-winners-2022 

#2022Clearies 

• #ICYMI: We’ve received a national 2022 Clearinghouse Award for [insert 

category]! @EACgov honors election administrators for outstanding election 

programs each year. Learn more and view our fellow winners: 

https://www.eac.gov/election-officials/eac-clearinghouse-award-winners-2022 

#2022Clearies 

Facebook: 

• We’re honored to be recognized by the U.S. Election Assistance Commission 

with a national 2022 Clearinghouse Award! Our [insert program name] won for 

[insert category]. Now in its seventh year, the Clearies recognize programs based on 

innovation, sustainability, outreach, cost-effectiveness, replicability, and the 

generation of positive results. We are pleased to be among our colleagues who won 

this award. Learn more: https://www.eac.gov/election-officials/eac-clearinghouseaward-winners-2022 #2022Clearies 

• We’ve received a national 2022 Clearinghouse Award! Each year, the U.S. 

Election Assistance Commission recognizes programs that raise the level of election 

administration. We’re pleased our [insert program name] has won this award for 

[insert category]. This program does [include a sentence summarizing the program]. 

Read more: https://www.eac.gov/election-officials/eac-clearinghouse-award-winners2022 #2022Clearies 

• Have you heard about our [insert winning program name]? This program was 

recently honored with a 2022 Clearinghouse Award. The goal of this program is to 

[include info about this program]. Learn more about this and view our fellow 

winners: https://www.eac.gov/election-officials/eac-clearinghouse-award-winners2022 #2022Clearies 

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