05 Apr

vTools.Voting version 2.0 has been released

On 05 April 2017 Voting version 2.0 was released.

Voting 2.0 introduces the following usability and interface enhancements :

  • Voting has a new look and feel. It is fully responsive to mobile devices
  • This new, more intuitive look and feel, provides new features and enhancements which include:
    – A new home page design
    – Improved navigation
    – More help text

Questions, comments or suggestions can be emailed to vtools@ieee.org.

04 Jan

Are local elections results automatically reported once the election has ended?

The reporting of the election results (conducted in vTools.Voting for local geographic units) to IEEE headquarters is not automatically done at the end of the election period.

The election manager or any other officer reports the results in vTools.Officer Reporting and updates the geo unit’s roster. Once the reporting has been submitted, the geo unit’s roster will be updated overnight as well as the member’s record.

Refer to the IEEE Geographic Unit Officer reporting for guidelines

09 Sep

vTools.Voting version 1.7 has been released

Voting 1.7 includes the following feature enhancements and bug fixes:

  • The link in the prepopulated content included ballot introduction will be updated to include the correct link to vTools Voting.
  • Volunteers will be able to update the close date and time for an election without causing an error.
  • The date and time selected will be validated to ensure it is greater than the current date and time set on the ballot.
  • The preview of the published ballot will be corrected to display all of the ballot content within the ballot “margins”.
  • The ballot dashboard will include all ballots including draft ballots with missing start and end dates/times.
  • Volunteers will be able to download election results using IE8.
  • Volunteers will be able to insert active links into the ballot introduction and/or voter email content.
  • The voter email editor will include prepopulated content that volunteers can use to send to the voters.
  • The published ballot will clearly indicate how many candidates can be selected for a position.
  • The voter email webpage will include help text to inform volunteers that the email sent to the voters automatically includes a footer with help information and a link to vTools Voting.
  • Active links included in the voter email will be received uncorrupted with the link contents maintained.
  • Whenever an election email is sent by the election manager via vTools Voting, they will receive the voter email also.
  • A voter’s list of ballots will be displayed in descending order with the latest ballots listed first.
  • Voting web pages will be updated to include ‘Sign in’/’Sign Out’ notation so as to align with the IEEE web site style guide.
03 Sep

vTools.Voting release 1.6

We are happy to announce that vTools.Voting version 1.6 has been released .

vTools.Voting introduces new features and enhancements: 

  • Voting has been updated to use a new software version.
  • Voting now supports auto-load of voter list. A query to pull the list of eligible voters will be retrieved and uploaded to the ballot.  The manual  upload option continues to be available, if needed.
  • If assistance is needed when selecting an organization for a new ballot,  vTools contact information has been added to the new ballot form.  


27 Jun

vTools.Voting 1.5 was released today

We are happy to announce that vTools.Voting version 1.5 was released today.

vTools.Voting introduces new features and enhancements:

  • Voting has been updated to a new software version ( Rails 3.1 / Ruby 1.8.7)
  • Voting now supports elections for Societies, Technical Committees and Councils.
  • When selecting an organization for a new ballot, help text was added with vTools contact information if further assistance is needed.
29 Apr

vTools.Voting version 1.4.1 released

We are happy to announce that vTools.Voting version 1.4.1 was released today.

vTools.Voting introduces a number of new features and usability enhancements as well bug fixes:

New features and usability enhancements

  • New version of the WYSIWYG editor (TinyMCE) used in composing voter instructions, candidates details and email notices provides more formatting features

  • Increase character limit of candidate details, voter instructions and email notices to 4000 characters.

  • Corrected email character limit error mesage

  • Email subject length increased to 150 characters

Bug Fix:

  • Listserv adjustments

Please contact us if you have any questions.

05 Dec

vTools.Voting can be used to run officer elections for Councils

vTools.Voting supports Sections, Sub-Sections, Chapters, and Affinity Groups out of the box. However, it can also be used to run officer elections for Councils.  Please note, that since a typical Council officer election is larger and can be more complex, vTools.Voting administrator needs to be involved in setting up the ballot.  Please contact us to learn more and get started.

01 Dec

vTools Voting Overview

What it is

vTools.Voting is a free tool that enables volunteers to setup electronic ballots to allow members to submit votes in their Section, Sub-Section, Chapter, or Affinity Group officer elections online. Please note that this is different from the general IEEE elections. Based on the feedback from some of the over 250 elections conducted using the system, when conducted electronically, elections can double the voter participation rate. System features include:

  • on demand availability (no webmaster  involvement needed)
  • intuitive user interface for creating election ballots
  • online tutorials for voters and volunteers
  • professionally looking ballots
  • printable ballots
  • ability to send email to voters from the Voting tool
  • IEEE branded look and feel
  • secure access
  • voter authentication via IEEE web accounts


Who can create ballots

The current security model automatically allows use of the tool by any volunteer who appears on the section roster including section, sub-section, chapter, and affinity group officers. Only the original ballot creator has ability to modify data, while all other officers have a read only access to the ballot data. This ensures transparency and data integrity at the same time.


What is needed to create ballots

Assemble required candidate data, including positions they are running for, their biographies, and pictures (optional). Login at https://voting.vtools.ieee.org and create a ballot in 7 quick steps using simple user interface:

– Specify ballot name

– Specify election start and end time

– Provide custom voter instructions or use default text provided as the election introduction

– Provide contact email address in case voters have any questions

– Add positions and associated candidates (write-in option is available and recommended)

– Auto-load a voter list. Please note there is an option available to retrieve voter list from SAMIEEE database using pre-defined query.

– Save and activate the ballot


High level process for running elections after ballot is activated

–       Contact voters via email directly from the Voting tool to announce the election. As election manager, compose the email content and Voting will email the voters.
Please note that the tool will not email those voters who requested IEEE not to contact them via e-mail. Those voters will need to be informed of the election via other means, such as paper mail.

–       Monitor voter participation rate and adjust election end date if necessary

–       Print paper version of the ballot if requested

–       Once election is over, view and certify the results. If necessary, update the results based on the votes received offline (for example paper ballots).

–       Report results to IEEE headquarters using vTools.Officer Reporting.


Requirements and limitations

–       Security model automatically allows use of the tool by any volunteer who appears on the section roster including section, sub-section, chapter, and affinity group officers. 

–       Only one volunteer has access to manage the election. This is aimed at maintaining the integrity of the election.

–       vTools.Voting does not currently provide functionality to support nominations process.