Changing a Judge's eBallot Status
The eBallot Status tool lets you mark a judge's eBallot as accepted or result recorded, or undo either one. Use it when a judge's eBallot status doesn't match what actually happened, for example when a judge handed in a paper ballot or a ballot was marked recorded by mistake. It's one of the advanced pair/section tools.
What the two statuses mean
- Accepted means the judge has opened their eBallot link. It's like picking up a paper ballot from the ballot table. FTN marks it the first time the judge opens the link.
- Result Recorded means the ballot is turned in. FTN marks it when the judge submits their eBallot. After that, the judge's link shows Thanks! The results for this ballot have been recorded. and they can't submit their results again.
When you save results under Admin > Tab > Record Ballots, FTN usually marks the judge's eBallot accepted and result recorded for you. World Schools ballots are the exception. Saving one there doesn't change the eBallot.
When to use it
- A judge turned in a paper ballot. After you enter the results, check the judge's eBallot here. If it isn't marked Result Recorded, tick it so the judge can't also submit results from their link.
- A judge needs to fix their ballot. If a judge submitted the wrong winner or wrong ranks, untick Result Recorded. The judge can open their link and submit again, and their new submission replaces their earlier results.
- A ballot was marked recorded by mistake. For example, a judge says their link shows their results were already recorded, but they never submitted. This can happen when someone saves that ballot on Record Ballots first. Untick Result Recorded so the judge can submit.
- Accepted is wrong. Tick Accepted if a judge told you in person they have their ballot. Untick it if someone else opened the judge's link.
Where to find it
Go to Admin > Pair/Section > Advanced and click Set eBallot Status.
Step 1: Find the ballot
Under Ballot code or eBallot link, enter the ballot code or paste the judge's eBallot link. Then click Find eBallots.
- The ballot code is the number in front of each judge's name on the eBallot Status report under Admin > Pair/Section > Reports.
- If you paste a link, FTN finds the ballot it belongs to.
FTN shows the ballot's event, schedule block and section, plus a box with the current status of each judge on that ballot who has an eBallot. All judges on the panel are listed, even if you pasted one judge's link.
If nothing matches, FTN says No eBallots were found. Only this tournament's eBallots are found, and only after eBallots have been sent for that round. Judges on paper ballots don't appear.
Click View eBallot to open a judge's eBallot in a new tab. Opening it from here doesn't mark it accepted.
Step 2: Set the status and save
In the judge's box, tick or untick Accepted and Result Recorded, then click Save in that same box. Each judge is saved on their own.
- To close the eBallot: tick both boxes.
- To let the judge submit again: untick Result Recorded and leave Accepted ticked.
- To show the ballot as not picked up: untick both boxes.
Result Recorded needs Accepted ticked too. If you tick only Result Recorded, FTN shows An eBallot marked result recorded must also be marked accepted. and nothing is saved.
Step 3: Check the result
The page reloads with a green eBallot status updated for Sarina Wang - Example University. message, and the judge's box shows the new status. If you clicked Save without changing anything, you'll see No changes were made to the eBallot for that judge instead.
What the judge sees
| Status | When the judge opens their link |
|---|---|
| Not accepted | They see the Ballot Accepted! page, and the eBallot is marked accepted again. |
| Accepted only | Their ballot opens, ready to fill in and submit. |
| Accepted and Result Recorded | They see the results-recorded page and can't submit their results again. |
FTN doesn't send the judge a new text or email when you change the status. If you reopen a ballot, tell the judge to use the same link they already have.
What FTN changes (and what it doesn't)
- Only the eBallot status changes. Results, feedback, pairings and judge assignments stay as they are. If you reopen a ballot and the judge never resubmits, their earlier results stay in place.
- eBallot Status report: the judge moves to No Response, Accepted - no results recorded or Results Recorded to match.
- Ballot Turn In report: a ballot marked recorded shows as turned in at the time you saved. One you reopen shows Not turned in.
- Missing Ballots doesn't change. Admin > Tab > Missing Ballots looks at whether results have been entered, not at the eBallot status. Marking an eBallot recorded doesn't take it off that list. To clear a missing ballot, enter the results under Admin > Tab > Record Ballots.
- Async debate packets change together. In async debate elimination rounds, a judge's matchups are one packet. The judge's box says, for example, Changes apply to all 3 matchups in this judge's packet. Saving updates every matchup in the packet.
- Judges only. The tool doesn't change a Congress parliamentarian's eBallot.
Safeguards and undoing a change
- No overwriting a fresh submission. If the status changed after you loaded the page, for example because the judge submitted while you were looking, nothing is saved. You'll see a message that the judge's eBallot changed after you loaded this page. Check the current status and save again if it still needs to change.
- Every change is logged. Each saved change appears under Admin > Pair/Section > Audit Log as Eballot Status Updated, with who made it and the new status. For example: Updated eBallot status for ballot code 1142 (Sarina Wang - Example University): accepted yes, result recorded yes.
- To undo a change, find the ballot again and set the boxes back the way they were.
For more on how eBallots work, see the Tournament Director eBallot Guide, the Judges eBallot Guide and Printing Paper Ballots or Sending eBallots.