Email Announcements#

Statewide Elections#

Two weeks before the room opens, a notice is sent to EI-ISAC primary contacts in the state(s) holding an election. The sitroom announcement is sent 1-3 business days before the election.

Two Weeks Out#

Email the primary contacts in the state(s) having an election requesting any updates to approved sitroom contacts. This email serves both as a reminder that a sitroom is coming up, and an opportunity for account primaries to update personnel. Use the below template as a basis for the email:

Approved Contacts Email

Good Morning!

If you receive this email, you are marked as a primary contact on your EI-ISAC account. You can approve individuals to enter the Situational Awareness Room we are hosting for the upcoming <DATE> election.

The Situational Awareness Room is an online platform designed to facilitate information sharing and reporting of incidents between offices that hold elections. Please review the attached sheet for further details.

You, any Primaries on your account, and anyone with Level 2 access on your account are already approved for entry. If you plan to participate in this room and have any additional staff you would like to add, please provide us with a list of who you would like approved for entry and added to your account by <DATE>. You can also request a list of who we already have marked as approved for access on your account to verify the information is accurate.

If you have any questions, please do not hesitate to reach out!

A copy of the EI-ISAC sitroom one-pager is also attached to the email.

1-3 Business Days Out#

Email the finalized list of approved contacts (click here for instructions on pulling contacts) containing the room link, password, and additional information about the room. Use the below template as a basis for the email:

Sitroom Announcement Email

The Election Situational Awareness Room will be open to election offices in <STATE(s)> for the duration of the <DATE> election.

The room provides a centralized information-sharing platform for the elections community and federal partners regarding cybersecurity threats to election infrastructure. Invitations to the room are limited to EI-ISAC members in states holding an election that day and federal partners with an election-specific AOR.

  • Access to the room: https://share.dhs.gov/cybersitaware, beginning on March 7 at 8:00am ET. (Room password - March7election )

    • EI-ISAC members are encouraged to log in to the room using their HSIN username and password. If you do not have a HSIN account, you can obtain one by contacting elections@cisecurity.org. Individuals without a HSIN account may also use the “Guest” function to enter the room.

    • Please note that for both forms of entry, you must enter the room password March7election (no spaces) to be allowed in.

  • Once you enter the room, format your name as follows on the Attendee List: <Your State> <Your Election Office> <Full Name>.

    • Changes can be made under the Attendee List drop-down menu by selecting “Edit My Info.”

    • If you do not provide an affiliation or do not meet the criteria for entry, you will be removed from the room.

Questions, concerns, and suggestions can be directed to elections@cisecurity.org.

For any technical questions related to your HSIN account, or help logging into your HSIN account, contact the HSIN Help Desk, which is available 24/7.

Even-Year General Elections#

A notice is sent to EI-ISAC primary contacts in the state(s) holding an election four weeks before the room opens. The sitroom announcement is sent 1-3 business days before the room opens and 1 business day before the room begins 24/7 operations.

Four Weeks Out#

Email all primary contacts in the state(s) having an election requesting any updates to approved sitroom contacts. This email serves both as a reminder that a sitroom is coming up, and an opportunity for account primaries to update personnel. Use the above template as a basis for the email.

1-3 Business Days Out From Even-Year Initial Opening#

Email the finalized list of approved contacts (click here for instructions on pulling contacts) containing the room link, password, and additional information about the room. This email outlines the room hours, emphasizing when the room switches to 24/7 operations. Use the above template as a basis for the email.

1-3 Business Days Out From Even-Year 24/7 Operations#

An additional email is sent 1 business day before the room switches to 24/7 operations. Use the above template as a basis for the email.

Odd-Year General Elections#

Three weeks before the room opens, a notice is sent to EI-ISAC primary contacts in the state(s) holding an election. The sitroom announcement is sent 1-3 business days before the election.

Three Weeks Out#

Email all primary contacts in the state(s) having an election requesting any updates to approved sitroom contacts. This email serves both as a reminder that a sitroom is coming up, and an opportunity for account primaries to update personnel. Use the above template as a basis for the email.

1-3 Business Days Out From Odd-Year Initial Opening#

Email the finalized list of approved contacts (click here for instructions on pulling contacts) containing the room link, password, and additional information about the room. This email outlines the room hours, emphasizing when the room switches to 24/7 operations. Use the above template as a basis for the email.

1-3 Business Days Out From Odd-Year 24/7 Operations#

An additional email is sent 1 business day before the room switches to 24/7 operations. Use the above template as a basis for the email.