Dutchess County BOARD OF ELECTIONS

Transcription

1 Dutchess County BOARD OF ELECTIONS ELECTION INSPECTOR HANDBOOK Marco Caviglia Democratic Commissioner Erik J. Haight Republican Commissioner 47 Cannon Street Poughkeepsie, NY (845) /40

2 TABLE OF CONTENTS Message From The Commissioners...3 Arrival at the Poll Site...4 Highlights of Election Inspector Roles...4 Opening the Polls (Summary) 4 Select a Chairperson...4 Prepare the Room for Voting...5 Records Binder.6 Procedures for Voting...7 Spoiled Ballots...8 Abandoned Ballots...9 Write-In Votes...9 Casting the Ballot...9 Providing Voter Assistance Name Change Address Change Name Not Found in Poll Book Affidavit Ballots Court Orders Challenges Emergency Ballot Procedure Poll Watchers Closing the Polls Ballot Marking Device (BMD) Intake Process VOTING MACHINE INSTRUCTIONS Opening Procedures Beginning Steps Record Seals Open Polls Machine Inspector Voting Session Roles Closing Procedures Emergency Ballots Close Polls...27 Power Down 27 Ballot Box 28 Final Steps...28 APPENDIX Voting Session Voters Using Ballot Marking Device (BMD) Ballot Review Process Voter Assistance Oath Challenge Oaths Preliminary Challenge Oath Qualification Challenge Oath New York State Voter s Bill of Rights Notice to Voters Sample Court Order Records Binder Poll Watcher Certificate Opening Transmittal Form Closing Transmittal Form Pre-Lat Form...38 Machine Inspector Opening/Closing Log Emergency Evacuation Procedures Providing Assistance to Minority Language Voters Page 2/40 2/2018

3 Erik J. Haight Commissioner Marco Caviglia Commissioner DUTCHESS COUNTY BOARD of ELECTIONS 47 Cannon Street, Poughkeepsie, New York / fax Message From The Commissioners The Dutchess County Board of Elections would like to sincerely thank you for serving as an Election Inspector. To ensure that your experience is as smooth as possible, please study the following material. It has the procedures to make a successful election day. For assistance or questions, please call Terry Horner, Democratic Training Supervisor, at (thorner@dutchessny.gov) or Amy Tanner, Republican Training Supervisor, at (atanner@dutchessny.gov). Again, on behalf of the Dutchess County Board of Elections, we thank you for your dedicated service. If at any time you need assistance at your poll site, please call us at Erik J. Haight Commissioner (R) Marco Caviglia Commissioner (D) Page 3/40 2/2018

4 Arrival at the Poll Site Dutchess County Board of Elections Inspector Handbook Inspectors must arrive at the poll site at least one half hour before the opening of the polls: 5:30 AM for a General Election and for a Primary Election. If the poll site is locked when you arrive at 5:30, please wait 5 minutes then call the BOE at One Democrat and one Republican inspector must be present before any unpacking work is performed. Highlights of Election Inspector Roles Intake Inspectors will set up tables, process voters, and explain voting day procedures. Intake Inspectors may also need to fill in for Machine Inspectors during the day. Machine Inspectors will open and close machines and monitor machine issues during the day. Machine Inspectors may also need to fill in for Intake Inspectors during the day. Assist voters by standing between the booths and the voting machines remember to allow for Voter Privacy by not being too close. Stay at least 5 feet from scanner. Greet voters at entrance to voting area at poll site to direct voter to correct Election District. Note: If one of the two Machine Inspectors is late, an Intake Inspector from the other party must assist in opening the machine, which must be done in a bipartisan fashion. Note: Any Election Inspector may be asked to perform intake and machine tasks. Inspectors should rotate throughout the day. Inspectors may not refuse to help out wherever needed. Opening The Polls (Summary) 1. Unpack the Poll Bag give Machine Envelope to Machine Inspectors. 2. Select a Chairperson. 3. Prepare the Room. 4. Hang signs and place distance markers. 5. Verify ballots are correct for each Election District. 6. Complete Opening Transmittal Form. 7. Sign Attendance Sheet in Records Binder. Select a Chairperson Four inspectors (two from each major party) are assigned to each Election District at a poll site. It is important that these four inspectors work as a team to ensure that an honest and efficient election is conducted. The four inspectors must vote on which of them will be the chairperson. Along with other inspector responsibilities, the Chairperson will: 1. Allow voting to take place only when there is at least one inspector from each party present. 2. Establish the official clock to designate when the polls will open and close. 3. In a poll site with more than one Election District, ensure that at least one inspector is greeting voters with the Street Guide to direct voters to the correct Election District. 4. Make sure that all paperwork is filled out completely and accurately. 5. Verify that Affidavit Envelopes are completed and signed by voter. 6. Facilitate in arranging for meal breaks and other short breaks to make sure that at least one inspector from each party remains at the polling place. 7. Ensure that one of the inspectors returns the poll bag to the designated pickup location place in their town at the end of the night. 8. Important: Verify that your Election District received the correct ballots for your ED. Page 4/40 2/2018

5 Prepare the Room for Voting Dutchess County Board of Elections Inspector Handbook 1. Unpack Poll Bag. 2. If your poll bag contains the Machine Inspector Envelope, give it to the Machine Inspectors right away. Only one bag per site will have the Machine Inspector Envelope. 3. Place Voting Machine(s) so that the voter goes from registration table, to voting booths, to the voting machine, to the exit, in a circular pattern. Lack of electrical outlets may limit location of the machine(s). a. For voter privacy, set up voting booths so voters backs are to the wall, with space between booths or pairs of booths. b. Attach ballot marking pens to tethers in voting booths. c. Install lights in the voting booths where necessary and make sure they work. 4. Place poll books, legal pad, street guide, inspector manual, and first ballot booklet on Intake Inspectors table. (Remember--only one (1) ballot booklet on the table at a time. The rest must be kept wrapped and secured until needed.) 5. Hang/Place Vote Here and Voting Signs and Distance Markers, and other required materials. 6. Extremely Important When the Machine Inspector gives you the stack of ballot booklets, verify that the Election District number on the ballots is correct for your ED. Unwrap ballot booklets only as they are needed. Ballot Booklet will have Election District name listed on Cover Page Page 5/40 2/2018

6 The bottom right corner of the ballot lists the Election District 7. Complete Opening Transmittal Form to account for all the ballot booklets that you receive, then place form in Records Binder (see page 36). 8. Compare the Sample Ballot to the printed ballots, then hang Sample Ballot on the wall. Be sure to hang a second sample ballot to display the back if there are propositions or referenda there. Records Binder Every election district receives a separate Records Binder. Page 1 of the Records Binder is the Election Inspector Attendance Sign-In Sheet. Every inspector must sign the attendance sheet for the election district to which the inspector is assigned. Failure to sign in the correct election district risks not getting paid. (Every coordinator must sign in for every election district visited during the day.) The Records Binder also contains labeled pages for reporting the following situations: 1. Name or Address Changes 2. Challenges 3. Deceased Voters 4. Assistance Provided 5. Court Orders 6. Affidavit Ballots There is a pocket in the inside back cover where the following documents should be stored: court orders, poll watcher certificates, oaths, absentee ballots delivered to the poll site, inspector payroll paperwork (W-4s), completed transmittals, and other loose documents and notes. Page 6/40 2/2018

7 Procedures for Voting Dutchess County Board of Elections Inspector Handbook 1. No ballots may be given to voters before 6:00 am for a General Election and for a Primary Election. 2. Greet each voter and ask for name and address. 3. Find the voter s name in the poll book and confirm the address to make sure the voter has not moved. 4. Have voter sign name in poll book: a. If a voter is unable to sign or make a mark, such as an X, inspector must write UNABLE TO SIGN in the signature box. No other person can sign for the voter, regardless of relationship. b. If ID REQUIRED appears in the signature box, the voter must show acceptable ID (see Figure 1). (Consult acceptable ID list in poll bag.) If the voter shows you ID that matches the poll book, note that ID was shown. A voter who cannot produce ID must vote by Affidavit or Court Order. (See Affidavit Ballot instructions (pp ) and Court Order instructions (p. 16).) Poll Book Excerpt with ID REQUIRED notation c. If VOTING ABSENTEE appears in the signature box, that means the voter requested an absentee ballot. If the voter appears on election day, he/she must vote on the machine. 5. Two inspectors will compare/confirm signature then place their initials in the poll book next to the signature box. This step must be done by one inspector from each party no matter how busy the site is. 6. Record the ballot stub number in the poll book on the PCN line located next to the signature box. 7. Record the voter s name and ballot stub number on the Voter Log. Page 7/40 2/2018

8 8. Carefully remove ballot from book along the perforation and offer voter a privacy sleeve. A damaged ballot may not scan properly and may have to be spoiled. Do not remove any ballots from book ahead of time, as it may disrupt the ballot count and make more work for the inspectors. 9. VOTER EDUCATION IS IMPORTANT. If needed, explain to voter the process to be followed. a. The Ballot 1. It is important to fill in the oval completely with ballot marking pen provided in the booth. 2. Be careful not to make any additional marks on the ballot. If a mistake or cross out is made on the ballot, it must be surrendered at the registration table for a new ballot. No more than three ballots per voter may be issued. 3. Look at both sides of the general election ballot. There may be propositions on the back. b. The Process 1. Direct the voter to a voting booth and to use the ballot marking pen provided to completely fill in the oval for each selection. 2. Once ballot is completed voter with or without the use of the privacy sleeve will proceed to the voting machine. 3. Voter can use any available voting machine. The ballot is inserted into scanner to cast the vote. It can be inserted by any of the short sides and with either side (front or back) facing up. Voter must wait until the display reads Ballot Successfully Cast. 10. At least one inspector must: a. Be stationed near the voting machine(s), close enough to hear the machine s beeping indicator and near the voting booths to offer assistance, if necessary, but not so close as to invade voter privacy. b. Periodically check the voting booths to make sure ballots are not left behind, that voting booths have appropriate Ballot Marking Pens (cap pens if left uncapped) and lights are functional. c. Periodically check the voting booths and the privacy sleeves for extraneous markings and remove any unauthorized items left in the booths. Spoiled Ballots 1. If a voter brings back a ballot and says he/she made a mistake, instruct the voter to: mark the ballot SPOILED, fold it in half, and put it in the Spoiled Ballot Envelope. This must be done by the voter, not the inspector. 2. On the Voter Log, write spoiled next to the voter s name. 3. Give the voter a new ballot only after the first ballot has been surrendered and processed as above. 4. On the next available blank line on the Voter Log rewrite the voter s name and the new ballot stub number. 5. In the poll book cross out previous ballot stub number and record new ballot stub number. 6. Remind the voter that only three (3) ballots per voter are allowed by law. 7. If the voter requires assistance, see Providing Voter Assistance (p. 12). Page 8/40 2/2018

9 Abandoned Ballots Dutchess County Board of Elections Inspector Handbook 1. An abandoned ballot is one found anywhere at the site other than in the possession of the voter. When an inspector discovers an unattended ballot, he or she should immediately summon an inspector from the other party. Call the BOE if you have any questions about whether the ballot is abandoned. 2. An abandoned ballot may be in the scanner, on the floor, in the privacy booth, or anywhere else in the room. 3. If an abandoned ballot is found in or on a voting machine, a bipartisan team of election inspectors must cast it by feeding it into the scanner, without examining it. Any error messages except ambiguous mark must be ignored, and the ballot cast. An ambiguous mark ballot must be processed as in number If an abandoned ballot is found anywhere else in the poll site, a bipartisan team of election inspectors must place it in an Abandoned Ballot Envelope. A description of where and when the abandoned ballot was found should be written on the envelope and initialed by the inspectors. Write-In Votes The bottom row of the ballot contains a box marked write in for each contest on the ballot. A write-in vote is valid only if it is in the write-in box, and only if the name written in is not elsewhere on the ballot. The voting machine records that a write-in vote has been cast, although it does not tally the write-in votes for individual candidates. The ballot will be deposited into the Write-In section of the ballot box. When closing the polls, the Machine Inspectors team will: Count the number of Write-Ins. Record that number on Write-In Envelope. Place Write-In ballots in Write-in Envelope. Seal and initial Write-In envelope. Place envelope in Blue Portable Ballot Case. Trouble Shooting Write-in Scans If a ballot jams, the bipartisan team of machine Inspectors should look at the LCD screen to determine if the ballot was counted. If it was not counted, they should pull it out of the scanner and rescan it. If the screen says that the ballot was counted, press the Cleared button. If the message remains, the inspectors should open the ballot box door and carefully pull the ballot from the scanner and drop it into the ballot box. They should lock and reseal the ballot box door and record the new seal number on the Opening/Closing Log. (If there is an excess number of write in ballots during the day, it may be necessary to clear the write-in bin in the body of the machine to allow additional ballots to drop into the bin and not get hung up in the scanner. The ballots cleared from the bin should be collected and placed in a labeled and initialed envelope which should then be placed next to the blue portable ballot case located in the larger cavity of the machine. Cleared ballots should always be laid on the long side to provide clearance for additional ballots coming through the write-in chute.) Casting the Ballot 1. The voter inserts the ballot into the scanner. The voter must wait to observe the LCD screen display Ballot Successfully Cast. Once this message appears, the voting session is over and no further action is required. Page 9/40 2/2018

10 2. The machine will beep and a warning will be displayed on the LCD screen if the ballot has an Overvote, a Cross Endorsement, an Ambiguous Mark, or it is a Blank Ballot. Never take a ballot from the voter. The Voter must insert the ballot into the voting machine. (Overvote screens) a. An overvote occurs when too many candidates ovals have been filled in for a particular contest. When an overvote is detected, the LCD will indicate the voter s options after next page is pressed: The voter can press CAST or RETURN on the scanner. CAST will scan the ballot as is, which will cancel the votes in the overvoted contest(s). All other votes on the ballot will be counted. RETURN will eject the ballot and return it to the voter. To correct the overvote, the returned ballot must be turned in, marked spoiled, and a new ballot issued. See Spoiled Ballots (p. 8). (Cross Endorsement screens) Page 10/40 2/2018

11 b. A cross endorsement occurs when more than one party oval has been filled in for a candidate in a contest. When a cross endorsement is detected, the machine will indicate that there is a cross endorsement of at least one candidate. The LCD will indicate the voter s options after next page is pressed: The voter can press CAST or RETURN on the scanner. CAST will scan the ballot, but will push up the duplicate vote(s) to the highest-listed party line on the ballot. RETURN will eject the ballot and return it to the voter. To correct the cross endorsement, the returned ballot must be turned in, marked spoiled, and a new ballot issued. See Spoiled Ballots (p. 8). (Ambiguous Mark screens) c. An ambiguous mark refers to an oval inadequately filled in. Pressing the More prompt on the LCD will show the voter which contest(s) have ambiguous marks. The ballot will automatically be returned to voter, who should be directed to return to a privacy booth and correct any vote selections where the oval is not completely filled in. In the alternative, the voter can choose to spoil the ballot and get a new one. It is the voter s decision. After the voter has corrected the ballot, it should be reinserted in the scanner using a different orientation. If the ballot continues to prompt an ambiguous mark message, the voter must complete a new ballot. The flawed ballot must be processed as spoiled. See Spoiled Ballots (p. 8). (Blank Ballot Screen) Page 11/40 2/2018

12 d. Blank ballot means that the scanner detected no marks in any oval. The voter has the option of casting the ballot or having it returned. The voter should press RETURN to retrieve the ballot or CAST to have it scanned as is. If the voter does not wish to cast a blank ballot the inspector should suggest that the ballot be carefully reviewed in the privacy booth and be remarked or better marked. The voter should be instructed to follow the directions found in the privacy booth to fill out choices correctly, then return to recast the ballot. If the voter decides to cast a blank ballot, no votes will be counted in any contest. If the voter decides to vote the ballot as is, the voter should reinsert the ballot into the scanner and press CAST when the blank ballot warning is repeated. IMPROPER FILLING OF THE OVAL IS THE MOST COMMON CAUSE OF SCANNING ERRORS. 3. Before the ballot is fed into the scanner, the voter may ask to view the ballot on the LCD screen by asking an inspector for assistance. The Machine Inspector will then activate the review feature. See Ballot Review Process (p. 30). Never take a ballot from the voter. The Voter must insert the ballot into the voting machine. Providing Voter Assistance Any voter that requires assistance when voting may receive help from a bipartisan team of Election Inspectors or from any other person except the voter s employer or union agent. 1. Have the voter state he or she requires assistance. 2. If help is requested from inspectors, one inspector from each party must assist. 3. If the voter requests help from someone other than inspectors, administer the Voter Assistance Oath to the person who will assist (p. 30). 4. On the Voter Assistance page in the Records Binder, enter the name of the voter being assisted, the name and address of the person providing the assistance, and the relationship to the voter. 5. When inspectors assist, both should be identified in the Records Binder. Name Change A voter whose name has changed since the last time he or she voted or registered may vote on the machine without re-registering. 1. Verify that the voter has not moved, so that the Election District is still correct. 2. Have the voter sign the former name, as it appears in the poll book, above the signature printed in the poll book. Then have the voter sign the new name in the signature box (see Poll Book excerpt, p. 13). 3. Record the name change in the Name or Address Change page of the Records Binder. Page 12/40 2/2018

13 Poll Book Name Change Address Change When a voter says he or she has moved, use the Street Guide to determine what Election District the new address is in. If the new address is in the same Election District, and the voter s name is in the poll book, the voter may vote on the voting machine. Record the address change on the Name and Address Change page of the Records Binder. If the Street Guide shows that the new address is in a different Election District at the same poll site, send the voter to the correct table. If the voter s new Election District is at different poll site, write down the new Election District number, and the name and address of the new poll site, and give it to the voter. If the voter needs directions that you can t give, suggest he or she call the BOE at A voter must vote in the Election District where he or she currently lives. No voter may vote in the wrong Election District just because his or her name is in the poll book there, or because it is more convenient than the new polling place. Street Guide Name Not Found in Poll Book If a voter s name cannot be found in the poll book: 1. Have the voter spell his or her name, then recheck the poll book. Have another inspector check the poll book. Check all the poll books at the poll site; sometimes voters and inspectors get confused Page 13/40 2/2018

14 about the correct Election District, especially if opposite sides of the street are in different Election Districts. 2. Check the Street Guide to make sure the voter is in the correct Election District. 3. If the Street Guide indicates the voter is at the: Incorrect Election District a. Tell the voter he or she must vote at the correct poll site and Election District. b. Direct the voter to the correct Election District table if at the same poll site. c. If correct Election District is at a different poll site, write down the new Election District number, and the name and address of the new poll site, and give it to the voter. If the voter needs directions that you can t give, suggest he or she call the BOE at Correct Election District Give voter the NOTICE TO VOTER form (p. 33), which will outline the two methods of voting: Affidavit Ballots 1. Affidavit Ballot (see below). 2. Court Order (see Court Orders, p. 16). Which method to use is up to the voter. If the voter s name is not in the poll book, the voter cannot vote on the machine. First check the street guide to make sure the voter is in the correct Election District. Call the BOE at to verify registration, election district, and poll site. Once you have determined that voter is at correct Election District, follow the Affidavit Ballot procedure: 1. Give the voter the folded Affidavit Ballot for the correct Election District. NEVER GIVE THE VOTER A MACHINE BALLOT. 2. Have the voter complete the Affidavit Envelope, including all necessary information and signature. Incomplete information may prevent the ballot from being counted. 3. Give the same voter education (see p. 7) as for a machine ballot: The oval must be completely filled in for each candidate the voter chooses. Do not cross anything out or make ambiguous marks on the ballot. If voter makes a mistake, the spoiled ballot must be returned and another Affidavit Ballot requested. The voter can have a maximum of three (3) affidavit ballots. The Affidavit Ballot must be sealed into the Affidavit Envelope. 4. Direct the voter to a privacy booth and tell him or her to return to you when finished voting. 5. When the Affidavit Envelope is returned to you, review the envelope to make sure all questions have been answered, the envelope is sealed and the voter has signed in the correct place. 6. Enter the Election District information at the bottom of the envelope. 7. Enter the voter s name and address in the Affidavit section of the Records Binder. Page 14/40 2/2018

15 8. Place the sealed white Affidavit Ballot Envelope in the large manila Affidavit Envelope (see below). Be sure to complete large manila envelope with all voters names, poll site, town, ward, and Election District, and place into the poll bag at the end of the day. Page 15/40 2/2018

16 Court Orders If a voter chooses to seek a Court Order instead of completing an Affidavit Ballot, he or she must be directed to the BOE at 47 Cannon Street, Poughkeepsie. You should call the BOE at to let them know a voter is coming in. The voter will meet with a judge who will decide whether the voter will be allowed to vote by machine ballot. If the judge agrees and signs an order, the voter will also sign the order at the BOE, then take the original order back to the poll site (see p. 34). When the voter returns to the poll site, follow this procedure: 1. Remember the voter is not in the poll book, so skip that step. 2. Have voter countersign Court Order in your presence, and make sure the two signatures match. 3. Add the voter s name to the Voter Log and write Court Order next to the name. Write the Ballot Stub Number on Voter Log. Page 16/40 2/2018

17 4. Issue the voter a ballot, give voting instructions if needed, and allow the voter to scan the ballot in the same manner as all other voters. 5. Write the voter s name in the Court Order section of the Records Binder. 6. File the Court Order in the pocket of the Records Binder. Challenges A voter can be challenged at the poll site by an Inspector, Poll Watcher, or any registered voter, for several reasons: 1. The person s signature does not match the poll book signature. 2. Someone else using the same name has already signed the poll book and voted. 3. The person is believed to not reside at the address in the poll book. Procedure: 1. The challenge must be made before the ballot is issued. 2. Add the challenged voter s name to the Challenges section in the Records Binder. 3. Give the voter the Preliminary Challenge Oath (see p. 31). If the voter refuses to take the oath or answer questions, the challenge is sustained and the voter may not vote. 4. All four Inspectors for the Election District must take part in questioning the voter and listening to the answers. 5. Deciding the Challenge: a. If at least two (2) inspectors are satisfied with the voter s answers to the questions, the challenge is withdrawn and the voter may vote. The tie goes to the voter. b. If three or four Inspectors conclude that the voter is not qualified, the challenge is sustained and the voter cannot vote. c. If the voter insists that he or she is qualified to vote, administer the Qualification Oath found in the poll bag (see p. 31) to be sure that the individual understands the voting requirements and that making a knowingly false statement is perjury. The voter and inspectors must sign the Qualification Challenge Oath. The challenged voter may now vote without additional questioning. Emergency Ballot Procedure If a voting machine malfunctions, DO NOT stop the voting process. Immediately call the BOE at to explain the problem. A voting machine technician (VMT) will be dispatched to your poll site ASAP. If there is a second or third voting machine at the poll site, direct voters to those machine(s). If there is only one voting machine at the site, continue with the emergency voting process as follows: 1. A Machine Inspector will use the Silver Machine Key to open and secure the special emergency ballot box slot on the front of the voting machine. 2. Tell voters before they sign the poll book that they will not be scanning their ballots in the normal fashion but will be depositing them in the emergency ballot box on the voting machine. A Machine Inspector should be stationed to guide voters to the ballot slot rather than the scanner (while still maintaining voter privacy). 3. For newly arriving voters, the qualification process does not change. A voter s name must be in the poll book to receive a machine ballot. 4. However, ballot issuance is different. When the ballot stub number is written in the poll book, the letters EB should be written next to it. Page 17/40 2/2018

18 5. Similarly, on the Voter Log EB should be written next to the ballot stub number. 6. The instructions for ballot completion will not change. But when the voter is ready to cast the ballot, the voter should be instructed to slide the ballot into the emergency ballot box slot on the voting machine. As stated, an inspector should be standing near the voting machine to direct if needed. Remember, the inspector should be far enough away to protect the voter s privacy. Never take a ballot from the voter. The Voter must insert the ballot into the voting machine. 7. When the voting machine is functioning again, a bipartisan team of inspectors must scan the ballots in the emergency ballot box. a. If a ballot cannot be scanned because it contains an Ambiguous Mark, try rescanning it from a different direction. If the ballot cannot be scanned from any orientation, place it in the large manila envelope labeled Unscanned Emergency Ballots. This envelope must be labeled, sealed, and initialed before being placed in the blue portable ballot case at the end of the night. b. If an emergency ballot contains an overvote, cross-endorsement, or it is blank, press the CAST button. Poll Watchers In a General Election, a party committee, independent body that has candidates on the ballot, or a candidate may appoint three poll watchers per Election District. In a Primary Election, in addition to the above, two or more candidates and a political committee may appoint three poll watchers per Election District. Poll watchers must be appointed by the chair of the party, committee, or independent body, or by the candidates, in a written certificate signed by the chair of the party or independent body, or by the candidates (see p. 35). The certificate must specify the election district(s) of appointment, and must be shown to the Election Inspectors, who will collect it and file it in the Records Binder (unless it specifies other EDs). Have Poll Watcher rules out and readily available for monitoring of Poll Watchers. Poll Watchers are entitled to: 1. Be present at the poll site 15 minutes before opening and may stay until after the signing of the inspector s paperwork and the closing of the polls. 2. View the unlocking and set up of the voting machines. 3. Challenge persons whom they believe are not qualified to vote. 4. Have one watcher per party/committee or independent body or candidate team be located near the Election Inspector s table. Other watchers are not permitted to be close to the table. Poll Watchers Cannot: 1. Be a candidate for public office on the ballot at a poll site they are watching. 2. Electioneer in any manner. 3. Tamper with election materials. 4. Interfere with the election process. 5. Protest a voter challenge ruling by the Board of Inspectors. Page 18/40 2/2018

19 6. Accompany a voter to the voting booth unless the voter has specifically requested the poll watcher s help. A Poll Watcher must be registered to vote in Dutchess County. Any watcher who is not registered to vote in Dutchess County must leave the poll site, even if in possession of a Poll Watcher s Certificate. Call the BOE at if you have any questions about a Poll Watcher s legitimacy. Closing the Polls All inspectors are required to remain until all tasks are done. 1. Complete the Closing Poll Site Ballot Transmittal/Reconciliation Form, then file it in the Records Binder. 2. Machine Inspectors will give you closing result tape for each machine at poll site. These must be posted for poll watcher examination. Remember to remove tapes before leaving poll site. 3. Give ballot stubs and unused ballot books to Machine Inspectors to pack into machine. Do not pack unused ballots in the poll bag. 4. Turn off voting booth lights, remove, and pack them in poll bag. 5. Remove ballot markers from voting booths, recap if needed, and pack in poll bag. 6. Take down all posted signs and election materials and pack in poll bag. Bring in outside signs and leave them near the machine(s). 7. Machine Inspectors will bring you the Machine Inspector Envelope. Pack it in poll bag. 8. Pack remaining intake materials in poll bag and seal with the orange plastic security seal. 9. Note: The Blue Security Bag is to remain separate from the poll bag; it will be picked up separately and delivered to the BOE. 10. Clean up the voting area and leave the room neat and orderly. 11. Take poll bag to designated location. Ballot Marking Device (BMD) Intake Process If a voter asks to use the Ballot Marking Device, follow these steps. 1. Tell the Machine Inspectors (without yelling across the room) to get ready for a BMD voter. 2. Voter Log: Do not enter BMD voters in the Voter Log, as you will not be issuing a pre-printed ballot from the booklet. Start a separate BMD Voter Log on a sheet of paper from the legal pad. Number BMD voters in the order in which they come in. Instead of a ballot stub number, write the 4 digit Ballot ID number found in the lower right corner of the ballot for the ED the BMD voter lives in. (In a Primary be sure to look at the correct party s ballot for the voter.) If you cannot find the ballot ID number, call the BOE at The Ballot ID is located at bottom right corner of the ballot Page 19/40 2/2018

20 3. Poll Book: Have the voter sign the poll book if able. In the PCN blank, write the voter s number from the BMD Voter Log. 4. Direct voter to the BMD and the Machine Inspector will assist the voter from this point. Opening Procedures VOTING MACHINE INSTRUCTIONS One inspector from each party must be present to open the machines. If your Machine Inspector counterpart is late, ask an Intake Inspector from the opposite party to help and observe. Beginning Steps 1. Ensure correct voting machine(s) are present at poll site. 2. An Intake Inspector will bring you the Machine Inspector Envelope(s) which must coincide with numbers on Voting Machine from one of the Poll Bags. It will contain: Silver Machine Keys, Opening/Closing Logs, 3 envelopes for use during the day, scissors, and Ballot Marking Devices. 3. Carefully cut Plastic Seal from Optical-Scan with BMD vinyl cover to be verified with pre-lat sheet. Remove cover. 4. Carefully raise monitor and remove Styrofoam packing materials- save for closing. Swing the monitor around to face the printer. For Optical-Scan, cut seal on hard plastic scanner cover, set privacy shield in place. BMD Voting Machine Monitor privacy panel Never take the ballot from the voter Ballot marker (printer) ATI Tabulator Ballot Box Page 20/40 2/2018

21 5. Cut the Ballot Box Door Red Plastic Harpoon Seal to be verified with Pre-Lat sheet. 6. Unlock Ballot Box Door using the Silver Machine Key, (turn handle clockwise). 7. Plug machine into power outlet using extension cord if necessary. a. Optical Scan without the BMD will power on automatically when plugged in. b. BMD machines power on by pressing UPS button (located inside lower right side of Ballot Box, see diagram that follows). 8. Remove Blue Portable Ballot Case. Remove and set aside the red accessibility equipment bag with all equipment left in bag for retrieval if, needed. Remove small Blue Security Bag (picture on right). Make certain there are no voted ballots inside. If there are any ballots, STOP and immediately call the BOE. 9. LCD screen will shortly prompt for Administrative Key (Security Key) found in the Blue Security Bag: there will be a soft beeping sound. Press your Security Key on the voting machine where it says Security Key : press until it states Key Accepted. 10. LCD screen will then prompt the Enter Password screen; enter the password provided on the Pre-Lat form, then press enter on the LCD. Page 21/40 2/2018

22 11. LCD screen will then display the time and date screen. Ensure the date and times are both correct. If correct, press YES and skip to step 11. If not, press NO and follow the next step. 12. After pressing NO in the previous step, you will be prompted to change the time and date starting from Year and ending with Minute. Change the date or time by pressing the +++ (to increase) or --- (to decrease) the displayed unit of time. When the time is correct, press Done to continue to the next unit of time measurement. Once you press Done on the Set Minute screen you will continue to the next step. Page 22/40 2/2018

23 13. Extremely Important: Open the Blue Portable Ballot Case and save the plastic seal. Give the CORRECT Transmittal Form and Ballot Booklets to Inspectors setting up the voting area. Each Election District has its own set of specific Ballot Booklets. Carefully determine the correct ballots for each ED before distribution as shown below. 14. Stop & Read Ballot Booklets will have the Election District Name on the First Page. The bottom right corner of the ballot lists the Election District 14. Remove red seal from Emergency Ballot Box on front of machine and open the box. Check to make sure there is nothing in the Emergency Ballot Box, then close lock, and reseal the box noting the new seal number on the opening log form. Record Seals 1. Record Town, Poll Site & voting machine # (from shipping label on emergency ballot door) on Inspectors Opening/Closing Log. (See page 38) 2. Locate the previously cut Cover Seal as well as the red Harpoon Ballot Box Door Seal and Blue Portable Ballot Case record seal and record them onto the Opening/Closing Log. 3. Record security seal numbers on Open Polls Log section: USB Port (A); Emergency Ballot Box Door (B); Administrator (C); Poll Worker (D); Firmware on BMD only (E); Printer on BMD only (F); see images that follow Page 23/40 2/2018

24 BMD Machine Cover Seal Voting Machine Number Emergency Ballot Box - Seal B Administrator - Seal C Poll Worker - Seal D Firmware (BMD ONLY) - Seal E Thermal Printer - Seal F BMD Cover Seal Machine Number Blue Portable Ballot Case Seal A Seal B Seals C and D Seal E Seal F Page 24/40 2/2018

25 Open Polls 1. On the LCD screen, wait for Administrative Menu. When Administration Menu appears, check to make sure that Ballots Cast is 0, if not, STOP and immediately call BOE. Make sure the side indicator light is flashing green before proceeding to the next step. (Optical Scan does not have indicator lights) This light will turn green 2. Select Open Poll from Administrative Menu; then select ZERO Report. Wait! Don t hit next Select OPEN POLL Select ZERO Select No 3. When prompted if you would like more copies, select No. 4. Review the zero tape to verify a 0 count is associated with all candidates and propositions. 5. Review the zero tape to verify that each Election District at that poll site is represented on the tape. 6. Information from the zero tape is to be recorded/confirmed on the Inspector Opening Log, such as the Unit Serial Number and the Protective Counter Number. Both Machine Inspectors sign the bottom of the zero tape. 7. The Pre-Lat form is located in the Blue Security Bag. Confirm voting machine number and all Security Seal numbers you have just recorded on the Opening Log section with Seal numbers on Pre-Lat form. If any number does not match, or poll site on Pre-Lat is incorrect, STOP and immediately call the BOE. If all is correct, continue with next step. 8. Make sure the Protective Counter Number and the Unit Serial Number from the Zero Tape and the prelat Form match. The Pre-Lat form should be placed in the Records Binder. Page 25/40 2/2018

26 9. Place the opening zero tape in the Blue Security Bag. 10. NOTE: LCD screen should now read: SYSTEM READY. If not call the BOE. If the LCD reads AVS not Connected, scanner is still operational proceed as normal but call the BOE. 11. Place the fully opened Blue Portable Ballot Case in the voting machine. Close & lock the Ballot Box Door using the Silver Machine Key. 12. Reseal Ballot Box Door with a blue harpoon Plastic Seal found in the Blue Security Bag. Record the seal number on Inspector Opening Log (middle section). The Ballot Box Door stays shut and sealed at all times while polls are open and will always be attended to by a bipartisan team when needed to be opened. 13. Inspectors should sign Opening Log and Open Certification sections and place it with the Silver Machine Keys into the Machine Inspector Envelope. 14. Attach the Privacy Screen on to the LCD screen/scanner only. NOTE: Voting Machine is now ready for a Voting Session. Machine Inspector Voting Session Roles During the voting day, one Machine Inspector should monitor voters. Always maintain your distance from a ballot to protect the voter s privacy, but close enough to hear the beeping indicator on the machine. Never touch a ballot to help a voter. Follow directions in the Casting the Ballot section on pages This section discusses casting the ballot, Over-votes, Cross-Endorsements, Blank Ballot, and Ambiguous Marks. Never will any Inspector answer the LCD request for CAST or RETURN, while the voter is present in the poll site. All Intake as well as Machine Inspectors will rotate duties during the day. Use this book to help guide your work. At some point during the day you may be asked to participate in a Voter Challenge. Become familiar with this by reading the Handbook. In poll sites with multiple EDs, an inspector shall be stationed at the entrance with a street guide to help direct voters to the correct intake table. If a voting machine is not working, refer to Emergency Ballot procedure section.(see page 16) Any seals used during the Election Day should be recorded on the Opening/Closing Log. Abandoned Ballots: The abandoned ballot is an unattended ballot found anywhere other than in the possession of the voter. It may be in the scanner, on the floor or in the privacy booth. 1. When an inspector discovers an unattended ballot he or she should immediately bring it to the attention of an inspector from the other party. Such ballot shall be observed by a bipartisan team. Call the Board of Elections if you have any questions. 2. If a voter leaves an abandoned ballot in or on a voting machine without casting their ballot, a bipartisan team of election inspectors shall cause the abandoned ballot to be cast, without examining the ballot. 3. If a voter leaves their ballot in a privacy booth or any other place in the poll site and leaves the poll site without first casting the ballot in the voting machine, such abandoned ballot shall be placed in Abandoned Ballot Envelope. A description of where and when the abandoned ballot was found should be written on the envelope. A bipartisan team will verify and initial the envelope. TROUBLE SHOOTING If a ballot jams, look at the LCD screen to determine if the ballot was counted. If the ballot was not counted, the bipartisan team of Machine Inspectors shall pull it out of the scanner and rescan it. If the screen displays that the ballot was counted, press the Cleared button. If message remains, then with a bi-partisan team, open the ballot door and carefully pull ballot from scanner and drop into ballot box. Reseal the ballot box door and record the new number on the Opening/Closing Log. (If there is an Page 26/40 2/2018

27 excess amount of write in ballots during the day, it may be necessary to clear the write in area in the body of the machine to allow the ballots to drop in and not be hung up and cause a jam. If this occurs, the bipartisan team of Machine Inspectors will collect the ballots from the write in area, place the ballots in an envelope and place that envelope next to the blue portable ballot case located in the larger cavity of the machine.) See page 8 of this handbook for instructions on casting the ballot and potential error messages. Never take a ballot from the voter. Voter is to insert the ballot into the voting machine. Closing Procedures (do not rush through this procedure) Emergency Ballots 1. A bi-partisan team of Inspectors will remove Emergency Ballot Box seal, open the door and check for ballots. If any are found, scan ballots. If a ballot cannot be scanned for reason of an Overvote, Cross Endorsement vote, Blank ballot, press the cast button. If a ballot cannot be scanned for any other reason, place the ballot into the large manila envelope labeled Unscanned Emergency Ballots found in the machine envelope. Count the Unscanned Emergency Ballots and record the number on the envelope. The envelope will be sealed, then placed in the Blue Portable Ballot Case when it is opened up when closing the machine(s) (see step 13). Call the BOE with any questions. Close and reseal the Emergency Ballot Box and record seal number on opening/closing log. Close Polls 2. Use Security Key to open Administrative Menu. Select Close Polls. When prompted are you certain you wish to Close Polls select YES. 3. Message Poll is being closed will appear & tape will print. 2 copies will automatically be printed. When prompted Do you want more copies select No. One copy is given to Inspectors at any ED table to be posted for poll watchers; the other is used for recording information on Closing Log. 4. Record the following information from Closing Printout Tape onto Inspector Closing Log: Total Scanned #, Protective Counter # 5. Machine Inspectors will sign Closing Printout Tape and place in Blue Security Bag along with the security keys. Power Down 6. When LCD screen displays Administrative Menu, select Power Down. LCD screen will prompt Are you certain you wish to shut down tabulator select Yes. The screen will display Shutting Down. 7. Remove Blue Plastic Seal from Ballot Box Door. Unlock the Ballot Box Door and open. 8. Shut off machine: a. BMD machines shut off by pressing the same power-up UPS button. Hold for approximately 1 second or until you hear a beep. Make sure side indicator lights and front indicator lights are off. Unplug the machine. b. Unplugging the Optical Scan machine will automatically shut it off. *Make sure the small flashing light indicator at the front left side of the scanner has gone out before unplugging the machine.* c. Close Ballot Box Door while preparing Blue Security Bag. 9. When the voting machine is shut off carefully cut red Plastic Seal ( D ) from memory card door labeled Poll Worker. Open door and press button to remove the memory card. Put memory card in plastic case and place in Blue Security Bag. Reseal memory card door ( D ) with blue plastic seal and record seal Page 27/40 2/2018

28 number on Closing Log. Dutchess County Board of Elections Inspector Handbook 10. The Blue Security Bag should be closed with only the following items inside: a. Security Keys b. Tapes: signed Opening and Closing Tapes c. Memory Card 11. Record the white plastic seal lock number on the Opening/Closing Log. The lock is found in the Blue Security Bag. Use the seal to lock the Blue Security Bag. 12. The Blue Security Bag is now ready for pickup by Results Courier at your poll site. Ballot Box 13. Open Ballot Box Door. 14. Check to see if there are Write-in Ballots in the Write-In bin. Write-in Ballots are to be placed in the Write- In Ballot envelope. Count and record the number on the Write-In Ballot envelope. Seal, both inspectors initial across the seal and place on top of the cast ballots in the Blue Portable Ballot Case. 15. Place sealed Unscanned Emergency Ballot manila envelope on top of the ballots in the Blue Portable Ballot Case. 16. Remove Blue Portable Ballot Case that contains all Live Ballots. Make sure any ballots that didn t properly fall into Blue Portable Ballot Case are now carefully placed into the Blue Portable Ballot Case. Do not touch cast ballots in Blue Portable Ballot Case. 17. The Blue Portable Ballot Case now should include all live ballots ONLY: a. Voted Ballots b. Unscanned Emergency Ballots (in appropriate sealed envelope) c. Write-In ballots (in appropriate sealed envelope) d. *NO OTHER ITEMS BELONG IN BLUE PORTABLE BALLOT CASE.* 18. Zip the cover of the Blue Portable Ballot Case closed. Secure with Blue metal and plastic Padlock (shown below). Record the seal number on the Closing Log. Place Blue Portable Ballot Case back into the voting machine. Final Steps 19. If the BMD feature was used to mark a ballot: a. An inventory of cast/spoiled/unused ballots by the Ballot Marking Device (BMD portion of the machine) is to be written on the closing log. Record: 1) Number of ballots cast. 2) Number of spoiled ballots. 3) Number of blank unused BMD ballot sheets remaining. b. Place all the blank BMD ballot sheets inside the machine s write-in compartment. Place the BMD Spoiled Ballot Envelope into the Poll Bag to return to the BOE. Page 28/40 2/2018

29 20. Go to each Election District table and ask for all of their unused ballot booklets and stubs once they have completed their Closing Transmittal Form. Place all unused ballot booklets and stubs in the ballot box. Return the extension cord in the Write-in Bin of the ballot box. 21. Place the Red Accessibility Equipment Bag in the Write-in Bin of the Ballot Box. Place Privacy Sleeves & Screens in the Ballot Box. 22. With the Silver Machine key, lock the Ballot Box Door.(Remember to lock the OpScan Ballot Box Door) Seal it with the Blue harpoon Plastic Seal and record the seal number on the Closing Log. Place Silver Machine Keys back into Machine Inspector Envelope. 23. Pack BMD machine with Styrofoam. Carefully put monitor back into secure position atop Styrofoam. Place vinyl cover over BMD. Seal with blue plastic security seal and record seal number on closing log. 24. For the Optical-Scan machine without the BMD, secure scanner-cover with blue plastic security seal and record the seal number on the Closing Log. 25. Any Inspector involved in the machine closing procedures must sign the Closing Log and all Inspectors must sign the Closing Certification. 26. Seal the Machine Inspectors Envelope and give it to the Inspectors to be placed into the Poll Bag. It should contain: a. Silver Machine Keys b. Opening/Closing Logs c. Zip Lock Bag of unused seals, scissors and pens APPENDIX Voting Session - Voters Using Ballot Marking Device (BMD) When a voter wants to mark a ballot using the BMD machine, see the instructions below. Call the BOE ( ) for assistance. 1. Inform Machine Inspector that a voter will be using the BMD function of the voting machine 2. Voter will check in at the Intake table. The Machine Inspector will need the Ballot ID# for that voter. The Ballot ID# is a 4-digit number located on the bottom right of the ballot, next to the Town, Ward and Election District number. An Intake Inspector shall write this number down and give to Machine Inspector. Be certain the number is coming from the voter s correct Election District. 3. The ATI, cable, headphone set and monitor screen should be attached only when a voter will use the accessibility features of the BMD. When needed, see the diagram that follows. ATI with cable ATI cable into Scanner with BMD Headphones into ATI 4. Upon confirmation of correct Ballot ID#, follow these steps: Page 29/40 2/2018

30 a. Offer voter a seat and have them put the headphones on and hand them the ATI device or appropriate assisting device depending on the situation. (See image to right) They should be facing the monitor and printer. Make sure they are comfortable. b. Insert one blank ballot sheet into printer. Attach Monitor Privacy Sleeve. c. Use Security Key to open Administrative Menu and select Accessible Voting. d. You will be prompted to enter Ballot ID. Enter Ballot ID # given to you by Intake Inspector or by calling the BOE If there is only one Ballot style, the message Are you certain you want to start the Accessible Voting session with Ballot ID #### will appear. Select 'YES'. e. The instructions for the voting session will appear on the monitor and through the headphones. Voter will now be allowed privacy while marking the ballots. Watch indicator lights to see if assistance is required. f. Once the ballot is printed, the voter may insert it into the scanner using the privacy sleeve. Provide assistance if required. 5. If the voter does not want to cast the ballot printed, the ballot should immediately be marked SPOILED and placed in the BMD Spoiled Ballot Envelope. Ask the voter if they wish to start a new voting session. If so, return to step 1 in this section. 6. NOTE: Normal use of scanner should not be interrupted while a voter is using the BMD function. DO NOT stop voting. Ballot Review Process 1. Before voter inserts ballot, press Security Key into place on the optical scanner. 2. Select ballot review from the menu, then visual. 3. Insert the ballot into the scanner. The voter s selections will appear on the small LCD screen. 4. Press cast if you are satisfied, return if you want to redo your ballot. Voter Assistance Oath Person other than Inspector Providing Assistance Oath: This oath is for a person, other than an Inspector, who assists an individual in voting. This must be taken before the person rendering assistance enters the voting booth. The Inspector will ask that person to swear or affirm that he or she: Do you solemnly swear or affirm that you will not in any manner request, or seek to persuade or induce the voter to vote any particular ticket or for any particular candidate, and that you will not make or keep any memorandum or entry of anything occurring in the voting booth, and that you will not, directly or indirectly, reveal to any person the name of any candidate or proposal voted for by the voter, or which ticket he or she had voted, or anything occurring within the voting booth, except when required pursuant to law to give testimony as to such a matter in a judicial proceeding? If the person answers yes, then he or she can assist the voter. (Election Law 8-306(5)) Page 30/40 2/2018

31 Challenge Oaths Preliminary Challenge Oath An individual who has been challenged and is about to be questioned by the Board of Inspectors as to his/her voting qualifications, must take this oath: You do solemnly swear (or affirm) that you will make true answers to such questions as may be put to you concerning your qualifications as a voter. (Election Law 8-504(1)) Qualification Challenge Oath Administer this oath for an individual who has been challenged and has responded to questions from the Board of Inspectors as to his/her voting qualification: You do swear (or affirm) that you are eighteen years of age, that you are a citizen of the United States and that you have been a resident of this state, and of this county for thirty days next preceding this election, that you reside at the same address at which you have been duly registered in this election district, that you have not voted in this election, and that you do not know of any other reason why you are not qualified to vote at this election. You further declare that you are aware that it is a crime to make any false statements. That all the statements you have made to the Board have been true and that you understand that a false statement is perjury and you will be guilty of a misdemeanor. (Election Law 8-504(3)) Page 31/40 2/2018

32 New York State Voter s Bill of Rights Page 32/40 2/2018

33 Notice to Voters (Use when voter s name is not in the poll book and is at the correct ED) Page 33/40 2/2018

34 Sample Court Order Dutchess County Board of Elections Inspector Handbook Page 34/40 2/2018

35 Records Binder Contents: 1. Pages to document the following: a. Name and address changes b. Challenges c. Deceased voters d. Assistance provided e. Court orders f. Affidavit ballots g. Additional space for above items and notes 2. Inspector Election District attendance sheet 3. Pockets: Insert the following documents into the pockets a. Opening and closing transmittals b. Court orders c. Poll watcher certificates d. Challenge oaths e. Pre Lat form Poll Watcher Certificate Page 35/40 2/2018

36 Opening Transmittal Form Place check marks here Page 36/40 2/2018

37 Closing Transmittal Form Dutchess County Board of Elections Inspector Handbook Page 37/40 2/2018

38 Dutchess County Board of Elections - Election (Date) Town: Poll Site: Pre-LAT - DC BOE Installed Seals Seal Numbers Machine #: This Section for BOE warehouse staff BMD or Scanner Cover Ballots correct REP DEM Ballot Box Door Protective counter Portable Ballot Case Inventory: Privacy Sleeves A - USB Port Privacy Screen Ext cord B - Emergency Box Accessibility Equip Thermal Tape C - Administrator Seal BMD Printer Empty D - Poll Worker E - Firmware (BMD only) F - Printer (BMD only) Print Name (REP) Print Name (DEM) Unit Serial # Passcode Protective Counter Date: DC BOE Staff Print Name DC BOE Staff Print Name DC BOE Staff Sign Name DC BOE Staff Sign Name Page 38/40 2/2018

39 Machine Inspector Opening/Closing Log Page 39/40 2/2018