Buncombe County Election Official Guide

Transcription

1 On Election Night, Return this Manual in the Rolling Ballot Case A step by step guide to your Election Day duties and responsibilities. Buncombe County Election Official Guide Buncombe County Election Services

2 1

3 Election Day Phone Numbers EMERGENCY: 911 Black Box Cable Lock Combination 4200 iphone Code 4200 DS200 counts: 10am, 2pm & 4pm (Leave Precinct number and count on the message line if calling from landline.) IT Help Desk (Laptop, Log-in & Printer Problems) To submit DS200 numbers, use App provided on your issued iphone. Landline users must call Supplies DS200 / AutoMark Issues Election Day Worker Issues OVRD/Voter Registration Transfers Provisional Questions Absentee Questions Board of Elections Front Desk See Emergency Manual for Additional Numbers 2

4 3

5 Special Notes for this Election NOTE: THE NOVEMBER 6 TH GENERAL ELECTION. Do not accept absentee ballots on Election Day. They must be mailed to our office or hand delivered by the voter or the voter s near relative. 30 Day Rule for address changes is October 7 th. 4

6 5

7 Contents Election Day Phone Numbers... 2 Special Notes for this Election... 4 Week Before the Election... 9 Chief Judge Supply Pick Up: Sunday or Monday Before the Election... 9 Monday Night Set up (Refer to Supply List for Location of Supplies) Check In Station Ballot Table Help Desk Voting Area Laptop & Printer Set up Guide Laptop & OVRD Login Procedures OVRD EMERGENCY MENU Tuesday Morning Before Polls Open Access to the Voting Enclosure Media at the Precincts Media Guidelines for Polling Places Electioneering & Voter Assistance OVRD: The Icons and their Meanings OVRD Tips & Tricks Check In Station Walk-Through Check In Station Scenarios: Name & Address Changes Check In Station Scenarios: What to Do If Help Desk Walk-Through: Curbside Voting Help Desk Walk-Through: Provisional Voting Challenges Ballot Pick Up (Table) Walk-Through Verified Ballot Transaction (VBT): Instruction Guide Ballot Pick up (Table) Scenarios: What to Do If Ballot Reminders Voting Area Walk-Through Voting Area Scenarios: What to Do If:

8 Closing the Polls Chief Judge Supply Return GLOSSARY & INDEX ELECTION TERMS GLOSSARY: ACRONYMS Equipment Terms Forms & Documents Election Officials Chief Judge: Duties & Responsibilities Party Judge: Duties & Responsibilities Assistant / Student Assistant: Duties & Responsibilities

9 Before Election Day 8

10 Week Before the Election Chief Judge arranges access to the polling place (see back cover of Judge Manual). Chief Judge calls Party Judges & any assistants regarding details on Monday Set up and Election Day. Chief Judge and Party Judges review Judge Manual. Chief Judge schedules an appointment to pick up your Election Day supplies. Chief Judge Supply Pick Up: Sunday or Monday Before the Election Pick up at designated site: o Exterior signs o Ballots o Rolling Ballot Case o Cell phones o Keys to DS200, AutoMark & ballot box o Green portfolio o Computer bins Sign Election Inventory & Accounting Journal attesting to what items you have picked up. For example, if you pick up 800 ballots, your EIAJ will look like the example below. NOTE: 1 Pack = 4 pads. 1 Pad = 25 ballots 9

11 Monday Night Set up (Refer to Supply List for Location of Supplies) Complete Emergency Manual including the Emergency Contact form & assigning tasks. Post Interior Signs. Position Informational Totem near entrance. Sample Ballot Table: o Table placed by entrance. o Yellow Sample Ballots Check for accuracy that samples match ballot styles on EIAJ (Election Inventory & Accounting Journal). Check In Station o Table placed near entrance but not right at the door. Leave room for a line to form inside the voting enclosure in case of inclement weather. o Laptop and Printer from same bin set up & charging/plugged in. o Log into OVRD and perform a test print. o Station Guide. o Cell Phone (charging) & phone list. o Check In Station sign. o Voter Alert sign. o One Voter at a Time sign. o Disability sign. o 3-hole Printer paper. o Cancelled ATV Log Sheet. o Transfer Log Sheet. o Change of Name/Address Sleeve. o Pens & scratch paper. Ballot Table o VBT Scanner (if required) plugged in and charging. o ATV Notebooks for Opening, 10, 2 & 4 if applicable (Even years) o ATV Number Stickers o Supply Table placed behind ballot table for Ballot trays (if available due to more than one ballot style). Ballots (Tuesday morning Do NOT leave overnight) Check that styles match those on the EIAJ. Black Ballot Box for Provisionals. 10

12 Help Desk o Table. o Laptop and Printer from same bin set up & charging/plugged in. o 3-hole Printer paper. o Log into OVRD and perform a test print. o Station Guide. o Cell Phone (charging) & phone lists. o Help Desk Station sign. o Voter Alert sign. o One Voter at a Time sign. o Disability sign. o Provisional envelopes. o Table top privacy booth. o Curbside Log Sheet, Cancelled ATV Log Sheet & Transfer Log Sheet. o Change of Name/Address Sleeve. Voting Area (Bike lock code for the black supply box is 4200) o Place the stand-alone voting booths. o Place Franklin Voting Booth. o Machine Transport Cart in position and charging (Do NOT turn on until Tuesday a.m.) Open front ballot door on DS200 Empty contents of blue ballot box inside. Ensure blue ballot box lids are open after placing back inside DS200 bin so ballots will fall inside it for collection. Close ballot door on DS200 so ballot bin is secure. Open emergency bin to ensure it s empty. Close front ballot door and emergency bin and place security seals on both doors. o AutoMark turned on & positioned for privacy. o Voting Area sign. o No Cell Phone Usage sign. o Black Ink Pens in voting booths o I Voted! stickers at the DS

13 Laptop & Printer Set up Guide Connect your computers and printers and plug into a power source as shown in the diagram below. 12

14 Laptop & OVRD Login Procedures Turn on your laptops and printers and log in with the site s login information you received at supply pick up. The login information is in the green portfolio. Verify that each computer is assigned to the proper precinct. For example, when you log in to the OVRD program, you ll see a message giving the precinct name and site name as pictured below. Click OK. o If the laptop is not assigned to the proper precinct, call the BOE immediately. Next go to the FILE tab. Click on OPTIONS. Click TEST PRINT After a successful test print, log out of the OVRD program. o NOTE: If you don t close the OVRD program Monday night, the software will not recognize the day change. When you log in Tuesday morning, Election Day, it will give you an error message. 13

15 OVRD EMERGENCY MENU Don t panic.grab the phone and call We will attempt to fix the issue over the phone with you. If we CANNOT, we will then come out to your precinct and fix the problem onsite. During this time YOU MUST log all voter transactions on the OVRD Emergency Log (OEL). BE SURE TO ENTER ALL THE DATA INTO THE LOG (we will help you). THE PRINTER(S) STOP WORKING: 1. If only one printer is not working, you can route voters to the working station. If all printers are not working, follow the steps below: a. Get the cell phone and call the IT Help Desk at Have the Help Desk transfer you to Election Services on instructions for accessing the Printer Failure Kit. b. Continue to lookup voters on the laptop and vote them using the OVRD procedures. c. Since no ATV (Authorization to Vote) form is being printed, you must manually complete the ATV using the information on the OVRD screen (VRN, Name, Address and Ballot style). d. LOG all necessary information on the OVRD Emergency Log sheet. e. Voter must sign the ATV and will vote as normal. When BOE arrives we will fix the printer and then print ATVs for all the names on the OEL. These printed ATVs will be placed with the manually completed ones in the poll book. THE LAPTOP(S) STOP WORKING: 1. If only one laptop is not working, you can route voters to the working station. If all laptops are not working, follow the steps below: a. Get the cell phone and call the IT Help Desk at Have the Help Desk transfer you to Election Services on instructions for accessing the Printer Failure Kit. b. After reporting issue to help desk, have them transfer you to 4208, or call directly c. As voters come up to the table you will verify their information with the BOE person on the phone. d. The BOE will report back to you their name and address, enter this information on the OEL sheet. Be sure to record their name, current address and DOB. e. The BOE will report back to you their VRN and ballot style. Record this information on the OEL. f. Handwrite the ATV for the voter with VRN, Name, Address and ballot style. Voter signs ATV and votes as normal. g. When BOE arrives we will fix the laptop and then print ATVs for all names on the OEL. h. These printed ATVs will be placed with the manually completed ones in the poll book. 14

16 Tuesday Morning Before Polls Open MORNING PAPERWORK/HOUSEKEEPING ITEMS Call Election Services if you will not be able to open by 6:30 a.m. due to unforeseen circumstances. Call Election Services if any precinct official does not show up at 6 a.m. Election Inventory & Accounting Journal reviewed and signed by Chief Judge and Two Party Judges. Oath given and signed by all Workers/Judges. Payroll Sheets signed. Review everyone s duties/tasks and make sure everyone is well equipped and understands their roles. Ballots in Ballot Trays if more than one Ballot style. Computers On/OVRD up and running. DS200 ON & READY TO VOTE Raise the screen to power on the DS200. Press Open Polls on the touch screen. Chief Judge and Party Judges verify the number of ballots picked up matches the number on the EIAJ. Zero Tape prints. Check for correct precinct, date & time and of course that all contests show Zero. Zero tape signed by Chief Judge and two Party Judges. Place signed Zero Tape in the red bag for return to BOE. INSIDE/OUTSIDE SIGNS & MORE Outside Vote Here Signs & Voter Parking signs. Mark No Electioneering buffer zone 50 ft. from the entrance of the voting place using the tape or string provided in your supplies. Curbside bell set up. At 6:30 a.m., announce outside The Polls are now open from 6:30 a.m. until 7:30 p.m.! 15

17 ELECTION: PRECINCT: All Judges and Assistants must take the Oath and sign below. Election Oath I do solemnly swear (or affirm) that I will support the Constitution of the United States; that I will be faithful and bear true allegiance to the State of North Carolina, and to the constitutional powers and authorities which are or may be established for the government thereof; that I will endeavor to support, maintain and defend the Constitution of said State not inconsistent with the Constitution of the United States; that I will administer the duties of my office as Chief Judge of (Judge of election in) (Assistant in) precinct, Buncombe County, without fear or favor; that I will not in any manner request or seek to persuade or induce any voter to vote for or against any particular candidate or proposition; and that I will not keep or make any memorandum of anything occurring within a voting booth, unless I am called upon to testify in a judicial proceeding for a violation of the election laws of this State; so help me God. 16

18 17

19 During Election Day 18

20 Access to the Voting Enclosure In addition to Election Judges, assistants, and voters in the act of voting, specific individuals are allowed inside the voting enclosure while the polls are open. These individuals must not disrupt or interfere in the election process. The Chief Judge is responsible for ensuring that only authorized persons are inside the voting enclosure. County Elections Employees Election employees are allowed inside the polling place. These individuals may check or repair equipment, assist Election Judges as needed, and observe polling place procedures. Regional Coordinators and Rovers These individuals may be present to check or repair equipment and assist Election Judges as needed. Do not hesitate to ask for credentials if you don t recognize them. Observers/Runners The chair of each political party may appoint two observers to be present in each polling place. They may also appoint 10 at-large observers who may attend any precinct in the county. Unaffiliated candidates may also appoint two observers to be present in each polling place in which their name appears on the ballot. Candidates may not serve as observers. Voter Assistance People authorized to assist a voter may be present while in the process of providing assistance. Voter Challengers Voters entitled to challenge other voters may be present in the voting enclosure while entering or explaining a challenge. The challenger must leave the voting enclosure as soon as the challenge is entered. Law Enforcement Officials These individuals may accompany Election Judges or assistants who are transporting ballots or voting supplies. They may also be called by a Chief Judge or Judge to maintain order. Media Members of the news media (reporters and photographers) are allowed to enter polling places to take panoramic photographs or videos of the voting place, but are not permitted to record identifiable voters in the process of voting. Members of the media must identify themselves to the Chief Judge upon entering the polling place. 19

21 Media at the Precincts NC General Statute limits activity within the electioneering buffer zone that may hinder access, harass others These 50 foot buffer zones are marked at polling locations and apply to the media. NC G.S limits media access in the voting enclosure as follows: Photographing Voters Prohibited No person shall photograph, videotape, or otherwise record the image of any voter within the voting enclosure, except with the permission of both the voter and the chief judge of the precinct. If the voter is a candidate, only the permission of the voter is required. This subsection does not apply to cameras used as a regular part of the security of the facility that is a voting place or one-stop site. Media Guidelines for Polling Places Members of the media have a First Amendment right to report on matters of public interest, including elections. Members of the media, if they enter the buffer zone or voting enclosure, should identify themselves to the Chief Judge. Members of the media must conduct media polls and interviews outside the buffer zone. Precinct Officials may state to the media the number of persons who have voted, but no opinions should be given as to the effect of such voting numbers. With the cooperation of election officials, members of the media may take a panoramic photograph or video of the voting place but are not permitted to use a zoom lens that could show the individual voter in the process of voting. Members of the media should be positioned so that they will not interfere, obstruct, or disrupt the voting process. They are not allowed inside the enclosure unless they are there to vote or otherwise invited in by election officials. After the polls close the media and public are allowed inside the enclosure, but may not hinder the operations of the election officials. Members of the media should be treated with respect. Election officials are to report problems with media personnel to the Board of Elections office. If issues arise at precincts, we encourage the media to share their concerns with the precinct Chief Judge. If concerns persist, the media should contact the Board of Elections office. 20

22 Electioneering & Voter Assistance What is Electioneering? Any person or group seeking to influence voters by: Distributing campaign information by hand or voice Displaying campaign signs Wearing campaign T-shirts, hats, pins, buttons while loitering or congregating Enforcement: Between 6:30 a.m. and 7:30 p.m., Election Officials should enforce the electioneering buffer zone by: Keeping the buffer free of campaigners and campaign signs. Clearing voting area of campaign materials left behind by voters. Providing a trash can in the voting enclosure in which voters may discard campaign items if they choose to. As an election official, do not wear clothing, pins, etc. that display a preference for a candidate or political party. You must remain impartial at all times. For voters, the following are not considered examples of electioneering when worn or carried while in line to vote or while in the act of voting: Campaign hats Campaign pins Campaign T-shirts Campaign literature Who May Assist a Voter? A voter may receive assistance from any person of their choice, except an employer or union agent. They may ask one of the precinct election officials to assist as well. 21

23 OVRD: The Icons and their Meanings OVRD is the software program we use to find the voter who wishes to participate in Election Day voting. It is used to look registered voters up to be able to process votes, registration changes, or even lookup their current information. When you have found a voter and selected their record, you may see one or more of the following icons which relays important information. These icons will appear in the voter s information section on the right side of the screen. Eligible to Vote: A green checkmark indicates that based on the current information in the system, the voter is eligible to vote at the precinct. ID Required: The ID icon indicates that this particular voter needs to show a valid form of ID. When they registered, they failed to offer a driver s license number or the last four of their social security number. Therefore, we need some sort of HAVA ID that shows their current name and current address. HAVA ID may include a bank statement, utility bill, paycheck or government document. Inactive Voter: The open book icon indicates a voter whose information needs to be verified before voting may occur. Typically, this is caused by a mailing that was returned to the Elections office as undeliverable. As a result, we need to verify we still have the correct address. No Ballot Style: This red exclamation triangle indicates that the voter does not have a ballot style for this election. An example would be a voter that lives in the county during a city only election. Provisional Voter: If a voter has gone through the provisional process, this icon will appear in the lower right section of their information screen. Cannot Vote: There are a variety of reasons this icon may appear including: The voter has already voted, the voter is not in the correct precinct, the voter has been removed or denied or the voter has been transferred to another precinct 22

24 OVRD Tips & Tricks The OVRD Home Screen will be displayed on the laptop screen when logged in. Notice that the top ribbon is divided into 4 sections: Search, Voting, Registration & Provisional Voting. Search Box: Here you can use the Clear button to refresh your screen between voters. You will also use the Clear button if you need to reprint or cancel a vote. o While there is a Search button, it is far easier and faster to press enter on the keyboard of the laptop. Voting Box: Here you can vote, Cancel a vote or reprint their Authorization to Vote (ATV) form. You can also flag a voter as absentee or flag them as Transfer as you ll see in later sections. Registration Box: This is where you will go to update a voter s name or address. Provisional Box: In this section, there is the option to vote a New provisional or an Existing provisional. o A NEW provisional would be if the voter can t be found in the system. o An Existing provisional would be if the voter is in the system, but needs to vote a provisional ballot for some reason. SHORTCUTS The percent sign (%) works as a wildcard symbol. For example, if unsure how to spell the name Sarzynski, try typing Sar%. The results will populate with all the last names starting with the letters SAR. When updating a residence address, if you fill in the zip code field it will automatically populate the City and State for you, saving you time. 23

25 Check In Station Walk-Through NOTE: We do not require photo ID but there may be certain voters that will need to show some form of ID.* Voters must state their name and address (and party if partisan primary). Look up voter in laptop/ovrd using first and last name only. Verify that name, residential and mailing addresses are correct by reviewing the voter s information in the lower left screen. o An X in the mailing address column indicates a separate address for mailing. Make sure this is still accurate as well. Click Vote and select in-person or curbside to print the ATV (Authorization to Vote Form). Have ALL voters sign Section A of the ATV Election Official will initial Section A. Voter takes completed ATV to Ballot Table. *There may be voters that will need to show some form of ID. It does not have to be a photo ID as long as it reflects their current name and address. Acceptable forms include a bank statement, paycheck, driver s license or other government document. 24

26 Check In Station Scenarios: Name & Address Changes Transfers Out (Phone) o You receive a phone call from another precinct. They state that a former voter from your precinct now resides in their precinct. Record Voter s information on Transfer Log Sheet & look up voter in OVRD. Flag as Transfer on all computers (check-in and help desk). Name Change o Click on Update Voter o Make changes to the name field(s) and click Review If all changes are correct, click Vote If more changes are required, click Back Place Change of Name/Address Form in the plastic Sleeve with all signatures Signed Authorization to Vote form goes with Voter to the ballot table. 25

27 NOTE: If a voter s address needs updating, ask the voter if they have been at the new address for 30 days or more. If not, process voter based on their old information by simply clicking Vote. If they have lived at the new address for 30 days or more, proceed using the steps below: Transfers In/Address Change* o If updating the address, and the move was 30 days or more, click on Update Voter o Make changes to the necessary fields and click Review If all changes are correct, click Vote If more changes are required, click Back Place Change of Name/Address Form in the plastic Sleeve with all signatures Signed Authorization to Vote form goes with Voter to the ballot table. Transfers Out (In Person) o Search for Voter and click on Update Voter if more than 30 days at new address. o Make changes to the necessary fields and click Review If all changes are correct, click Vote If more changes are required, click Back o If voter s new address puts them into another precinct an Election Day Transfer sheet will print out. The voter is to take this form with them to their new precinct. NOTE: If they insist on voting at your precinct, they MUST vote provisionally, but let them know there s a chance their ballot will only be partially counted as contests they are eligible to vote for may change based on address. 26

28 Check In Station Scenarios: What to Do If Wrong voter was selected o If you have not printed the ATV yet, clear search and start over o If ATV has printed, you will need to clear the search, search for voter listed on wrong ATV and cancel that voter in the system. You need to record this on the Cancelled ATV Log. NOTE: If the voter chosen in error shows up later, they MUST vote a Provisional Ballot. Voter decides they don t want to vote AND no ballot has been issued yet o If the ATV has not printed yet, clear the search screen and start over for next voter in line. o If ATV has printed, you will need to clear the search, search for the voter again and cancel their vote. You need to record this on the Cancelled ATV Log. NOTE: If this voter shows up later, they MUST vote a Provisional Ballot. Voter wants to vote party ballot for which they are not registered (Partisan Primary only) o Voter must vote a Provisional Ballot. Complete a Help Referral Form and send them to the help desk. If their ATV has already printed, make sure you cancel them in the system. In addition, have them complete a voter registration form if they want their party changed going forward. Paper Jam in printer while printing ATV o Clear the jam from the paper path. o Clear the search screen and search for voter again. o Click Reprint. 27

29 Help Desk Walk-Through: Curbside Voting Go out to voter s vehicle when the curbside bell rings. Greet voter and record their name and address (and party if partisan primary) on the curbside log. Go inside to Help Desk and look up voter in laptop/ovrd using first and last name only. Verify that name, residential and mailing addresses are correct by reviewing the voter s information in the lower left screen. o An X in the mailing address column indicates a separate address for mailing. o Make any updates necessary using the update voter button. When done click on Review. If all changes are made, proceed to next step Click Vote arrow and select curbside to print the ATV. Return to vehicle with numbered ATV, Privacy Sleeve, voter s appropriate ballot style and a black pen. Have curbside voters sign Section A & C of the ATV Election Official will sign/initial Section A & C. Wait for voter to vote their ballot. Have them insert it into privacy sleeve. Return inside and place signed ATV in sequence in the ATV notebook. Place voted ballot in the DS200. If accepted, return to voter and give them an I Voted sticker. If ballot was not accepted, offer voter chance to correct their mistakes or choose to accept as is. 28

30 Help Desk Walk-Through: Provisional Voting You re unable to check-in the voter through the standard voting process for one of the following reasons: No Record of Registration Previously Removed Incorrect Precinct Incorrect Party Unrecognized Address (geocode) Jurisdictional Dispute Voter Already Voted Voted During Extended Hours Your responsibilities are: Do everything you can to let the voter vote normally. Always call Election Services before processing a provisional. Give voter the option to vote provisionally if they choose to. Fully process the application and give complete instructions to the voter. Check your work! Secure the ballot. 1. Election Services Instructs Election Official to Process the Vote Provisionally So it begins You ve done all you could to vote normally and Election Services has instructed you to offer a provisional ballot. If the voter chooses to vote provisionally, complete the following steps. Search for voter as you normally would in the home screen. If you find them, highlight the record then click Existing Voter Prov in the provisional voting tab. If they were not located (and this was confirmed by Election Services), click New Voter Prov. 29

31 2. Verify Voter Data and Update if Necessary Provisional Data Entry screen is now displayed. Verify data (make sure you have selected the correct person), correct information if needed, then click Next. Note that anytime during the process you can cancel (for instance if you accidentally select the wrong voter) by clicking the Cancel Vote button. If the voter chooses to abort the process choose Acknw Only to cancel; a form will print for you to have the voter sign. 3. Tell the Computer what Ballot Once you have clicked Next, the provisional ballot screen will appear. Select a reason and the ballot style (we ll tell you the ballot style on the phone) from the drop down menus then click Review. 4. Review the Provisional Application with the Voter After you have clicked Review, the provisional application will print. Review the application with voter. If you need to make changes click Previous then make changes as needed and click Review again. When all is correct, ask the voter to indicate reason and sign, then you also sign. 5. Click Vote Once you are sure the information is correct, click Vote and issue the provisional ballot. The provisional voter instruction sheet will print. Note: Once Vote has been clicked, the provisional cannot be cancelled. 30

32 6. Write a P on the Ballot Write the letter P (for provisional) on the ballot in the box at the upper right hand corner. If needed Pre-fold the ballot so it fits neatly in the envelope. (In training we will show you how.) 7. Prepare Provisional Items for the Voter Fully complete poll worker section of the provisional envelope. Always write an explanation in the additional comments section. Place signed application in the clear sleeve facing outward, but do not seal. Give the ballot to the voter. Direct the voter to cast ballot using privacy booth located at end of Help Desk. Instruct them to return to the Help Desk to seal the ballot in the envelope when they have finished. Never let a provisional go through the DS200 tabulator!!! 8. Receive Provisional Envelope from Voter Make sure the provisional application is signed by you and the voter. Be sure the ballot is in the envelope and that the envelope is sealed. Check that you have completed all poll worker sections of the envelope and be sure to initial. Give the provisional instruction sheet to the voter and let them know how to check the ballot status. Finally, place the ballot in the black ballot box for safe keeping. 31

33 Challenges Challenging Someone s Right to Vote To make a challenge on Election Day, a challenger must be a registered voter of the county. A challenge may be made anytime that the polls are open. Contact the CBE if a voter is challenged. Challenge Checklist Is the challenger a registered voter of the county? If not, the challenger does not have standing to make a challenge. 1. If the challenger has standing to make the challenge, the challenger will fill out the Notice of Challenge Form, located on the front of the Challenge Envelope. After making the challenge, the challenger must leave the voting enclosure. 2. The Chief Judge signs and dates the Notice of Challenge Form. 3. The Chief Judge and Judges will hold a hearing as soon as possible, before the polls close. The Judges decide, by majority vote, whether the challenged person is a qualified voter. Hearing Process 1. Begin the hearing by explaining the qualifications for registering and voting to the challenged voter. 2. Question the challenged voter regarding qualifications. 3. Witnesses other than the challenged voter may be heard once placed under oath by the chief Judge. 4. The Chief Judge administers the Sworn Voter Oath to the challenged voter. a. If the Judges find that the person is a legal voter and the challenged voter takes the oath, the challenge should be overruled and the person permitted to vote. 1. The Judges write the word sworn in the notes section of the challenged voter s OVRD screen and ATV Form. 2. The voter is permitted to vote. b. If the challenged voter refuses to take the oath, the challenge should be sustained. 1. The Judges write challenge sustained in the notes section of the challenged voter s OVRD screen to indicate a sustained challenged. 2. The voter may vote a challenged ballot once they complete the Application for Challenged Ballot and affidavit on the back of the challenge envelope. 3. The Judges write the voter s name and the next sequential challenged ballot number if more than one challenge. Judges also write the challenged ballot number on the ballot, challenge envelope, and ATV label. 4. The challenged voter shall mark the ballot privately, but in the presence of the Chief Judge, seal the challenged ballot in the Challenge Envelope, and deliver the sealed envelope to the Chief Judge. 5. The Chief Judge shall store all sealed Challenge Envelopes in a security container which he/she shall seal immediately after the polls close. 32

34 Ballot Pick Up (Table) Walk-Through Take ATV from Voter and look for ballot with same ballot style. Scan ballot barcode with VBT Scanner (If required), then scan ATV ballot barcode to make sure they match. Place sequentially numbered sticker on top right of ATV (Stickers are in green portfolio). Place the ATV in the ATV Poll book, face down on the left side. Up to four ATV Notebooks are provided with your supplies. A new ATV Notebook should be started at 10:00 a.m., 2:00 p.m., and 4:00 p.m. if required by BOE. At these times, the previous notebooks should be taken to the Chief Judge. In partisan elections, the observers may inspect ATV forms in closed out Notebooks throughout the day in order to create a list of people who have voted so far that day. At minimum, they may inspect the ATV Notebooks at 10:00 a.m., 2:00 p.m. and 4:00 p.m. Strict control must be maintained in regard to the ATV Notebooks. The ATV Notebooks must always stay within sight of the Chief Judge. The Chief Judge must ensure the safe handling and return of the ATV Notebooks to the CBE office on Election night. Give voter his/her ballot and offer instructions for completing. o Fill in ovals completely. o Pay attention to how many may be selected in a given contest. o Check front and back for choices. 33

35 Verified Ballot Transaction (VBT): Instruction Guide Components: VBT Scanner Data Cable Power Supply Cord & Brick To charge the battery on the handheld scanner, both of the supplied cables must be used. The data cable is plugged into the handle of the device and twisted slightly to lock. The power cable is plugged into the opposite end of the data cable and connected to the AC cable which is plugged into the wall outlet. The unit will beep when a connection to power is made. NOTE: DO NOT plug into computer To use the Scanner: 1. Press enter on the scanner keyboard. The screen will display SCAN ATV/POLL BOOK 2. Scan the ATV/Poll book. The scanner will beep and say SCAN BALLOT 3. Scan the ballot barcode. The scanner will beep and say ATV/POLL BOOK MATCH a. If it is not a match, scanner will beep like an alarm & read ERROR ATV/POLL BOOK DOES NOT MATCH. Push enter and repeat from step one. 4. Press Enter again. 34

36 Ballot Pick up (Table) Scenarios: What to Do If Voter decides not to vote o Once a voter receives their ballot, that ballot belongs to them. If they decide not to vote, the issued ballot must be inserted into the DS200. o If voter returns later in the day, they must vote provisionally. Voter makes error while marking ballot o Voter may Spoil up to 3 ballots. After 3 rd spoiled ballot, voter must vote provisional ballot. o Take voter s ballot that they mismarked and write Spoiled in large letters across the face of the ballot & record on the Spoiled Ballot Log. o Place spoiled ballot in the Green Spoiled Ballot bag. o Give voter new ballot of same style. FOR PARTISAN PRIMARIES (even numbered years): o If a voter is registered Unaffiliated, they may choose any party s primary to participate providing that the party is having a Primary. Democrat, Green, Libertarian, Republican or Unaffiliated. NOTE: The voter does not need to change their party. They are simply choosing which party s primary to participate in for that particular election. 35

37 Ballot Reminders 1. Chief Judge should keep a close and accurate assessment of their ballot supply throughout the day. 2. Return all voted and unvoted ballots, as well as ballot stubs at the end of the night. 3. Keep your ballots secure. Ballots should be kept on a table behind you. The table in front of you should have the ATV notebook, ATV numbers and VBT Guns on it. 4. Never mark on an Election Day voter s ballot unless it is a Provisional Ballot. 5. Make sure you hand out the right ballot style. Take time to review instructions with the voter. The use of VBT GUNS is mandatory when more than one ballot style is available in a precinct. ALERT US IMMEDIATELY IF YOU BELIEVE THAT A WRONG BALLOT STYLE HAS BEEN HANDED OUT. 6. Voted provisional ballots are to be stored inside the black provisional ballot case in a secured area, never out on a table or chair where voters could access. WATCH PROVISIONAL VOTERS. Occasionally, provisional voters will wander over to the DS200 and just insert the ballot. THESE INCIDENTS NEED TO BE STOPPED!!! 7. Don t forget to seal the black ballot box (top and side) before transporting to BOE. 36

38 Voting Area Walk-Through Voter marks selection in voting booth or by using the AutoMark to mark their ballot. Voter places marked ballot in DS200. Use the Arm s Length rule when standing near the DS200. This helps ensure privacy for the voter yet allows the election official to hear and see any prompts by the DS200 indicating over-votes or other ballot issues. Voter is handed an I Voted Sticker. Do NOT place the stickers on the machine cart for the voters to take themselves. Be active and engaged and thank them for voting. Continuously ensure Voting Booths are free of any campaign materials. Ensure that no voter leaves the polling place with a ballot. 37

39 Voting Area Scenarios: What to Do If: Note: The DS200 precinct tabulator is coded to detect and notify the voter when it encounters issues with the voter s ballot. Some of the common issues are described below: A voter over-voted a race or issue on the ballot. An over-vote is when more than the allowed number of selections in a race or issue has been marked. o If the voter selects Cast Your Ballot as Marked, the ballot will be counted. The individual candidates or issue choices in an over-voted race will not receive any votes. LET THE VOTER PRESS THE SELECTION BUTTON** o If the voter selects Review your ballot, the ballot will be returned uncounted. The voter has the choice to return to the ballot station and have the ballot spoiled and receive a new one or reinsert the ballot and cast the ballot as marked. LET THE VOTER PRESS THE SELECTION BUTTON** Missed Orientation Marks Occasionally, a ballot may not read properly and the voter will receive the message Missed Orientation marks. Simply turn the ballot over and rescan. Voter abandons their ballot o If a voter leaves without inserting their ballot into the DS200, that is considered an abandoned ballot. Simple get a member of the opposite party and insert the abandoned ballot into the DS200. Voter wants to leave with their ballot o A voter is not allowed to leave the precinct with a ballot. It must be voted and inserted into the DS200. There is no procedure for holding a ballot while a voter runs outside to their car or goes to the restroom. o Inform the voter that once issued a ballot, it must be voted and placed in the DS200. o Abandoned ballots will be placed in the DS200 whether fully marked or not by a bipartisan team. 38

40 Ballots will not scan: o If the scanner no longer accepts ballots and the issue can t be resolved immediately, use the emergency bin until the scanner is repaired or replaced. o Notify the county board of elections immediately that the scanner is not accepting ballots. o Record Seal number on DS200 Security Log, break the seal and unlock and open the emergency storage bin door located just below the front of the scanner. o Open the internal hinged panel. o Close the door and lock it in place. o Instruct voters to place their ballots through the emergency bin s slot. o When scanner is operating again, wait for a convenient time to remove ballots from the emergency bin and scan into the DS200 with a member of the opposite party. o Close and lock the emergency bin. o Place a new seal and record this number on DS200 Security Log. 39

41 Closing the Polls/End of Night Duties 40

42 Closing the Polls At 7:30 p.m., Chief Judge announces that the Polls are Closed. Who s in Line at 7:30? Any voters that are in line when the polls close are allowed to vote. o If you have voters in line, get the Who s in Line form from the Green Portfolio. Use this form to gather the names of those in line at 7:30 and finish voting anyone in line. o Start at back of line and work your way forward. After the last voter has voted, close the polls on the DS200 by pushing the Close Poll button in the access panel for approx. 2 seconds. o The Results tapes will print. Once they are done printing: Chief Judge and both Party Judges must sign both copies of the results tapes. Post one copy on door. Return one copy of Results Tape with the Zero Tape in the red bag. Turn off the DS200 by pressing Shutdown on the touch screen. Once the DS200 is turned off (power light is no longer lighted/screen is dark), remove the flash drive, place it in the brown Ziploc baggie & send it with an Assistant to the Election s office at 77 McDowell Street. 41

43 Print your Provisional Poll Book(s), OVRD Transaction Statistics & OVRD Voter Detail from the Tools tab. Complete the EIAJ with final closing numbers. Account for your used and unvoted ballots. For example, the images below reflect an election that had 567 voters. Remember from the supply pick up, there were 800 ballots we started with. o During the day, at 10 a.m., 2 p.m & 4 p.m., you submitted your numbers from the EIAJ form to our office. o Keep in mind that each time period is a snapshot of what has happened up until that point in time. 42

44 o Balance your voted ballots to your ATVs: You can get the number of voted ballots from the DS200 screen or the Results Tape. If you have more than one ballot style, refer to the results tape for a breakdown of how many of each ballot style went through the DS200. This total should match the number of ATV s in your ATV notebooks. If you ve numbered correctly, your last ATV minus any cancelations should equal your DS200 number/results Tape. o Take the number of voted ballots (DS200 #) and add any provisional ballots, spoiled and challenged to get a total number of ballots used. o Next, add up your un-voted ballots. Remember, a pack equals 100 and a pad equals 25. In this example, we started the day with 800 ballots, 567 were used and we are left with 230 unvoted ballots. (see form below) 43

45 Pack up your supplies according to the packing list provided in your Green Portfolio and the tags/labels on each bag/bin. o Voted ballots and the used ballot stubs go in the black ballot box. Make sure to seal the black ballot box on top and side zipper with the white seals. o Provisional ballots are returned in the red polybag. Party Judges and Chief Judge MUST sign the following: o Results Tape o Provisional Red Bag (even if none were issued) o Last ATV o Election Inventory & Accounting Journal (EIAJ) 44

46 Chief Judge Supply Return Return to outside BOE team at Designated Drop Off site. o Exterior Signs o Computer/printer tubs o Green bag o Blue bag with red handles o Rolling Ballot case Bring Inside to Board Members: a. EIAJ Completed and signed by all judges b. Black Ballot Box to include: i. Voted ballots c. BOE Cell Phone d. Red Bag i. Machine tapes ii. Machine keys iii. Red envelope with the following 1. Pay sheets - signed 2. Any completed w-9 forms 3. Completed log sheets 4. Deceased Voter Forms 5. Election Day notes 6. Completed voter registration forms 7. Voting incident/machine incident forms 8. Any other documents completed from the Green Portfolio e. Red Provisional Bag with Provisional Ballots and Provisional Logs sealed inside. 45

47 GLOSSARY & INDEX ELECTION TERMS GLOSSARY: ACRONYMS ADA ATV BOE/CBE DMV DOB EIAJ ENR ES&S FEC GS Americans with Disabilities Act Authorization to Vote (See Forms & Documents) Board of Elections / County Board of Elections Department of Motor Vehicles Date of Birth Election Inventory & Accounting Journal (See forms & documents) Election Night Reporting (Software that tallies the total votes from all precincts) Electronic System and Software (Voting Systems Vendor) Federal Election Commission General Statute (NC Laws) HAVA Help America Vote Act 2002 NCAC NCOA North Carolina Administrative Code (Regulations) National Change of Address (US Postal Service Cross check mailing) NVRA National Voter Registration Act (1993) OVRD SBE SEIMS SOSA SSN4 UOCAVA VRN On-Site Voter Registration Database (See Equipment) State Board of Elections State Election Information Management Systems (Election software at Elections Office) SEIMS One-Stop Voting Application (Software) Last four digits of a Social Security number Uniformed and Overseas Civilian Absentee Voting Act Voter Registration Number 46

48 Equipment AutoMark Marks a voter s ballot. Curbside Bell Bell that rings inside the polling place to alert workers of a curbside voter. Franklin DS200 OVRD VBT Gun Voting Booth with 4 stations, one of which is wheelchair accessible. Optical Scan Voting Machine. Laptop Software for voter lookup and processing. Scanner used to match Ballot Style to Voter s ATV. Terms Active Cancelled Curbside Denied Inactive Provisional Removed Spoiled Status of a voter whose information has been confirmed and is up to date. When a voter decides not to vote or was selected in error, the ATV gets cancelled. A voter that is not able to enter the voting place and votes from their vehicle. Status of a voter that was not accepted due to lack of information provided. Status of an existing voter that has moved and BOE was unable to confirm their address after 2 mailings. A voter that cannot be found in the system, has a jurisdictional dispute, or wants to vote in a partisan primary they are not registered for, may vote a Provisional Ballot. Status of a voter that has been removed for various reasons. Ballots in which a voter has made an error are spoiled and a new ballot is issued. 47

49 Forms & Documents ATV Form Challenge Envelope Deceased Voter Form EIAJ Election Day Transfer Incident Reports Log: ATV Cancellation Log: Curbside Log: OVRD Emergency Log: Spoiled Ballot Log: Transfer Out Provisional Application Authorization to Vote: Prints out, voter and official sign and voter trades for ballot. If a voter s ballot is challenged, it is sealed inside awaiting a decision. Near relative fills out to notify Elections Office of a deceased voter that needs to be removed from the system. Election Inventory & Accounting Journal: accounting document that tracks ballots and supplies issued. Also used for reconciling ballots used & unvoted ballots. If a voter gives you an updated address that puts them in another precinct, an Election Day Transfer will print out instead of an ATV. The voter takes this Election Day Transfer with them to their new precinct. Two types: Voting System and Non-Voting system. Use to report any unusual issues or problems on Election Day. When an ATV is no longer valid, it must be tracked using the ATV Cancellation Log. To assist the election official in processing curbside voters, use the Curbside Log to obtain the voter s information. If there is a local printer issue and an ATV will not print, fill out a pre-printed ATV by hand and record on the Emergency OVRD Log. Once the printer is working again, this log sheet will allow you to enter the information into the laptop and print the official ATV. When a voter makes an error while filling out the ballot and requests a new one, the original ballot must be spoiled and recorded on the Spoiled Ballot Log. This will assist you in reconciliation. Upon receiving a phone call from another precinct regarding a voter that has moved out of your precinct, record that voter s information on the Transfer Out Log sheet. Go to each computer and look up each voter on this log sheet and Flag as Transferred. A voter that cannot be found in the system but insists they are registered may vote Provisionally. The application records their information for our office so further research may be done. 48

50 Provisional Envelope Who s In Line at 7:30 Write-In Tally Sheet The Provisional Application goes into the clear sleeve and the completed ballot goes inside the envelope and is then sealed. Form used to document those voters that were in line by 7:30 p.m. on Election Day, and who will be allowed to vote using the normal process. When write-in candidates are allowed, count the votes for each candidate. At the close of polls, record them separately using this form. 49

51 Election Day Equipment & Items OVRD Work Station ATV Notebook VBT Scanner DS200 AutoMark Franklin Voting Booth AutoMark Headphones Curbside Bell 50

52 Election Day Equipment & Items Ballot Box for Provisional Ballots Spoiled Ballot Bag Blue Ballot Box (inside DS200) 51

53 Election Officials There are three types of Election Officials: Chief Judges, Judges, and assistants. Three Judges are assigned to each precinct: one Chief Judge and two Party Judges. A typical polling place will have a Chief Judge and a Party Judge from the same political party, and one Judge from the other major political party. Judges usually live in the precinct in which they serve. Occasionally, a Judge will serve in a precinct outside his/her precinct of residence if a Judge cannot be found from within the precinct. Large precincts may have assistants assigned as well. Election Officials serving outside their home precinct must vote during Early Voting or by absentee by mail before Election Day. Chief Judge Each precinct is assigned one Chief Judge. The Chief Judge picks up ballots and supplies from the County Board of Elections (CBE) and acts as a liaison between the CBE, Judges and assistants. The Chief Judge assigns duties to the other Judges and to assistants serving in the polling place. Chief Judges attend mandatory training conducted by the CBE. Judges Each precinct is assigned two Judges, one from each major political party. Judges attend mandatory training conducted by the CBE. Assistants Larger precincts or precincts expecting heavy turnout are sometimes assigned an election Assistant(s). In North Carolina, certain high school seniors who are not yet of voting age can serve as election assistants. Assistants serve in many capacities, including the Check-in Station, the Help Station, the Ballot Station, as a Greeter or the curbside voting area. 52