Dutchess County BOARD OF ELECTIONS

Transcription

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

2 TABLE OF CONTENTS TABLE OF CONTENTS... 2 Message from the Commissioners... 3 ARRIVAL AT THE POLLS... 4 HIGHLIGHTS OF ELECTION INSPECTOR ROLES... 4 SELECTING A CHAIR PERSON... 4 PREPARE THE ROOM FOR VOTING... 5 PROCEDURES FOR VOTING... 6 SPOILED BALLOTS... 8 WRITE-IN VOTES... 8 CASTING THE BALLOT... 8 PROVIDING VOTER ASSISTANCE... 9 RECORDS BINDER (Contains the Challenge Report and Inspector Attendance Sign-in-Sheet)... 9 NAME CHANGE ADDRESS CHANGE NAME NOT FOUND IN POLL BOOK AFFIDAVIT BALLOTS COURT ORDERS CHALLENGES EMERGENCY BALLOTS POLL WATCHERS INSPECTORS CLOSE THE POLLS BALLOT MARKING INTAKE PROCESS (BMD) OPTICAL SCANNER VOTING MACHINE (OPTICAL-SCAN) INSTRUCTIONS OPENING PROCEDURES BEGINNING STEPS RECORD SEALS OPEN POLLS MACHINE INSPECTORS VOTING SESSION ROLES CLOSING PROCEDURES APPENDIX VOTING SESSION - VOTERS WITH DISABILITIES USING BALLOT MARKING DEVICE 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 WATCHERS CERTIFICATE INSPECTOR OPENING TRANSMITTAL FORM INSPECTOR CLOSING TRANSMITTAL FORM MACHINE INSPECTOR Pre Lat MACHINE INSPECTOR Opening/Closing Log... 35

3 Message from the Commissioners As an Election Inspector, you play an extremely important role in our elections process. We sincerely appreciate your dedication and commitment to this process. We know that the work of an Inspector can be difficult and tiring, but when you have done your job well, you will know that the voters in your district have been well served and that our election process was a success. Please review the following material to familiarize yourself with the procedures for a successful election day. Please visit our website at to watch an instructional video on our voting system. For assistance or questions, please call Steve Gold, Democratic Training Supervisor at (sgold@dutchessny.gov ) or Donna Shea, Republican Training Supervisor at (dshea@dutchessny.gov ). 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 Fran Knapp Commissioner Page 3/

4 ARRIVAL AT THE POLLS Inspectors must arrive at the poll site at least one half hour prior to the opening of the polls; 5:30 AM for a General Election and 11:30 AM for a Primary Election. If the polling place is locked when you arrive, please call us 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 table, process voters and explain voting procedure. Intake Inspectors may also be needed to fill in for Machine Inspectors. Machine Inspectors will open and close machines and trouble shoot machine issues during the day. Machine Inspectors may also be needed to fill in for Intake Inspectors. Assist voters by standing between the booths and the voting machines remember to allow for Voter Privacy by not being too close. Act as greeter in poll sites when possible to direct voter to correct table. Note: In the event a Machine Inspector is not at poll site at opening, an Intake Inspector will have to assist in opening the machine. This must be done in a bipartisan fashion. Note: As always, remember that any Election Inspector may be asked to perform the roles of Intake and Machine Inspectors. Inspectors should rotate throughout the day to give everyone experience. Intake Inspectors Open 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 correct for Election District 6. Complete Inspectors Opening Transmittal Form 7. Sign Attendance Sheet in Records Binder SELECTING A CHAIR PERSON There are four inspectors (two from each major party) per election district assigned to each polling location. It is important that you work as a team to ensure an honest and efficient election is conducted. The four inspectors are to vote on who will be the chairperson. Along with the basic inspector responsibilities, the Chairperson will: 1. Only allow voting to take place 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. Assist in arranging for meal times and short breaks when needed to make sure that at least one person from each party remains at the polling place. 4. Ensure that one of the inspectors returns the poll bag to the designated place in their Town. Page 4/

5 5. Important: Verify that your election district was given the correct ballots for your ED 6. Review affidavit ballot envelopes for completeness during the election PREPARE THE ROOM FOR VOTING 1. Unpack Poll Bag. 2. If your poll bag contains the large manila envelope labeled for Machine Inspectors, give it to the machine inspectors. 3. Place Voting Machine(s) so that the voter goes from registration table, to voting booths to the voting machine, in a clockwise or counterclockwise pattern. a. Your poll bag may contain a layout to help you decide where to locate the table, privacy voting booths and the scanners. b. For voter privacy when ever possible set up the voter privacy booth so that the voter s back is facing the wall and space the booths apart from each other. If booths must be located next to each other place them in groups of 2. c. Check markers in the booths to verify they are available for voting. d. Place lights in the booths where necessary and make sure they are functional. 4. Place voter registration books, legal pad, street guide and ballot booklet on inspector s table (Remember: Only ONE ballot booklet on the table at one time. The rest are to be kept in a safe location). Place on the table any new voter instructions or diagrams found in your poll bag. 5. Hang/Place Voting Signs and Distance Markers. Page 5/

6 6. Extremely Important: Ballot Verification: A Machine Inspector will give you a stack of voting ballot booklets. Verify that the election district number on the ballots is correct for your ED. Unwrap ballot booklets only as they are needed. 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 7. Complete Open Poll ballot transmittal form to account for all of the ballot booklets that you receive and place it into the poll bag. (see appendix page 32). 8. Compare the Sample Ballot to the printed voting ballot and hang Sample Ballot on the wall. Hang one ballot to display the candidates, and a second to display the back page referendum(s) if any. PROCEDURES FOR VOTING 1. Unlock the doors. 2. Greet the voter and ask their name and address. 3. Find the voter s name in the poll book and confirm their address to make sure the voter has not moved. Page 6/

7 4. Have voter sign name in poll book: a. If a voter is unable to sign or make a mark, such as an X, the inspector will write UNABLE TO SIGN in the box where the voter would sign. NO ONE can sign for them. b. Voters that have ID REQUIRED in the box where they would sign their name, need to show acceptable ID. (See Figure 1). If the voter shows you ID that matches the poll book, note that ID was shown. If a voter does not have identification, they must vote AFFIDAVIT BALLOT or court order. See Affidavit Ballot instructions (page 11) and Court Order (page 13) sections below. Figure 1: Poll Book with ID required c. Voters that have absentee next to their name may and should vote on the machine. 5. Inspector will now place their initials in the poll book next to the voter s signature. 6. Record the ballot number in the poll book on the PCN line located next to the signature. 7. Record the voters name and the ballot number on the sign in sheet. 8. Carefully tear off the ballot and give to voter with a privacy sleeve. Demonstrate how to cast the ballot with the privacy sleeve. 9. Voter Education is Important: Explain to each voter the process they will follow: a. The Ballot: 1. It is important to fill in the oval completely with no open spaces. 2. Be careful not to make any additional marks on the ballot. If a mistake or cross out is made on the ballot, it should be turned in to the registration table for a new ballot. No more than three ballots can be used per voter. 3. Look at both sides of the ballot. b. The Process: 1. Direct the voter to a privacy voting booth where they will use the marker provided to completely fill in the oval next to their selection. STOP 2. Once ballot is completed voter should place it into the privacy sleeve and & proceed to the voting machine. READ 3. Voter can use any voting machine. The ballot is inserted (with or without the use of the privacy sleeve) into scanner to cast the vote. It can be inserted with any of the narrow edges and on any side (front or back). Voter needs to return the privacy sleeve. Demonstrate how to use the privacy sleeve. Page 7/

8 10. At least one inspector in the poll place should: a. Float between the voting machines and the privacy voting booths to offer assistance if necessary, but not so close as to invade voter privacy. b. Check the booths to make sure ballots are not left behind, that booths have markers and lights are functional. c. Periodically check the booths and the privacy sleeves to make sure they are not written on by a voter. SPOILED BALLOTS 1. If the voter brings back the ballot and says they have made a mistake, have the voter mark the ballot SPOILED, instruct the voter to place it into the SPOILED BALLOT ENVELOPE 2. On the sign-in sheet, next to the voter s name write SPOILED 3. Give the voter a new ballot 4. On the sign-in sheet re-write the voters name and the new ballot number. 5. Record new PCN number in the poll book. WRITE-IN VOTES On the bottom of the column for each contest there is a reserved space for the voter to write in a candidates name for any office on the ballot. The voting machine will automatically record that a write-in vote has been cast. The ballot will be deposited into the Write-in section of the ballot box. When machine inspectors are closing the polls, they will place any Write-in ballots in the Write-in Envelope and write the number of ballots on the envelope. They will place this envelope in the portable ballot case that is returned in the voting machine. CASTING THE BALLOT STOP & READ At no time should an inspector take a ballot from the voter to insert into the machine. 1. The voter inserts their ballot in the scanner to be scanned. The voter should wait until the display shows ballot successfully cast. No further action is needed. 2. A warning will be displayed on the scanner if the ballot has an over vote (more than the allowable number of votes per contest) or if an ambiguous mark prevents the ballot from being cast.: The warning will be displayed for an ambiguous mark or an over vote The voter can press the cast button in an over vote but not for an ambiguous mark Page 8/

9 Dutchess County Board of Elections Inspector Handbook a. When the display indicates an over vote : If the voter wishes to cast their ballot as is, they will press the green CAST button. Pressing CAST on an over vote voids the count for that particular contest. All other votes are counted. If the voter would like to correct the issue, they press the red RETURN button and the ballot will come back out of the scanner. For the voter to correct the over vote, this ballot must be spoiled and a new ballot issues. Follow SPOILED ballot instruction in this handbook. b. When the display indicates an ambiguous mark : Ask the voter to look over the ballot and correct any voting choices where the oval is not completely filled in. Ask the voter to reinsert the ballot using a different edge of the ballot. If the previous methods continue to yield an ambiguous mark the voter must complete a new ballot. The ballot will be considered SPOILED, follow all SPOILED ballot instructions in this handbook (see page 8). 3. Before the ballot is fed into scanner, the voter may request to view their vote on the LCD screen by asking an inspector for assistance. Inspector will then activate the review feature. Instructions are in the Appendix. PROVIDING VOTER ASSISTANCE Any voter who states that he or she requires assistance voting may request help from the Election Inspectors or from any other person except their employer or their union agent. 1. Have the voter state that he or she requires assistance. 2. If help is requested from inspectors, one inspector from each party is to assist. 3. If the voter requests help from someone other than the Inspector, administer the Voter Assistance Oath to the helping individual. The oath is found in the appendix. 4. Enter the name of the voter who received assistance, and the name and address of the person who provided the assistance and their relationship to the voter on the Challenge Report located in the Record Binder. RECORDS BINDER (Contains the Challenge Report and Inspector Attendance Sign-in-Sheet) A Challenge Report is provided with the supplies in your poll bag in the blue Records Binder. (see more information, appendix page 31) Inspectors shall complete the report for the following situations: 1. Name or Address Change 2. Challenges 3. Assistance Provided 4. Affidavit Ballots/Court Order Also use the Records Binder for: 5. Inspector Attendance Sign-in Records 6. Times when machines are down 7. Occurrences when ballots are removed from the poll site 8. Deceased voters names 9. There is also a pocket to hold: court orders, poll watcher certificates, judges court orders, oaths, inspector payroll paperwork (W-4) and other loose documents. Page 9/35 Records Binder with Challenge Report

10 NAME CHANGE If a person has changed their name since they last voted or registered, they can vote without reregistering. 1. Have the voter sign their name as it appears in the poll book and just above it, have them sign their new name. (See Figure 2) 2. Record this change in the appropriate column of the Challenge Report. Figure 2: Poll Book Name Change SpongeBob Squarepants ants SpongeBob Willie SpongeBob Willie ADDRESS CHANGE If the voter states he/she has an address change, but is still within your election district (use street guide to confirm), and his/her name is in the poll book, that person may vote on the machine. Record this change on the Challenge Report section of the Records Binder. (see Appendix page31) If the street guide indicates that they are in a different district at a different polling site or, direct them to the new district. Give them a sheet of paper with the name, address and district number of their new polling site. The voter must vote in the correct district. No voter is permitted to vote in the wrong election district even if their name is in the poll book! NAME NOT FOUND IN POLL BOOK If you cannot find the voter s name in the poll book: 1. Have the voter spell their name and recheck the poll book. 2. Check the street guide to make sure voter is in correct election district. 3. If the street guide indicates the voter is at the incorrect poll site, on a piece of paper (such as the legal pad found in each poll bag) write the correct election district with the name and address of the correct poll site and give it to the voter. 4. Inform the voter they must vote at the correct poll site and election district. 5. If the voter is at the correct poll site, give him/her the NOTICE TO VOTER form, which will outline the two methods of voting available to them: a. Affidavit Ballot These ballots are not opened on election night as the County Board of Elections must do additional research before determining if this voter is eligible to vote in this election. Procedures for Affidavit Ballots is located on page 11. b. Court Order A voter appears before a judge who determines if the voter can vote on a machine even when the voter s name is not in the poll book. If the voter wants to obtain a court order the judge is available on Election Day at the Board of Elections, 47 Cannon Street, Poughkeepsie NY. The judge may give to the voter a written Court Order to take back to their polling place. See page 30 for a sample Court Order. Page 10/

11 Dutchess County Board of Elections Inspector Handbook Street Guide List AFFIDAVIT BALLOTS If the voter s poll record cannot be found and you have checked the street guide to make sure they are at correct election district, only then can you issue an Affidavit Ballot. Steps to vote by Affidavit Ballot: 1. Give the voter the tri-fold affidavit ballot (see image to the right). Do not give the voter the paper ballot from the booklet you are using for the optical scanner. 2. Have the voter complete the affidavit envelope, including all necessary information and their signature. Incomplete information may prevent the ballot from being counted. (See Figure 3 below ) 3. Explain to the voter that they are to completely fill in the oval for the candidate they wish to vote for. Do not cross out or make ambiguous marks on the ballot. If voter makes a mistake, they are to ask the inspector for Tri-fold Affidavit Ballot another affidavit ballot. The voter can have up to a maximum of 3 ballots; beyond that the individual is not permitted to vote as per NYS Election Law. Also tell the voter they must place the ballot into the envelope and seal it after completing the ballot. 4. Direct them to a voting booth and tell them to return to you when they are finished. 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 Challenge Report section of the Records Binder. See image to the right Records Binder for and for more information see Appendix page 30) Challenge Report. 8. Place the sealed white Affidavit Ballot Envelope (see Figure below) in the large manila Affidavit Envelope provided in your poll bag. Be sure to Page 11/

12 complete large manila envelope with the voters name, along with poll site town and ED. Affidavit Ballots are placed into the poll bag. Figure 3: Large 2012 Affidavit Ballot Envelope Page 12/

13 COURT ORDERS A voter that comes to the polling place with a Court Order signed by a Supreme Court Judge is permitted to vote using the Optical-Scan voting machine. The voter is required to sign the Court Order (these voters will not be in the poll book). (See a sample Court Order on Appendix page 30) 1. When adding the voter s name to the voter list, enter Court Order next to the name. Continue to assign a number. 2. Indicate the voter s name on the Challenge Report located in the Records Binder. (see Records Binder in the appendix 31). 3. Issue the voter a ballot and allow the voter to cast their ballot in the optical scanner in the same manner as all other voters. CHALLENGES A voter can be challenged at the polling 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 voted. 3. The person is believed to not reside at their registered address. Steps to take: 1. The challenge must be made before the ballot is issued. 2. Add the challenged voter s name to the Challenge Report located in the Records Binder. (see appendix, page 31) 3. Administer the Preliminary Oath (in appendix) to the voter. If the voter refuses to answer the questions or take the oath, they may not vote. 4. All four Election Inspectors take part in asking questions to the voter and listening to the answers. 5. Deciding the Challenge: a. If two or more inspectors of the district are satisfied with the voter s answers to these questions, the challenge is withdrawn and the individual is allowed to vote. b. If the Inspectors vote that the challenge is correct, the individual is told they cannot vote. If the voter still insists they are qualified to vote, administer the Qualification Oath found in the appendix of this handbook to be sure that the individual understands the voting requirements and that they know if they make a false statement, they are guilty of perjury. The challenged voter is now able to vote. If you encounter any problems, call the BOE immediately at EMERGENCY BALLOTS If a voting machine breaks down DO NOT stop the voting process. IMMEDIATELY call the Board of Elections at A voting machine technician will be dispatched to your poll site ASAP. If there is another voting machine at the poll site, direct voters to use the working voting machine(s). If there is only one machine, continue with the voting process as follows: 1. A Machine Inspector (who previously opened the machine in the morning) will use a machine key he or she is holding to open and secure the special emergency ballot box slot on the optical scanner. 2. An Inspector will instruct a voter in casting the ballot into the emergency ballot box on the voting machine. Voter privacy is of the utmost importance - stand at a distance from the voter and the machine while assisting to always protect the voter s privacy. Page 13/

14 3. Newly arrived voters: For voters who are starting the sign in process, follow the normal sign-in procedure. The voter s name must be in the poll book for him/her to be given an emergency ballot. 4. Record the ballot number in the poll book on the PCN line with the letters EB next to the ballot number. 5. On the Sign-in-sheet write the ballot number and EB, then print the voter s name. 6. Hand the ballot to the voter. Direct the voter to the privacy voting booth to complete the ballot. When the ballot is completed instruct the voter to bring it to emergency ballot box slot on the voting machine. An inspector will be standing near the voting machine to assist if required. The inspector should be far enough away to protect the voter s privacy. 7. When the polls close a bi-partisan team of inspectors will scan the ballots. a. If a ballot cannot be scanned because it contains an ambiguous mark, try rescanning using a different edge of the ballot. If the ballot still cannot be scanned, place it in the large manila envelope labeled Unscanned Emergency Ballots. This envelope should be placed in the large portable ballot box. b. If the ballot contains an over vote press the CAST button. POLL WATCHERS In a PRIMARY ELECTION, any two or more candidates, any party committee or a candidate may have a maximum of 3 Poll Watchers at an election district site at any time. In a GENERAL ELECTION, any party committee or independent body with one or more candidates may have up to three Poll Watchers at an election district site. Poll Watchers are entitled to: 1. Be present at the polls 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. Observe the canvass of the vote 5. One watcher per party or committee or independent body is entitled be located near the Election Inspector s table area. Others are not permitted to stand close to the table. Poll Watchers CANNOT: 1. Electioneer 2. Handle official documents 3. Interfere with the election process 4. Protest a vote ruling 5. Accompany a voter to the voting booth or scanner unless a voter has specifically asked for their assistance. Certification of Poll Watchers: A Poll Watcher must have a written certificate issued by the Chairperson or Secretary of the political party which they represent or a candidate. A candidate may also be a poll watcher if he or she has a Poll Watchers Certificate. This certificate must be shown to the Election Inspectors and must then be collected by the Inspectors when a watcher indicates that they do not plan to return to that polling place. Poll Watcher certificates should be returned to the Board of Elections in your poll bag. (see Appendix on page 31) Page 14/

15 A Poll Watcher must be registered to vote in Dutchess County. Anyone who is not registered to vote in Dutchess County must leave the poll site, even if they are in possession of a Poll Watchers Certificate. Check with the Board of Elections if you have any question about someone s voter registration status. INSPECTORS CLOSE THE POLLS 1. Complete the Closing Poll Site ballot Transmittal/Reconciliation Form. When done place in the Records Binder. 2. Machine Inspectors will give you closing result tape for each machine at poll site; these are to be posted for poll watcher viewing. Remember to remove tapes before leaving poll site. 3. Give Ballot Stubs/Unused Booklets to machine inspectors to pack into machine. Do not place the unused ballots into the poll bag. 4. Shut the lights off on the voting booths. 5. Pack up the lights. 6. Take the signs downs; bring in outside signs. 7. Machine Inspectors will bring you the large manila envelope that was labeled For Machine Inspectors. This envelope goes into the poll bag. 8. Pack up the poll bag and seal with the orange plastic security seal. 9. Note: The Blue Security Bag is to remain separate from the poll bag and will be picked up separately and delivered to the BOE. 10. Clean area and leave it as was found in the morning. 11. Take poll bag to designated place. Page 15/

16 BALLOT MARKING INTAKE PROCESS (BMD) If a voter asks to use the ballot marking device, follow these steps. 1. Inform the Machine Inspectors to get ready for a BMD voter. 2. The Voter Sign-in Sheet: Use the legal pad to create a special BMD Sign-in Sheet. Number the voters by the order they come in, as in sample shown below. 3. Poll Book: Have the voter sign the poll book if he or she is able. In the PCN section, use the number assigned to the voter from the Sign-in Sheet. 4. On a sheet of paper from the legal pad write the ballot ID number for the voter. The ballot ID number is based on the ballot that would have ordinarily been given to the voter (in a Primary Election use the correct party ballot). It is found on the lower right corner of the ballot (see diagram below). If you cannot find the ballot ID number, call the Board of Elections for assistance The ballot ID is located at bottom right corner of the ballot 5. Walk the voter over to a machine and give the Machine Inspector the voters ballot ID number. Return to your table. Page 16/

17 OPTICAL SCANNER VOTING MACHINE (OPTICAL-SCAN) INSTRUCTIONS OPENING PROCEDURES One member must be represented from both the Democratic and Republican party to perform these steps. Assist the proper preparation of poll site layout. BEGINNING STEPS 1. Obtain Machine Keys, Opening/Closing Logs, scissors, and pens from manila envelope labeled Machine Inspector Envelope found in one of the ED poll bags. 2. Carefully cut Plastic Seal from Optical-Scan with BMD vinyl cover and save the seal. Remove cover. 3. Carefully raise monitor and remove Styrofoam packing materials- save for closing. Position the monitor to face the printer. For Optical-Scan without the BMD, cut seal on hard plastic scanner cover, set privacy shield in place. Save the seal. BMD Voting Machine Monitor Privacy Screen Scanner Blank Paper Insert Ballot Box Door 4. Cut the Ballot Box Door Red Plastic Seal and save it. 5. Unlock Ballot Box Door using the metal key, (turn handle clockwise). 6. 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 depressing UPS button (located inside lower right side of Ballot Box, see diagram that follows). Page 17/

18 7. Remove Portable Ballot Case. Remove and set aside the red disability equipment bag. Remove Blue Security Bag (picture on right). Make certain there are no voted ballots inside. If there are any ballots, STOP and immediately call BOE. 8. LCD screen will shortly prompt for Administrative Key (Security Key) found in the blue security bag: there will be soft beeping sound. Press your Security Key on the Optical-Scan where it says Security Key : press until it states Key Accepted. Page 18/

19 9. Extremely Important: Open the Portable Ballot Case and save the lock. Give the CORRECT Transmittal Form and Ballot Booklets to Inspectors setting up the voting area. Each Election District will have a specific set of Ballot Booklets for their EDs. Carefully determine the correct ballots for each ED before distribution as shown below.. 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 RECORD SEALS 1. Record Town, Poll Site & Optical-Scan machine # (from shipping label on emergency ballot door) on Inspectors Opening/Closing Log (See Appendix). 2. Locate the previously cut Cover Seal and red Ballot Box Door Seal and record them onto the Opening/Closing Log 3. Record security seal numbers on Inspector Opening Log section: USB Port (A); Emergency Ballot Box Door (B); Administrator (C); Poll Worker (D); Ballot Box Shield Gap (E); Thermal Printer Seal (F); Firmware on BMD only (G); Portable Ballot Box, (H) Printer; see images that follow Page 19/

20 Dutchess County Board of Elections Inspector Handbook Voting Machine Number Ballot Box Door Seal USB Port Seal A Emergency Ballot Box Seal B Administrator Seal C Poll worker Seal D Ballot Box Shield Gap Seal E Thermal Printer Seal F Page 20/

21 4. The Pre-Lat form is located in the Blue Security Bag. Confirm Optical-Scan 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 BOE. When done checking, place the Pre-Lat form temporarily aside. 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 without BMD do not have indicator lights) This light will turn green 2. Select Open Poll from administrative menu; then select ZERO Report. Wait! 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 onto Inspector Opening Log, such as the Unit Serial Number and the Protective Counter Number, Zero results. Sign the zero tape in the designated inspector area. 5. Compare the Protective Counter Number and the Unit Serial Number from the Zero Tape to the Pre-Lat Form. Place the Pre-Lat form into the manila Machine Inspector Envelope. Page 21/

22 7. Place the opening zero tape in the Blue Security Bag. 8. NOTE: LCD screen should now read: SYSTEM READY 9. Place the fully opened and ready to accept ballots Portable Ballot Case in the Optical-Scan voting machine. Close & lock the Ballot Box Door using the metal key. 10. Reseal Ballot Box Door with a blue Plastic Seal found in the Blue Security Bag. Record the seal number on Inspector Opening Log (middle section). 11. Inspectors should sign Opening Log and Open Certification sections and place it with the metal keys into the large manila envelope labeled for Machine Inspectors. 12. Attach the Privacy Screen on to the LCD screen/scanner. NOTE: Optical Scan Voting Machine is now ready for a Voting Session. MACHINE INSPECTORS VOTING SESSION ROLES During the voting day, one machine inspector should stand between the voting booth and the machine to monitor voters. Always maintain your distance from a ballot to protect the voter s privacy. Never touch a ballot to help a voter. Follow directions in the section titled: Casting the Ballot on page 8 which discusses casting the ballot, overvotes and ambiguous marks. All Inspectors can 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, you may stand near the door with a street guide to help direct voters to the correct intake table. If the polling place has only one machine and it is broken, the Machine Inspector will open the Emergency Ballot Box and direct voters to cast their ballot in the slot. When the machine is fixed, close the door and reseal the box. Record the seal number on the Opening/Closing Log. When a ballot jams, look at the LCD screen to determine if the ballot was counted. If the ballot was not counted, pull it out of the scanner and rescan it (the ballot may be ripped and need to be spoiled). If the screen displays that the ballot was counted, with a bi-partisan team, open the ballot door and remove the jammed ballot from the bottom of the scanner. Determine if the ballot has a write-in vote so as to place it into either the Portable Ballot Case or the Write-in compartment. Reseal the ballot box door and record the new number on the Opening/Closing Log. Any seals used during the election should be recorded on the Opening/Closing Log Abandoned (Unattended) Ballots: An unattended ballot is a ballot that is found and the voter is no longer at the polling place. The ballot may be in the scanner, on the floor or in the privacy booth. 1. If a voter leaves the voting machine or system without casting their ballot, a bipartisan team of election inspectors shall cause the ballot to be cast as the voter left it, without examining the ballot. 2. If a voter leaves their paper ballot in a privacy booth and leaves the polling place without first casting the ballot on the voting device, such ballot shall be marked spoiled and placed in a separate envelope for each spoiled ballot. A description of where and when the ballot was found should be written on the envelope. 3. When an inspector discovers an unattended ballot he or she should immediately bring it to the attention of an inspector from the other party before applying rule 1 or 2 (above). Call the Board of Elections if you have any questions as to how to properly handle unattended ballots. Page 22/

23 CLOSING PROCEDURES Dutchess County Board of Elections Inspector Handbook Emergency Ballots 1) A bi-partisan team of Inspectors will remove Emergency Ballot Box seal, open the door and check for ballots. If found, scan ballots. If a ballot cannot be scanned for reason of an over vote, press the cast button. If a ballot cannot be scanned for any other reason, place the ballots into the large manila envelope labeled Unscanned Emergency Ballots found in the machine envelope. The envelope will be sealed, then placed in the Portable Ballot Case when it is opened up later in the closing procedures (see step 13). Call BOE with any concerns. 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 if are certain you want to Close Polls select YES. 3) Message Poll is being closed will appear & tape will print. When prompted if you want more copies select Yes. 2 copies are needed. One is to be placed in the Blue Security Bag, the other one given to Inspectors at any ED table to be posted for poll watchers. 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 sure 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) Optical Scan without the BMD will shut off automatically when unplugged. b) 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. If LCD screen does not turn blank ignore this condition. 9) When the machine is shut off, carefully cut red Plastic Seal ( D ) from memory card door labeled Poll Worker. Discard seal. Open door and press button to remove the memory card. Put memory card in plastic case and place in Blue Security Bag. 10) The Blue Security Bag should be closed with only the following items inside: a) Security Keys b) Tapes: Opening Zero Tape and the Closing Results Tape c) Memory Card 11) Record the white plastic seal lock number on the Opening/Closing Log. Use the seal to lock the Blue Security Bag. The lock is found in the Blue Security Bag and shown on the right. 12) The Blue Security Bag is now ready for pickup by Results Courier at your poll site. Ballot Box 13) Remove Portable Ballot Case that contains Cast Ballots. Make sure any ballots that didn t properly fall into Ballot Case are now carefully placed into the Ballot Case. Page 23/

24 14) Place sealed Unscanned Emergency Ballot manila envelope on top of the ballots in the Portable Ballot Case. 15) Check to see if there are Write-in Ballots in the appropriate ballot bin. Write-in Ballots are to be placed in the Write-In Ballot envelope, sealed and placed on top of the ballots in the Portable Ballot Case. 16) The Portable Ballot Case should include all live ballots including: a) Voted Ballots b) Unscanned Emergency Ballots (in appropriate sealed envelope) c) Write-in-ballots (in appropriate sealed envelope) 17) Zip close the cover of the Portable Ballot Case. Secure with Blue Padlock (see right). Record the seal number on the Closing Log. Place case back into Optical-Scan machine. Finishing Steps 18) If the BMD feature was used to mark a ballot: a) An inventory of ballots cast/spoiled/unused by the Ballot Marking Device (BMD portion of the machine) is to be written on the closing log. Record; (1) the number of ballots cast taken from the BMD tally sheet; (2) the number of spoiled ballots; (3) the number of blank unused BMD ballot sheet remaining. b) Place all the blank Optical-Scan BMD ballot sheets inside the machine s write-in compartment. Place the Optical-Scan BMD Spoiled Ballot Envelope in the Poll Bag to return to the BOE. 19) Close and reseal memory card door (Poll Worker Seal D ) with blue Plastic Seal provided: record seal number on the opening/closing log. 20) Go to each Election District table and ask for all of their unused ballot booklets once they have completed their Closing Transmittal Form. Place all unused ballot booklets in the ballot box (on top of the sealed Portable Ballot Case). Also place extension cord in the ballot box. 21) Gather all items and place back into the plastic red bag, ATI; ATI Cable; Headphones; Sip & Puff; Sip & Puff Straw; bag with gloves & headphone covers; Paddles. Place the Red Bag, Privacy Sleeve & Screens in the Ballot Box write-in compartment. 22) With the metal key, lock the Ballot Box Door. Seal it with the Blue Plastic Seal and record the seal number in the log. Place machine keys back into its original large manila envelope labeled for Machine Inspectors. 23) Pack optical scan BMD machine with Styrofoam. Carefully put monitor back into secure position atop Styrofoam. Place vinyl cover over optical scan 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 should sign the Closing Log and all Inspectors should sign the Closing Certification. 26) Seal the Machine Inspectors manila envelope and give it to the Inspectors to be placed into the Poll Bag. It should contain: a) Machine Keys b) Opening/Closing Logs c) Zip Lock Bag of unused seals, scissors and unused pens Page 24/

25 APPENDIX Dutchess County Board of Elections Inspector Handbook VOTING SESSION - VOTERS WITH DISABILITIES USING BALLOT MARKING DEVICE When a voter wants to mark a ballot using the Optical-Scan BMD, call the BOE ( ) for any explanation of the steps below. Inform Machine Inspector that a voter will be using the BMD function of the voting machine. 1. Voter should check in at the Poll Book 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 District number. An Intake Inspector shall write this number down and give to Machine Inspector. Be certain the number is coming from correct district/ballot for the voter. 2. The ATI, cable and headphone set 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 3. Upon confirming they have correct Ballot ID#, follow these steps: 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 Privacy Sleeve. c. Use Security Key to open Administrative Menu and select Audio Session. 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 ADA session with Ballot ID #### will appear. Select 'YES'. e. The instructions for the voting session will appear on the monitor and through the headphones. Check to see if they need further assistance. Watch indicator lights to see if assistance is required. f. Once the ballot is printed, the voter will insert it into the scanner using the privacy sleeve. Provide assistance if required. Page 25/

26 4. If the voter does not want to cast their selected votes, the ballot should immediately be marked SPOILED and placed in the Optical-Scan BMD Spoiled Ballot Envelope. Ask the voter if they wish to start a new voting session. In that event, return to step 1 in this section. 5. When the voter has completed the voting process. Record that a vote was cast on the BMD Tally Sheet. 6. NOTE: a. The Optical-Scan BMD is now ready for another voting session. b. Voters using pre-printed paper ballots may continue to scan them into the machine while an audio session is in progress. DO NOT stop voting BALLOT REVIEW PROCESS 1. 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 ) Page 26/

27 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 ) 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 ) Page 27/

28 NEW YORK STATE VOTER S BILL OF RIGHTS Page 28/

29 NOTICE TO VOTERS (Use when voter s name is not in the poll book and is at the correct ED) Page 29/

30 SAMPLE COURT ORDER Dutchess County Board of Elections Inspector Handbook Page 30/

31 Dutchess County Board of Elections Inspector Handbook RECORDS BINDER Contents: 1. Challenge Report a. Name and address changes b. Challenges c. Deceased d. Assistance provided e. Court order f. Affidavit ballot g. Additional space for above items and notes 2. Emergency downtime and removed ballots 3. Inspector election district attendance sheets : 4. Pockets: Insert the following documents into the pockets a. Opening and closing transmittals b. Court orders c. Poll watcher certificates d. Challenge oaths POLL WATCHERS CERTIFICATE Page 31/

32 INSPECTOR OPENING TRANSMITTAL FORM Place check marks here Page 32/

33 INSPECTOR CLOSING TRANSMITTAL FORM Page 33/

34 MACHINE INSPECTOR Pre Lat Dutchess County Board of Elections Inspector Handbook Page 34/

35 MACHINE INSPECTOR Opening/Closing Log - END- Page 35/