November 7, 2017 Precinct Election Official Manual

Transcription

1 November 7, 2017 Precinct Election Official Manual (For Individual Precinct Voting Locations) Madison County Board of Elections Madison County Board of Elections 1423 State Route 38 SE London, OH

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3 To Madison County Precinct Election Official, To better equip precinct election officials to carry out their official duties, the Board of Elections has compiled a comprehensive manual to aid you before and on Election Day. We strongly encourage you to review the manual in its entirety and to frequently visit the manual to find the answers to questions you may have. On behalf of us here at the Board, thank you for your dedication, drive, and excellence in serving the voters of our community. Your efforts help make democracy strong. Sincerely, Madison County Board of Elections Deborah Cochran, Chair Teresa Ames, Member Howard Foust, Member Marcella Bogenrife, Member Board Contact Information or In case of an emergency on Election Day Call 911

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5 TABLE OF CONTENTS SECTION 1: ELECTION PROCESS OVERVIEW Ohio Election Law and the Secretary of State The County Board of Elections Precinct Election Officials Political Parties Types of Elections General Elections: Primary Elections Special Elections SECTION 2: PRECINCT ELECTION OFFICIAL S RESPONSIBILITIES AND CONDUCT Overview Requirements What to Expect? Voting Location Manager s Responsibilities Precinct Election Officials Responsibilities Precinct Election Official Conduct at Polling Places Understanding the Precinct Election Officials Responsibility Compensation SECTION 3: PRECINCT ELECTION OFFICIAL JOB DUTY OVERVIEW Electronic Poll Book/Signature Book Precinct Election Official Precinct Official Registration List Precinct Election Official Ballot/Provisional Precinct Election Official M 100/Ballot Stub Precinct Election Official SECTION 4: GETTING STARTED OPENING THE POLLS Step 1: Initial Tasks Step 2: Starting the Voting Equipment Step 3: Arranging the Precinct Step 4: Unpacking Supplies and Preparing for Voters Backup Poll Pad Poll Pad Printer WiFi Hotspot Poll Pad Usage Only Start Up Backup Poll Pad Start Up Check In Poll Pad Power Management Step 5: Finalizing for Voters SECTION 5: IDENTIFICATION Forms of Valid Identification Invalid Identification Voter Identification Requirements (Expanded) SECTION 6: PROCESSING VOTERS PAPER SIGNATURE BOOKS...6 1

6 Step 1 (Electronic Poll Book/Signature Book Precinct Election Official): Identify the Voter Step 2 (Electronic Poll Book/Signature Book Precinct Election Official): Check for notations underneath or within the signature box of the voter Step 3 (Electronic Poll Book/Signature Book Precinct Election Official): Mark the appropriate section of the Signature Book and instruct voter to sign Step 4 (Precinct Official Registration List Precinct Election Official): Precinct Official Registration List Precinct Election Official monitoring the Voter Registration Lists should check off the voter s name on the 11:00 a.m. and 4:00 p.m. lists Step 5 (Signature Precinct Election Official): For Regular voters, the precinct election official monitoring the ballots must then call the next ballot stub number Step 6 (Ballot/Provisional Precinct Election Official): Handing the voter the ballot and educating the voter Step 7 (Ballot Stub/M 100 Precinct Election Official): Instructing Voter Periodic Balancing Equipment Failure Soiled and Defaced Ballot Technical Issues Monitoring Voter Activity SECTION 7: PROCESSING VOTERS ELECTRONIC POLL BOOK (POLL PAD) Typical Voters Step 1 (Electronic Poll Book/Signature Book Precinct Election Official) Scan the voter s ID Step 2 (Electronic Poll Book/Signature Book Precinct Election Official): Voter states his/her name and address Step 3 (Electronic Poll Book/Signature Book Precinct Election Official): Verify the voter s ID Step 4 (Electronic Poll Book/Signature Book Precinct Election Official): Voter signs the Poll Pad Step 5 (Electronic Poll Book/Signature Book Precinct Election Official): Verify the voter s signature Step 6 (Electronic Poll Book/Signature Book Precinct Election Official): Record the ID type Record the ballot style (Primary elections only) Step 7 (Precinct Official Registration List Precinct Official): Precinct Official Registration List Precinct Election Official monitoring the Voter Registration Lists should check off the voter s name on the 11:00 a.m. and 4:00 p.m. lists Step 8 (Electronic Poll Book/Signature Book Precinct Election Official): Scan the ballot stub Step 9 (Electronic Poll Book/Signature Book Precinct Election Official): Hand the voter the ballot and instruct the voter Step 10 (Ballot Stub/M 100 Precinct Election Official): Special Situations Regular Voters Attorney In Fact Special Scenario Year Old Voter Special Scenario [Primary Elections Only] Name Change Address Change Same Precinct and Split Same Precinct, Different Split... Error! Bookmark not defined. Different Precinct Name Change and Address Change (But still in the same precinct)

7 Possible Match Found No Matching Voters Manual Lookup Soiled Ballot Soiled and Defaced Ballot Technical Issues Monitoring Voter Activity Equipment Failure Ballot Shortage No Barcodes Court Ordered Extended Voting Ask the voter for his or her address SECTION 8: PROCESSING PROVISIONAL VOTERS Reasons for Voting a Provisional Ballot Using the Poll Pad to Determine the Precinct for an Address Provisional Voters Where a Voter May Cast the Ballot? Processing Provisional Voters SECTION 9: CLOSING THE POLLS Step 1: Closing the M 100 and AutoMARK Important Tips for Closing the Polls Step 2: Reconciling Ballots, Signature Books, and Poll Books Step 3: Packing the Supplies Step 4: Shutting Down Check In Poll and Pad and Backup Poll Pad Step 5: Completing the Custody Log and Exiting the Location SECTION 10: MANAGING THE LOCATION VARIOUS TOPICS Assisting Voters with Disabilities (ADA Information) Curbside Voting Auxiliary Ballot Bin Ballot Transfer Procedure Challenging Voters Understanding the Process Challenging Voters: Using Form 10 U Challenging Voters: Political Party Affiliation Change Campaigning, Electioneering, and Rights of Media Media Access Exit Polling Emergency Procedures Observers Soiled and Defaced Ballots Visitors Withdrawn Candidates Write In Candidate Information SECTION 11: CLOSING SCENARIOS Closing Scenario # Closing Scenario # Closing Scenario # SECTION 12: ELECTRONIC POLL BOOK/SIGNATURE BOOK PEO INFORMATION SECTION 13: PRECINCT OFFICIAL REGISTRATION LIST PEO INFORMATION

8 Regular Voters Voter Registration Lists Poll Book Precinct Election Official Duties SECTION 14: BALLOT/PROVISIONAL PEO INFORMATION Ballot Splits SECTION 15: M 100 AND AUTOMARK OPERATION GUIDE SECTION 16: ETHICS POLICY SECTION 17: SPECIAL HELPS Observer Information ADA Resources SECTION 18: FORMS SECTION 19: DIRECTIVES... 1

9 Section 1: Election Process Overview Ohio Election Law and the Secretary of State 1 While federal law governs general aspects of elections in a presidential and congressional election year, Ohio law requires the Ohio Secretary of State, as the state s chief elections officer, to establish policies and procedures for conducting elections held in Ohio (R.C ; R.C ). As such, most procedures for conducting elections in Ohio are set forth in state law and by instructions in the form of advisories and directives issued by the Secretary of State. The County Board of Elections The members of county boards of elections are appointed by the Secretary of State. Each county s board of elections has four board members, two members for each of the two major political parties. They do their work through a director and deputy director, and other board staff who provide you and other precinct election officials with training and instruction. Boards of elections carry out state and federal law as instructed by the Secretary of State and by board policies adopted by the board s members. As a precinct election official, your direct supervisors for this election are the staff at your county board of elections. Precinct election officials carry out federal and state law as interpreted by the Secretary of State and as refined through policies of the board of elections. As a result, there are specific rules and procedures that must be followed to ensure that elections are fair and that every voter is given his or her constitutionally protected opportunity to voice his or her opinions by voting on Election Day. Precinct Election Officials Precinct election officials are required to perform all of the duties that our state legislature has required by law. These duties include receiving the ballots and supplies, opening and closing the polls, overseeing the casting of the ballots during the time the polls are open, and any other duties required by law (R.C ). At each voting precinct there will be at least four precinct election officials. As a precinct election official, it is your duty to ensure that the election is administered in your precinct consistently with the laws enacted by the people s elected representatives. Throughout Ohio, involved citizens like you serve at polling locations each Election Day. You will take an oath on Election Day to uphold the laws of the United States and of Ohio, and to perform your duties to the best of your ability. Political Parties Ohio s law is structured to place equal numbers of people from the two major political parties at work together for a check and balance system to ensure fairness. Each precinct in Ohio must have no more than half of its precinct election officials representing the same political party. 1 Information in this section is extracted from the current Ohio Secretary of State precinct election official training manual Election Process Overview: 1 1 Revised

10 Types of Elections There are three types of elections held in Ohio General Elections: General elections are held on the first Tuesday after the first Monday in November. General election voters determine who will be elected to represent the people at a given level of government. Federal, state, and county wide candidate elections are held in evennumbered years, while city, village, township, and board of education candidate elections are held in odd numbered years. State, county wide, district, or local issues may be on the ballot at any general election. Primary Elections Primary Elections are held each even numbered year. Primary Elections may also be held in odd numbered years depending upon the number of candidates seeking political party nomination for offices. A Primary Election occurs on the first Tuesday after the first Monday in May of each year, except in years in which a presidential Primary Election is held. Presidential primaries are held on the second Tuesday after the first Monday in March of presidential election years, an even numbered year every four years. Some Primary Elections for cities or villages are held on a different date because of the requirements of the charter that governs that city or village and that has been adopted by the voters. Primary Election voters determine who will be nominated as candidates for political parties to compete for particular offices at the general election. Primary Election voters also elect persons as members of the controlling committees of political parties, and as delegates and alternates to the conventions of political parties. Some issues may be on the ballot at a Primary Election. Under Ohio law, voters affiliate with a political party by voting in that political party s Primary Election. If a voter does not want to affiliate with a political party, then the voter may vote for issues only, if any issues were certified to the ballot in that voter s precinct. Special Elections A special election is any election other than the general or primary. A special election may be held on the first Tuesday after the first Monday in May, August, or November, or on the day authorized by a particular municipal or county charter for the holding of an election. A special election can be held on the same day as a primary or general election. However, during a presidential primary year, no special election is held in May, except as may be authorized by a municipal or county charter. A special election may be held on the second Tuesday after the first Monday in March during a presidential primary year. Sometimes, the law calls for a special election when there is a vacancy in an office. In that event, a primary or general election for the election of a candidate to the vacant office may fall on a different date than the regular or general election date for other candidates. Election Process Overview: 1 2 Revised

11 Section 2: Precinct Election Official s Responsibilities and Conduct Overview Precinct election officials ensure the election is conducted lawfully and assist voters in a courteous and respectful manner. Ohio law provides that the county board of elections selects, at a minimum, four residents of the county in which the precinct is located to serve as precinct election officials. Counties are permitted to assign more than four precinct election officials to a precinct, and often they do when they expect a high voter turnout. Requirements Ohio law states that to serve as a precinct election official, the precinct election official must: Be 18 years of age and registered to vote in the county, or, Be a 17 year old senior in high school, a resident of the county, appointed and recommended through a school program to serve as a precinct election official; Have not been convicted of a felony; Not be a candidate whose name appears on the ballot in the precinct where he or she is working; Have been trained in person Prior to working for the first time and at least once every three years, precinct election officials must attend an in person training course. Voting location managers must attend an in person training course before the primary election in even years. The training course lasts anywhere from 2 4 hours and covers nearly everything a precinct election official needs to know. Online training courses are also available through the Ohio Secretary of State and participation in the course is recommended and encouraged. Have signed the Ethics Policy Acknowledgment Form. The policy may be found in the Appendix section of this manual. 2 What to Expect? One of the precinct election officials serving at a precinct will be selected to act as voting location manager. He or she is responsible for picking up supplies and for assisting another precinct election official in returning the supplies at the end of the evening. While not solely responsible for the outcome of the election of his or her precinct, voting location managers should feel comfortable and possess the ability to oversee the election process, including overseeing opening and closing of the polling place. The law requires that the voting location manager have the same political affiliation as the party whose candidate for Governor received the most votes in that precinct at the last regular state election for Governor. Voting Location Manager s Responsibilities The voting location manager is the manager for the precinct and is responsible for the overall conduct of the election at the precinct polling location. 2 Information in this section is extracted from the current Ohio Secretary of State Precinct Election Official Manual Precinct Election Official s Responsibilities and Conduct: 2 1 Revised

12 NOTE: Per Amended Senate Bill 109, effective February 25, 2014, a presiding judge is now referred to as a voting location manager. If you are the voting location manager, prior to Election Day you will do the following: Pick up any election supplies, following the county board of elections instructions; Check any supply container labels to make sure they are for your precinct, assuring that you do not break any seals in the process; Go to your polling location so that you know how to get there, can easily locate parking, and be familiar with where the voting equipment can be found; Contact the polling location facility about getting in to set up for the election, if this is required by your county board of elections; and Contact the precinct election officials assigned to your precinct to confirm their commitment for Election Day and to arrange a time to set up the polling location, if this is required by your county board of elections. On Election Day the voting location manager will carry out the following duties; Arrive at the polling location no later than 5:30 a.m.; Administer the oath of office to other precinct election officials and ensure they take and sign the oath statement, followed by your signing of the oath statement; Formulate a work plan for Election Day, including work assignments, lunch schedules, and break schedules; Arrange the polling location and set up voting machines as directed by the board of elections; Review with precinct election officials any special instructions or recent changes to instructions; Break the seal on the election supply container and confirm that the supplies, including ballots, are the correct supplies for your precinct or polling place; Before the polls open on Election Day, on the official Precinct Voter Registration Lists to be posted at the precinct polling location, check off all absentee voters listed on the Supplemental Absentee List. Copies of the official Precinct Voter Registration Lists are updated and posted throughout the day so that the public can see which registered voters in your precinct have voted; Post the official Precinct Voter Registration List at 6:30 a.m. and post updates at 11:00 a.m. and 4:00 p.m. showing who has voted in the precinct. The general public is permitted to be in the polling location to read and take notes from these lists while the polls are open; Officially open and close the polls; Administer the oath to any duly appointed poll observers; Ensure that all campaigners and campaign materials are situated 100 feet beyond the entrance to the polling location, as marked by the U.S. flags posted outside the entrance to the polling location (even if you cannot place the flags at 100 feet, the boundary extends to 100 feet); Precinct Election Official s Responsibilities and Conduct: 2 2 Revised

13 Complete any necessary chain of custody procedures for voting materials; Return the ballots and required voting materials and supplies to the board of elections with a precinct election official, employee, or appointee of the board to whom an oath was given and who is a member of a different political party; and Perform any other duties assigned by your county board of elections. Precinct Election Officials Responsibilities A Precinct election official must perform the following duties: Prior to Election Day, go to your polling location so you know how to get there, can easily locate parking, and be familiar with where the voting equipment can be found; On Election Day, arrive at the polling location not later than 5:30 a.m.; Take the precinct election officials oath of office, administered by the voting location manager and sign the oath statement; Sign the payroll sheet; and Conduct the election properly and lawfully. Precinct election officials must also perform tasks assigned by the voting location manager such as: Assist in arranging the precinct polling location; Assist in opening and closing the precinct polling location; Assist voters, as necessary, and in a courteous and respectful manner; Know how to properly use the voting machines; Ensure the security of the voting machine(s) and all associated materials and supplies; Verify and sign forms as needed; Ensure that all campaigners and campaign materials are situated 100 feet beyond the entrance to the polling location, as marked by the U.S. flags posted outside the entrance to the polling location (even if you cannot place the flags at 100 feet, the boundary extends to 100 feet); Record important information as necessary; Post the official Precinct Voter Registration Lists for your precinct at 6:30 a.m., 11:00 a.m. and 4:00 p.m.; Check voter ID; Supervise the use of Electronic Poll Book/Signature Book and check in voters; Make sure voters are correctly issued regular or provisional ballots; and Perform any other duties as assigned by the county board of elections. Precinct Election Official s Responsibilities and Conduct: 2 3 Revised

14 In Madison County, there are three different types of precinct election officials who work together to make Election Day run smoothly and effectively. Voting Location Manager The voting location manager is the person in charge of the voting precinct and is responsible for the voting operations at that precinct. The voting location manager shares the same responsibilities as the precinct election officials but is looked to as the person in charge. On Election Day, the voting location manager administers the oath of office, notifies the Board of Elections of any absent precinct election officials and assigns the duties to fellow precinct election officials who assist him or her at the precinct. The voting location manager is also responsible for overseeing the opening and closing of the polls. Prior to Election Day, voting location managers must perform some preliminary duties in preparation for Election Day. Precinct Election Official (PEO) The precinct election officials assist the voting location manager and share responsibility for the operation of the polling location. Precinct election officials help with setup of voting machines and precinct supplies, the posting of signs and posters, distribution and setup of ADA equipment, and greeting and check in of voters. Following the close of the polls at 7:30 p.m., all precinct election officials assist the voting location manager in closing the polling site. Rovers Rovers are basically assistant field technicians who receive specialized training and are assigned a certain number of voting locations to lend assistance to precinct election officials. They periodically visit their assigned voting locations to troubleshoot problems, provide instruction, drop off needed supplies, and to provide overall Election Day support. Precinct Election Official Conduct at Polling Places How a precinct election official conducts himself or herself at the polling location sets the tone for the voting location and serves as an example for voters. Treating voters and other election officials with courtesy and respect is the foundation for a smooth process. If you have patience with them, they will have patience with you if problems arise. Your Election Day assignment is a long one and can be tiring and trying if voter turnout is high, so please think about practical things like getting plenty of rest before your long day of service. In short, please prepare for Election Day so you can treat voters in a professional manner, work efficiently, and resolve problems that arise. Desired Precinct Election Official Conduct Precinct election officials should treat voters in a professional manner, work efficiently, and resolve problems so that voters can vote with ease, comfort, and privacy. Precinct election official activity should not distract voters from their business at the polls. Unacceptable Precinct Election Official Conduct: Precinct election officials may not campaign at the polling location, or attempt to influence any voter or other precinct election officials as to their vote for or against a candidate or issue; Precinct election officials may not wear or disseminate any campaign literature or paraphernalia, including, but not limited to literature, partisan sample ballots, campaign badges, campaign clothing, or campaign buttons; Precinct Election Official s Responsibilities and Conduct: 2 4 Revised

15 Precinct election officials may not introduce into the polling location, or use during their working time, items that might distract them from managing the polls (i.e., laptops, tablets not provided by the board of elections, newspapers, ipods or other music players, cell phones for personal use, radios, televisions, etc.); Precinct election officials may not solicit contributions for raffle tickets or chances, or have for sale anything at the polling location, such as baked goods, candy, crafts, etc.; Precinct election officials may not place any food or drink on the check in table, or on or near voting equipment or supplies; Precinct election officials may not engage in any other activities identified as illegal or unacceptable according to the board of elections, the Secretary of State, or state or federal law; and Precinct election officials may not refuse to enforce election laws, especially the laws that apply to precinct polling locations (R.C , R.C ) Understanding the Precinct Election Officials Responsibility Ohio law classifies Election Day voters into two main categories: regular voters and provisional voters. Likewise, there are two main types of ballots: regular and provisional. One of the main functions of a precinct election official or voting location manager is to ensure that the correct ballot is provided to the voters. Keep in mind that a regular voter s ballot will count on Election Day after it is placed in the M 100 Ballot Scanner. A provisional voter s ballot will not count on Election Day and the provisional voter s ballot is therefore placed in a yellow Provisional Ballot Affirmation envelope (Form 12 B). Board staff reviews the information provided by the voter on the yellow Provisional Ballot Affirmation envelope to help determine if the ballot inside the envelope is countable. Eligible ballots are counted as part of the Official Results released after Election Day. It is essential that you understand the difference between a regular and provisional voter before working the polls. Please review the entirety of this manual so that you are prepared when you work the polls. Compensation Precinct election officials are paid for their service after Election Day. Checks arrive usually three weeks after the election. Although training is often weeks before Election Day, precinct election officials will be paid for training and for serving on Election Day after the election. For more information about precinct election official compensation, contact the Board of Elections at Precinct Election Official s Responsibilities and Conduct: 2 5 Revised

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17 Section 3: Precinct Election Official Job Duty Overview There are four main duties which each precinct election official should be able to perform on Election Day. 1. Electronic Poll Book/Signature Book Precinct Election Official The Electronic Poll Book/Signature Book Precinct Election Official will be the voter s initial point of contact at the precinct election official table. The Electronic Poll Book/Signature Book Precinct Election Official must remember to not get flustered and to not rush. He or she should feel confident in carrying out the election laws and the requirements set by the Board. The responsibilities include: Greeting the voter as they arrive; Asking the voter for his or her name and address; Verifying the identity of voter and asking the voter to present identification; Recording the ballot stub number, and other information according to the Board s instructions Determining if the voter will receive a provisional or regular ballot based on his or her eligibility; Requiring the voter to sign the Electronic Poll Book/Signature Book and comparing the voter s signature with the signature on file; Asking the voter to indicate the type of party ballot he or she desires (primary elections with candidates on the ballot only); Ensuring that the Ballot/Provisional Precinct Election Official is aware of the precinct split the voter resides in; Assisting the Voting Location Manager with periodic balancing throughout the day. 2. Precinct Official Registration List Precinct Election Official The Precinct Official Registration List Precinct Election Official will be responsible for ensuring that the 6:30 a.m., 11:00 a.m. and 4:00 p.m. voter registration lists are properly printed and displayed within the precinct. The responsibilities include: Assisting the Electronic Poll Book/Signature Book Precinct Election Official as a bipartisan check on the processing of each voter; Updating/Printing and displaying Voter Registration Lists which are posted at 6:00 a.m., 11:00 a.m. and 4:30 p.m. Assisting the Voting Location Manager with periodic balancing throughout the day 3. Ballot/Provisional Precinct Election Official The Ballot/Provisional Precinct Election Official is responsible for issuing ballots to voters and for assisting provisional voters, with the help of other precinct election officials at the precinct. This precinct election official should be careful to politely and helpfully assist provisional voters. Ballots distributed to the voters must correspond to the voter s choice of ballot and to the appropriate precinct split the voter is in. The Ballot/Provisional Precinct Election Official will also ensure that provisional voters are provided with the proper instructions. Precinct Election Official Job Duty Overview: 3 1 Revised

18 The responsibilities include: Ensuring that the proper ballot was issued to the voter; Calling out the ballot stub number and ensuring that the ballot stub number was recorded in the Electronic Poll Book/Signature Book; Issuing the ballot to the voter in the cardboard secrecy folder; Educating the voter as to the process to follow; Instructing and educating provisional voters as to the proper procedure he or she needs to follow; Completing SOS Form 12 D when an individual refuses to travel to his or her correct precinct or to the board of elections to cast a provisional ballot, in a multi precinct location and insists on voting at an incorrect precinct. 4. M 100/Ballot Stub Precinct Election Official The M 100/Ballot Stub Precinct Election Official is responsible for monitoring the whereabouts of voters as they are involved in the voting process and ensuring that voters are using the voting equipment properly. The M 100/Ballot Stub Precinct Election Official should be aware of the surroundings and remain diligent in assisting voters with the M 100 to prevent voters from leaving the location prematurely. The individual performing this function will also assist provisional voters. The responsibilities include: Collecting the ballot stub after the voter removes the ballot stub from his or her ballot; Educating the voter as to the proper location to deposit his or her ballot; Verbally assisting voters who require assistance with the M 100; Placing the envelope containing the voted provisional ballot in the secure yellow provisional ballot bag provided by the board of elections. Under no circumstances shall a provisional ballot be fed into a precinct count optical scanner used by voters to cast regular ballots. Precinct Election Official Job Duty Overview: 3 2 Revised

19 Section 4: Getting Started Opening the Polls Step 1: Initial Tasks Open the Supply Bag provided to your precinct to begin. Start with number 1 below: If at any time supplies discussed in the steps below are missing, contact the Board of Elections ( ) immediately to acquire the supplies needed. 1. Locate the Signature Book near the top of the precinct s Supply Bag and remove. 2. Turn to the inside front cover where the name tags are located in the sleeve. 3. Perform introductions and distribute name tags among the precinct election officials in the precinct. 4. Discuss amongst the officials in your precinct when each individual would like to take his or her lunch. Both a Democrat and a Republican must leave together at lunch to keep equal balance between both political parties. There may never be an uneven balance between the parties. Keep a consistent 1:1 or 2:2 ratio during the lunch hour. 5. The voting location manager should verify that someone of the opposite party will transport the election supplies to the board of elections after the polls are closed. If a problem arises in preparing for transport, please call Locate the payroll sheet on the inside front cover of the Signature Book and sign the payroll sheet. If an official s name is missing from the payroll sheet, simply use the blank space to print the official s name and sign accordingly (High School workers in some elections will not appear on the payroll sheet). 7. Once the payroll sheet has been completed and signed, precinct election officials should place the folded payroll sheet in the YELLOW Results bag. Getting Started Opening the Polls: 4 1 Revised

20 8. Locate the Voting Location Supply Binder near the top of the precinct s Supply Bag 9. Turn to Section B to take the Oath of Office 10. The voting location manager should administer the Oath of Office located in Section B of the Voting Location Supply Binder. 11. Each precinct election official must sign the Precinct Election Official Oath of Office sheet in the Voting Location Supply Binder after taking the Oath of Office. The voting location manager should delegate responsibility appropriately. All steps listed in this section must be completed to successfully open the polls. Precinct election officials should split up into two teams for Steps 2, 3 and 4. Step 2: Starting the Voting Equipment Two precinct election officials of opposite party should use the M 100/AutoMARK Operation Guide on the side of the ballot box to setup the M 100 and AutoMARK. When finished, these precinct election officials should assist other precinct election officials with the steps listed below. Two other precinct election officials should assist one another in completing the steps below. Two precinct election officials of opposite party should locate the M 100/AutoMARK Operation Guide on the side of the ballot box and follow the steps to properly open the polls. Both the M 100 and the AutoMARK require setup and must be ready and turned on by 6:30 a.m. Begin setup of the equipment by 5:45 6:00 a.m. This allows ample time for the Board to respond if equipment does not start up properly and needs replaced. The Operation Guide may also be found in the appendix section of this manual. Madison County Board of Elections M 100/ AutoMARK Operation Guide with Step by Step Opening and Closing the Polls Instructions 1423 State Route 38 SE London, OH Getting Started Opening the Polls: 4 2 Revised

21 Step 3: Arranging the Precinct Precinct Setup and Organization If not already setup, precinct election officials should follow the steps in bold below to setup and arrange the precinct accordingly. 1. Ensure that the precinct has enough tables for its use. One table, the Precinct Election Official Table, should be positioned in a suitable location so that precinct election officials may have a good view of voters as they enter to vote. SEE DIAGRAM BELOW M 100 Precinct A Precinct Election Official Table In some locations, the setup of the location will be performed in advance. Voting Table Main Entrance Do not rearrange the setup if already arranged by the Board of Elections or its assigned representative. 2. The Precinct Election Official Table should be setup and arranged using the diagram below. Keep in mind that the Electronic Poll Book/Signature Book should be on the end that is opposite where the M 100 will be situated. M-100 Ballot Stubs/ Monitoring M-100 Ballots Precinct Official Registration Lists Electronic Poll Book/Signature Book The M 100 should be placed in close proximity to the Precinct Election Official Table (approximately 5 10ft.) so that precinct election officials can easily observe who is voting in order to offer assistance to the voter using the M 100. The M 100 should not be too close to the Precinct Election Official Table possibly causing the voter to feel like the casting of his or her vote was not private. 3. Setup a table that voters can use to mark the ballot. Be careful to position the table in a manner that provides for the greatest amount of privacy. Make sure the table is not near to voters that may be waiting in line. 4. Precinct election officials should setup the white privacy screens provided to their precinct on the voting table for voters to mark the ballot with privacy. Getting Started Opening the Polls: 4 3 Revised

22 5. Distribute black pens (located in the Miscellaneous Supply Envelope, clear bag) to the voting table AFTER removing caps. Remove the caps from the pens to prevent theft! 6. If wood blocks were provided to your precinct, please place them under the legs of all tables being utilized to ensure that the tables are the proper height (27 from the floor to the bottom edge of the table). Only one block per leg is necessary. 7. Ensure that no electrical cords, mats, carpets, etc. pose tripping hazards. Cover electrical cords appropriately. 8. Place the flags 100 feet from the entrance to the building (polling location). If there is not a location to post the flags (lack of grass, etc.), place them as far away from the voting entrance as possible without going over 100 feet. If necessary, flags may also be placed in the opening of any extra orange cones which will help precinct election officials mark the proper distance from the entrance. 9. Ensure the following required signs are posted on the white plastic board. Please ensure that the whiteboard is as close to the ground as possible. ADA standards require signage to be no more than 4 high off the ground. Since the white board is itself 4 high, it is essential to extend the legs of the easels no more than a few inches. Notice 10 V (Warning against voting more than once contrary to law) Voting Rights Information Poster Voting Instructions Posters (2 posters) Other signs and notices may be placed on the white posting board by the Board of Elections. 10. Ensure that the notice below is placed on the exterior door of the building. This notice is located in the Postings, Forms and Envelope Supply Pack Envelope (certain precincts) and is to be posted on the exterior door of your location. Getting Started Opening the Polls: 4 4 Revised

23 11. Setup any ADA equipment or signs according to the description below. Note: In some locations it may not be necessary to place any ADA equipment as it may have been positioned for the location Range Twp. House 2-½ thick mats Monroe Twp. Hall 6 orange cones Oak Run Twp. Hall 2-1/2 level landing mat Pike Twp. Hall 2-½ thick mats 12. Use the information below for help in placing the orange cones and the parking signs provided. Each location must have at least one van accessible parking location. Getting Started Opening the Polls: 4 5 Revised

24 13. Review that the polling location is prepared for voters with disabilities using the checklist below: Parking At least one Van Accessible space provided for every eight standard accessible spaces, construction after 3/15/2012 requires one Van Accessible space provided for every six standard accessible spaces Orange cones or other apparatus used to designate parking spaces Vertical signs, at least 5 high to the top of the sign, are equipped with a $250 minimum fine sign, construction after 3/15/2012 requires at least 5 high to the bottom of the sign 98 inches of vertical clearance is available for lift equipped vans at Van Accessible parking spaces Route of Travel (inside and outside the building) A route of travel that does not require the use of stairs with at least 36 inches of aisle space is available All objects protruding into the path may be detected by a person with a visual disability using a cane In order to be detected using a cane, an object must be within 27 inches off the ground. Objects hanging or mounted overhead must be higher than 80 inches to provide clear head room. It is not necessary to remove objects that protrude less than four inches from the wall. Signs that show where an alternative accessible entrance are in place if the primary entrance is not accessible Mats or carpeting are securely laid out or installed in such a way as to minimize tripping hazards There is ample room within the location (at least 36 inches) and a 5 foot circle or T shaped spaced available (for turning a wheelchair) Getting Started Opening the Polls: 4 6 Revised

25 Step 4: Unpacking Supplies and Preparing for Voters 1. Remove the following items from the precinct s Supply Bag and place on the Precinct Election Officials Table(s) Signature Book Voting Location Supply Binder Provisional supplies (place between Precinct Official Registration Lists and ballots) Ballot Stub Envelope(s) 2. Locate the Yellow Ballot Bag or bags and break the lock from the zipper. Multiple bags are provided when the amount of ballots so necessitates more than one bag. Wire cutters are available in the Yellow Results bag. 3. Confirm that the Yellow Ballot Bag lock number is the lock number listed on the Lock and Seal Storage Sheets in the Section E of the Voting Location Supply Binder. If more than one bag is used, more than one lock number will be printed on the sheet. 4. Remove the ballots from the Yellow Ballot bag and place on the Precinct Election Official Table. IMPORTANT STEP DO NOT FORGET 5. Inspect the ballots. Precinct Election Officials should work together (preferably all four precinct election officials) to inspect the ballots. Make sure the surface the ballots are placed on is clean. Ensure that no marking devices accidentally make marks on the ballots. If identifiers are present, keep the identifiers with the ballots so each stack is quickly identified by split. Only select precincts have splits. Refer to the Appendix section for a list of which precincts this applies to. Ensure that all ballots correspond to your precinct and your precinct s split(s). In Primary Elections, ensure that all the various party ballot types are present. 6. Verify that all absentee voters have been marked in the Signature Book and on the 6:30 a.m. Voter Registration List. One precinct election official, other than the voting location manager and of the opposite party of the voting location manager, should verify that all absentee voters not previously marked automatically by the computer system used to print the book have been marked in the Signature Book and on the Voter Registration Lists provided to the precinct. Indicate absentee voters not Getting Started Opening the Polls: 4 7 Revised

26 already indicated in the Signature Book and on the lists using the abbreviation AB or the word Absentee. Place the notation UNDERNEATH the signature box, NOT within it. Locate the Supplemental Absentee Voter List(s), and the Precinct Official Registration Lists marked 6:30 a.m. found inside the front cover (in the sleeve) of the Signature Book. One of the precinct election officials, of the opposite party of the voting location manager, should verify that all absentee voters have been indicated on the Precinct Official Registration Lists (6:30 a.m. list) and in the Signature Book using the supplemental absentee voter list(s). 7. Post the 6:30 a.m. list on the whiteboard located in the polling location. This list will contain all absentee voters and should be posted by the time the polls are opened. 8. Unpack additional precinct supplies and arrange on the table or as instructed: Precinct Signs, Ballot Pickup and Ballot Return signs (located in Postings, Forms, and Envelope Supply Pack) Hang on the side of the precinct election official table. Note: Some precincts will have large signs on easels in addition to or instead of smaller signs. Small signs should hang on the edge of the precinct election official table. Large signs should be positioned on the easel provided and set near the precinct election official table. Place the Ballot Return sign on the precinct election official table closest to where the M 100 is situated, and the Ballot Pickup sign near the Electronic Poll Book/Signature Book side of the table. Sample ballot for the precinct (located in Postings, Forms, and Envelope Supply Pack) Place on precinct election official table. Getting Started Opening the Polls: 4 8 Revised

27 List of write In candidates (if applicable) (located in Postings, Forms, and Envelope Supply Pack) The Notice of Write In candidates must be kept on the precinct election official table and made available upon request, but should not be in plain view of the voting public. Some ballots will not have a write in candidate line; therefore, there will be no list of write in candidates. Voter Registration and Information Update Forms, Precinct Election Official Recruitments Cards, and other forms envelope (located in Postings, Forms, and Envelope Supply Pack) Keep on table or nearby. 17 year old Voter Ballot Envelope (primary elections only) (located in Postings, Forms, and Envelope Supply Pack) Place near ballots Soiled and Defaced Ballot Envelope (located in Postings, Forms, and Envelope Supply Pack) Place near ballots Ballot Stub Envelope (located in Postings, Forms, and Envelope Supply Pack) Keep on table. Forms Envelope (white envelope) (located in Postings, Forms, and Envelope Supply Pack) Keep on table or nearby. Curbside Voter Envelopes and Curbside Voter Worksheets (located in Postings, Forms, and Envelope Supply Pack) Keep on table or nearby. Provisional Packet [includes yellow Provisional Ballot Affirmation envelope (Form 12 B), Provisional Voter Precinct Verification Form (Form 12 D), and Provisional Ballot Notices (Form 12 H)] (located in the Supply Bag) Place these items near the ballots and keep on the table or nearby. Blue pens (located in the zipper pouch) To be used by precinct election officials only. Do not allow voters to use the blue pens except for signing in. 9. Locate the Yellow Provisional Ballot Bag in the Supply Bag. 10. Ensure that the bag is empty. 11. Lock the Yellow Provisional Ballot Bag. Find the Red Yellow Provisional Ballot Bag Seal in Section E of the Voting Location Supply Binder (located on the Lock and Seal Storage Sheet) 12. Ensure that the correct lock number has been recorded on the Lock and Seal Storage Sheet. If a discrepancy arises, record the lock number that has been provided to you. Getting Started Opening the Polls: 4 9 Revised

28 13. Locate the Orange Court Order Only Bag in the Supply Bag (located at the extreme bottom). 14. Ensure that the correct Orange Lock Number has been recorded on the Lock and Seal Storage Sheet. 15. Place the Orange Court Order Only Bag back in the Supply Bag. This bag should never be opened or used unless precinct election officials have been notified by the Board. The envelopes inside are especially made for Court Orders Only to distinguish between the provisional voters who voted during regular polling hours and those provisional voters who voted during the court order. They are very expensive and need saved for when they are really needed. 16. Locate Poll Pad #1 17. Remove from the green case for Poll Pad # 1: ipad Base & Stand Arm Magnetic Stripe Reader One Stylus Home screen information sheet Democratic & Republican PEO Credential Envelopes The remaining items may be left in the case. There is a backup battery in the base of the Poll Pad stand. 18. Locate the battery check button on the battery, press and release it. Four blue LED s should light indicating that the battery is fully charged. DO NOT plug the battery into the ipad at this time. Getting Started Opening the Polls: 4 10 Revised

29 19. Place the ipad face down on a soft surface to avoid scratching the screen. 20. Orient the ipad so that the camera is in the lower left corner (the labels on the back will be upside down). 21. Orient the stand arm so that the KNOWiNK logo is right side up and the arm is towards you. 22. Squeeze the green ears and attach the stand to the back of the ipad. Wiggle the arm to make sure it is secure. 23. Place the stand arm in the base and press down to ensure that it is secure. 24. Adjust the assembly so that the ipad HOME button is on the left. DO NOT attach the magnetic stripe reader at this time. Backup Poll Pad Set this up out of the way, but where PEO s can keep an eye on it. 25. Remove from the green case for Poll Pad #2: ipad Base Stand Arm ipad Charger and cable Printer, power supply and AC power cord Jetpack WiFi Hotspot. The remaining items may be left in the case. Getting Started Opening the Polls: 4 11 Revised

30 Poll Pad 26. Assemble the Poll Pad, base and stand as described above. 27. Plug the Poll Pad charger into a wall outlet and connect the charging cable to the Poll Pad. Printer 28. Ensure that the printer power switch is turned off. 29. Connect the power supply cord to the printer observing the orientation of the plug. The flat spot on the plug goes towards the top of the printer. 30. Connect the AC power cord to the power supply and plug it into an AC outlet. 31. Once the power is connected, turn the power switch on. The printer is paired with a specific ipad and connects wirelessly. For convenience, it can be placed up to 20 feet from the ipad. WiFi Hotspot The jetpack WiFi hotspot will be located near the backup Poll Pad. The jetpack has an internal battery. The jetpack will not be plugged into the wall unless battery level drops to 1 bar. 32. Leave the charger and charging cord in the Poll Pad case until they are needed. 33. Press and hold the POWER button (#5) on the top side of the jetpack until the display lights up with the Verizon logo. In a few seconds, the main menu is displayed. 34. Place the jetpack near the backup Poll Pad. 35. Once the jetpack is running, examine the WiFi icon on the Poll Pads. All Poll Pads should indicate a WiFi connection. The main display of the jetpack indicates the number of connected devices. This should be 2, the number of Poll Pads. The display screen will blank after a few seconds. To view the display screen, tough the OK button (#4). Touch the OK button again to unlock the display. Getting Started Opening the Polls: 4 12 Revised

31 36. Examine the Network Signal Strength at the top left of the display. It should be at least two bars. 37. If it not two bars, reposition the jetpack a few inches looking for a better signal. Ideally, at least two bars of signal strength will be available near the Poll Pad, but if not, you may have to experiment with the jetpack location. 38. Be sure wherever it is located, that all the Poll Pads are connecting to it and is where the PEO s can keep an eye on it and NOT where a voter could walk off with it. The battery life is dependent on usage and may or may not last the entire election. 39. Periodically check the battery life. If it drops to one segment, attach the charger. Poll Pad Usage Only The jetpack provides a secure WiFi hotspot for the Poll Pads only. DO NOT connect other devices to the hotspot. Start Up Backup Poll Pad 40. The Poll Pad should automatically start once the charger is attached. If it doesn t, press and hold the POWER button (near the bottom on the right side of the ipad) until the Apple logo is displayed, then release the POWER button. In a few seconds, the Home screen is displayed. The backup Poll Pad will be left displaying the Home screen. 41. Verify that the information on the Home screen matches that provided on the Home Screen information sheet. MADISON COUNTY Election name and date Polling location County Wide records Precinct records Check in count is zero Config Profile 42. Verify that the battery icon indicates that the ipad is charging (green with lightning bolt). Getting Started Opening the Polls: 4 13 Revised

32 Start Up Check In Poll Pad 43. Press and hold the POWER button (near the bottom on the right side of the ipad) until the Apple logo is displayed, then release the POWER button. In a few seconds, the Home screen is displayed. 44. Verify that the information on the Home screen matches that provided on the Home screen information sheet. MADISON COUNTY Election name and date Polling location County Wide records Precinct records Check in count is zero Config Profile 45. Verify that the battery level at the top right of the screen is at least 90%. 46. Tap the GET STARTED button. The Democrat Login dialog is displayed. 47. The Democratic PEO enters the user name and password from the Democratic PEO Credential Envelope and taps the DONE button. The Republican Login dialog is displayed. 48. The Republican PEO enters the user name and password from the Republican PEO Credential Envelope and taps the DONE button. 49. Tap OK to acknowledge the Poll Pad Unlocked message. The IDENTITY VERIFICATON screen is displayed. 50. Plug the magnetic stripe reader into the ipad headphone jack at the top right of the ipad. Press firmly and the reader will click into place. Orient the reader so that the top edge is even with the top of the ipad. Getting Started Opening the Polls: 4 14 Revised

33 51. Verify that the magnetic stripe reader icon at the top right of the screen is GREEN. 52. Verify that the peer peer icon (two ipads) near the top right of the screen is GREEN and shows a blue badge with a white number 1 in it. This indicates that the Poll Pad is syncing with the backup Poll Pad. The backup Poll Pad should also indicate that it is syncing with 1 other Poll Pad. We are using secure WiFi hotspots to allow the Poll Pads to communicate with each other. Once the hotspot is running, the WiFi icon at the top left of the ipad screen should indicate that WiFi is in use. This hotspot is for Poll Pad usage only. DO NOT connect any other devices to this hotspot. Power Management There is a backup battery in the base of the check in ipad. Together with the built in battery in the ipad, there is enough power to operate the ipad for the entire Election Day. DO NOT use the backup battery to power the ipad until the ipad s built in battery level drops below 20%. Once the ipad s battery level drops below 20%, plug one end of the white charging cord into one of the two large USB ports on the battery and plug the other end into the charging (lightning) jack on the ipad. The battery icon should turn green and a lightning bolt should appear to the right of the symbol indicating that the ipad is charging. If the ipad does not start charging, tap the Power button on the battery base. If the charge level reaches 100%, unplug the ipad from the backup battery. This may not happen before the end of the day. Getting Started Opening the Polls: 4 15 Revised

34 Step 5: Finalizing for Voters 1. Verify that the custody log has been completed properly. Refer to the instructions in the M 100/AutoMARK Operation Guide for information on how to complete the Custody Log properly. 2. Voting location manager should delegate job duties and assist in making the decision which individual will monitor each station. M-100/Ballot Stubs PEO Ballot/Provisional PEO Precinct Official Registration List PEO Signature Book PEO 3. At 6:30 a.m., the voting location manager in the facility must declare aloud that the polls are opened. Getting Started Opening the Polls: 4 16 Revised

35 Section 5: Identification R.C requires each elector, upon appearing at the polling place to vote, to announce his or her full name and current address and provide proof of the elector s identity. Forms of Valid Identification The forms of identification that may be used by a voter who appears at a polling place to vote on Election Day include: 1. A current and valid Ohio driver s license or state identification card NOTE: A current Ohio driver s license with an old address IS ACCEPTABLE as long as the address listed in the Electronic Poll Book/Signature Book is current. The name on this form of identification must be current. Important 2. A military identification The name on this form of identification must be current; however, this form of identification does not need to have the address that corresponds to the record found in the Electronic Poll Book/Signature Book. 3. A photo identification card issued by the United States government The name and the address on this form of identification must be current and must match the address found in the Electronic Poll Book/Signature Book. To be current The documents listed to the left must contain an expiration date that has not passed (see Appendix for more details on military identification) 4. An original or copy of a utility bill The name and the address on this form of identification must be current and must match the address found in the Electronic Poll Book/Signature Book. 5. An original or copy of a bank statement The name and the address on this form of identification must be current and must match the address found in the Electronic Poll Book/Signature Book. 6. An original or copy of a paycheck The name and the address on this form of identification must be current and must match the address found in the Electronic Poll Book/Signature Book. 7. An original or copy of a government check The name and the address on this form of identification must be current and must match the address found in the Electronic Poll Book/Signature Book. To be current The documents listed to the left must be dated within one year of the Election Day for which the voter is presenting it for the purpose of voting. 8. An original or copy of another government document The name and the address on this form of identification must be current. A government document may not be a Registration Acknowledgment Notice provided by the Board of Elections. Identification: 5 1 Revised

36 Ohio Driver s License and State Identification Cards: Understanding the Current Address Exception Since the most common form of identification that voters will provide is an Ohio Driver s license or state identification card, it is vital that precinct election officials understand what to do when the address on this form of identification does not match. The Precinct Election Official should: 1. Ensure that the address provided verbally by the voter is the address listed in the Electronic Poll Book/Signature Book. Example: Below is an example of a Signature Book showing a record of Jane F. Doe. Her current Ohio issued state Identification card states she lives in Columbus. The Signature Book record states she lives in London on North Main St. The precinct election official reaffirms with the voter that she does live at the address found in the Signature Book. 2. The Electronic Poll Book/Signature Book Precinct Election Official should allow the voter to vote a regular ballot. There is no need to record the last four digits of the voter s driver s license number or state identification card any longer. 3. The precinct election official should place a check in the ID box to indicate that they saw the proper ID and write Photo ID on the line. 4. The voter should then be instructed to sign the Electronic Poll Book/Signature Book and the precinct election official may proceed to process the voter according to the Board s instructions. Remember, the above instructions also apply to voters who provide a state identification card issued by the State of Ohio. Identification: 5 2 Revised

37 SPECIAL NOTICE Please read the information below carefully To vote a regular ballot, the voter must provide valid identification. For a regular voter, providing the last four digits of his or her social security number is NOT sufficient identification. Important Therefore, the last four digits of the social security number must NEVER be recorded in the white section (regular voter section) of the Signature Book. However, if a voter does not provide valid identification, that voter IS permitted to cast a Provisional Ballot and may provide the last four digits of his or her social security number as identification. Since the voter is providing additional information and is making an official statement using the yellow Provisional Ballot Affirmation envelope (Form 12 B), providing the last four digits of the social security number is acceptable identification. If the last four digits of the social security number are provided by a provisional voter, the last four digits should be recorded in the Yellow Section of the Signature Book. Refer to the Provisional Voter Section for more information on processing provisional voters Invalid Identification Ohio law does not allow for the following forms of ID to be accepted by precinct election officials: Driver s license or photo identification card issued by a state other than Ohio; Social Security card; Passport; Birth certificate, unless voter still lives at the house where he or she resided at birth, and the birth certificate contains that home address; Insurance cards with no home address of voter; or The notice from the county board of elections sent 60 days before the date of the election containing voter ID requirements or any registration notice from the county board of elections. Other documents from the board of elections are acceptable ID as government documents. Identification: 5 3 Revised

38 Voter Identification Requirements (Expanded) Below is more detailed information regarding the forms of identification that permit a person to vote a regular ballot if they are in the correct precinct. Photo ID: Any document issued by the U.S. government or the State of Ohio that meets the following criteria is an acceptable photo identification if it has ALL of the following: An expiration date that has not passed; A photograph of the voter; The voter s name, which must conform to the voter s name as it appears in the Electronic Poll Book/Signature Book; and The voter s current address which must substantially conform to the voter s address as it appears in the Electronic Poll Book/Signature Book UNLESS the ID is an Ohio driver s license or State ID Card. Military ID: Valid military identification cards or copies of such cards must be accepted whether or not they contain an address (R.C ). However, this form of ID must allow a precinct election official or election official to determine that it is the military ID card of the person who is presenting it for the purpose of voting. Utility Bill: Must contain correct name and current address of the voter. A bill is a statement of fees owed and/or paid for services. The bill may be a copy of an electronically transmitted statement for services owed or paid or a regular paper copy. A utility bill includes, but is not limited to, water, sewer, electric, heating, cable, Internet, telephone, and cellular telephone services. The name and address on the bill must conform to the voter s information as it appears in the Electronic Poll Book/Signature Book. The utility bill must be current within one year of the Election Day for which the voter is presenting it for the purpose of voting. Bank Statement: Must contain correct name and current address of the voter. A bank statement includes, but is not limited to, a statement from any financial or brokerage institution. The bank statement may be a copy of an electronically transmitted statement or a regular paper copy. The name and address on the statement must conform to the voter s information as it appears in the Electronic Poll Book/Signature Book. The bank statement must be current within one year of the Election Day for which the voter is presenting it for the purpose of voting. Government Check: Must contain correct name and current address of voter. A government check includes, but is not limited to, a paycheck, check stub or receipt provided for direct deposit of funds, including a copy of an electronically transmitted statement, issued by any level of government (known as political subdivision ) in Ohio, or for any other state, or the United States government. The name and address on the check must conform to the voter s information as it appears in the Electronic Poll Book/Signature Book. Identification: 5 4 Revised

39 The government check must be current within one year of the Election Day for which the voter is presenting it for the purpose of voting. Paycheck: Must contain correct name and current address of voter. A paycheck includes, but is not limited to, a paycheck, check stub or receipt provided for the direct deposit of wages or earnings, including a copy of an electronically transmitted statement, from any public or private employer, bearing the name and current address of the voter. The name and address on the paycheck must conform to the voter s information as it appears in the Electronic Poll Book/Signature Book. The paycheck must be current within one year of the Election Day for which the voter is presenting it for the purpose of voting. Other Government Document: Must contain correct name and current address of voter. Other government documents are acceptable forms of voter identification. A government document is considered a document that is issued by a government office, which includes any local (city, county, township, village, school district or other political subdivision), state or federal government office, branch, agency, division or similar component, including a board, commission, or public college, university or community college, whether or not in Ohio. Examples of government documents include, but are not limited to, letters, tax bills, licenses, notices, court papers, grade reports, and transcripts. A government document must include the name and current address of the voter. Documents from the board of elections are acceptable ID as government documents; except for voter registration acknowledgment notices which are NOT allowed. The document may be a copy of an electronically transmitted statement or a regular paper copy. The name and address on the government document must conform to the voter s name as it appears in the Electronic Poll Book/Signature Book. The document must be current within one year of the Election Day for which the voter is presenting it for the purpose of voting. Identification: 5 5 Revised

40 Identification: 5 6 Revised

41 Identification: 5 7 Revised

42 Identification: 5 8 Revised

43 Identification: 5 9 Revised

44 Identification: 5 10 Revised

45 Identification: 5 11 Revised

46 Identification: 5 12 Revised

47 Section 6: Processing Voters Paper Signature Books To correctly process voters, below is a step by step instructional guide to successfully process voters. The information found below focuses on processing regular voters. For detailed information on the steps involved in processing provisional voters, please refer to the Section 8: Processing Provisional Voters. Step 1 (Electronic Poll Book/Signature Book Precinct Election Official): Identify the Voter To make things easier, precinct election officials should ask the voter for his or her name then lookup the voter in the Signature Book. Once the voter s name is found, ask the voter to provide the address for comparison. Ask the voter to provide his or her name and current residential address Compare with the voter s form of valid identification (see Identification section for more information) Three Types of Regular Voters Regular voters will: Provide to the precinct election official his or her name as recorded in the Signature Book, and Provide to the precinct election official his or her address as listed in the Signature Book, and Provide to the precinct election official valid identification that confirms his or her name and address as listed in the Signature Book (see Section 5: Identification for more information) OR Regular voters will: Provide to the precinct election official his or her name as listed in the Signature Book, and Provide to the precinct election official an address that is different than the address listed in the Signature Book, but the address is still in the precinct, and Provide to the precinct election official valid identification that confirms both the voter s name as recorded in the Signature Book and address as provided by the voter (see Section 5: Identification for more information) and Complete a Voter Registration and Information Update Form OR Regular voters will: Provide to the precinct election official proof of a legal name change such as a marriage license or a court order that includes the elector s current and prior name, and Provide to the precinct election official his or her address as listed in the Signature Book or an address that is different, but still in your precinct (based on the precinct street listing), and Provide to the precinct election official valid identification that confirms the voter s address as recorded in the Signature Book (see Section 5: Identification for more information), and Processing Regular Voters Paper Signature Books: 6 1 Revised

48 Complete and sign a notice of change of name (Secretary of State Form 10 L) NOTICE The voter s address must still be in the precinct to vote in that precinct Provisional Voters will: Provide to the precinct election official information that does not match the entries in the Signature Book, or will provide an address that is not found in the precinct he or she is attempting to vote in Provide identification that does not meet the requirements (see Section 5: Identification ) Be unable to provide identification Provide a name that is different than the name listed in the Signature Book and cannot provide proof of a legal name change to a precinct election official such as a marriage license or a court order that includes the elector s current and prior names. Refer to Section 8: Processing Provisional Voters for more information on processing provisional voters. Important Reminder Regarding Provisional Voters Provisional Voters must be directed to the precinct which the voter resides in. Step 2 (Electronic Poll Book/Signature Book Precinct Election Official): Check for notations underneath or within the signature box of the voter (For more detailed information, turn to Section 12: Electronic Poll Book/Signature Book PEO Information ) Notations include: ABSENTEE (or abbreviation of AB) This notation indicates that the voter has requested, received, or returned an absentee ballot. If the voter desires to vote at the polling location, the voter must vote a provisional ballot. The ballot issued on Election Day should be the ballot placed in the yellow Provisional Ballot Affirmation envelope (Form 12 B), not the absentee ballot provided prior to Election Day. Absentee ballots must never be returned to the polling location! PROVISIONAL This notation indicates that a voter s registration acknowledgment notice was returned to the Board of Elections as undelivered mail. Since this occurred, the voter must vote a provisional ballot refer to Section 8: Processing Provisional Voters section for more information. 17 YEAR OLD This notation indicates that the voter may vote in a Primary Election on the nomination of candidates only. 17 Year Old Voters are not permitted to vote on county and state central committee members or any issues on the ballot. If issues or county/state central committee members are on the ballot, the voter s ballot may not be placed in the M 100 but instead placed in a 17 Year Old Voter Ballot Envelope (located in the Postings, Forms, and Envelope Supply Pack). The Board will examine the ballot to determine Processing Regular Voters Paper Signature Books: 6 2 Revised

49 that only races the voter was eligible to vote for have been marked. If required, the ballot will be re made so that only the eligible races are marked. If no notation appears for a 17 Year Old voter, this means that the voter is eligible to vote a full ballot and place the ballot in the M 100. ATTORNEY This notation indicates that the voter has designated an Attorney in Fact to sign on the voter s behalf. Attorney in Fact documents are located in Section C of the Signature Book. Step 3 (Electronic Poll Book/Signature Book Precinct Election Official): Mark the appropriate section of the Signature Book and instruct voter to sign. (This Process is for regular voters Only) Regular voters will, use the white section where his or her name is located: The Electronic Poll Book/Signature Book Precinct Election Official should indicate, by checking the appropriate box, which type of ballot the voter desires to voter (Primary Elections only). Instruct the voter to sign the white section of the Signature Book. Precinct election officials must compare the signature to the signature to the left of where the voter signs. IMPORTANT: If a majority of the poll workers determine that the voter s signature does not substantially conform to the signature on record, he or she must vote a Provisional Ballot. Refer to Section 8: Processing Provisional Voters for more information on processing Provisional Voters Area for precinct election officials to record information Precinct election officials will check the box at ID and write one of the following: Write Photo ID in the Signature Book if the type of identification that was viewed was an Ohio Driver s License or was an Ohio issued state Identification card. Utility Bill Paycheck Bank Statement Gov t Check Gov t Document See Section 5: Identification for more information Processing Regular Voters Paper Signature Books: 6 3 Revised

50 Step 4 (Precinct Official Registration List Precinct Election Official): Voter Registration List Precinct Official Registration List Precinct Election Official monitoring the Voter Registration Lists should check off the voter s name on the 11:00 a.m. and 4:00 p.m. lists. For more help, see Section 13: Precinct Official Registration List PEO Information. Regular Voters will: Always have his or her name listed on the Voter Registration Lists. In select instances the addresses may be incorrect if the voter moved within the precinct. Step 5 (Signature Precinct Election Official): For Regular voters, the precinct election official monitoring the ballots must then call the next ballot stub number. The precinct election officials in charge of the Signature Book, should, in the appropriate area, indicate the ballot number. FOR PRIMARY ELECTIONS ONLY: Depending on the type of ballot given to the voter upon his or her request, for: Constitution ballots: Precede ballot number with the letter C (i.e. C1) Green ballots: Precede ballot number with the letter G (i.e. G1) Libertarian ballots: Precede ballot number with the letter L (i.e. L1) Socialist ballots: Precede ballot number with the letter S (i.e. S1) Democratic ballots: Precede ballot number with the letter D (i.e. D1) Republican ballots: Precede ballot number with the letter R (i.e. R1) Issues only ballots: Precede ballot number with the letter X (i.e. X1) Processing Regular Voters Paper Signature Books: 6 4 Revised

51 Step 6 (Ballot/Provisional Precinct Election Official): Handing the voter the ballot and educating the voter Provide the voter a ballot with the stub attached by placing the ballot in a cardboard secrecy sleeve. Each voter must be provided with a secrecy sleeve to keep his or her ballot private. If he or she decides not to use it, he or she can hand the provided secrecy sleeve back to the precinct election official Educate voter as to the area designated for voting his or her ballot. Educate the voter that when he or she has finished marking the ballot, the ballot should be brought back to the table with the ballot stub attached. If the voter is a Seventeen year old voter: (Primary Elections ONLY): Remind the voter that they are only able to vote on candidates seeking nomination. Seventeen year old voters are not allowed to vote on issues or on State or County Central Committee Members and are therefore not permitted to place his or her ballot in the M 100. Hand the voter a copy of the 17 Year Old Voters Voting Your Optical Scan Ballot Instruction sheet Step 7 (Ballot Stub/M 100 Precinct Election Official): Instructing Voter Once the voter has completed marking the ballot, voter should be instructed to: A. Return the ballot to the precinct election official table B. Remove the stub from the ballot in the presence of the precinct election official C. Hand the ballot stub to the M 100/Ballot Stub Precinct Election Official Ballot stubs should be kept in numerical order, rubber banded in packs of 50, and ultimately deposited into the ballot stub envelope. D. Instruct the voter to deposit ballot into the M 100 E. Retrieve the secrecy folder from the voter once he or she is finished placing the ballot in M 100. F. Provide the voter with a voting sticker. If the voter removed the ballot stub and was not in the presence of the precinct election official, that ballot must be soiled and defaced along with the stub and the voter must be issued a new ballot. The voter will have then used up one of his or her three opportunities to vote. (See Section 10: Managing the Location Various Topics page Soiled and Defaced section for more information). Unless a voter specifically requests assistance, precinct election officials should not handle the ballot once the ballot is voted. Voters should remove the ballot stub for themselves. If voters request assistance, both a Democrat and Republican precinct election official should assist the voter. Processing Regular Voters Paper Signature Books: 6 5 Revised

52 If the voter is a Seventeen year old voter (Primary Elections only): Provide the voter with an envelope labeled 17 Year Old Voter Ballot Envelope (located in the Posting, Forms, and Envelope Supply Pack envelope) in which to deposit his or her ballot. After the voter has placed their voted ballot in the 17 Year Old Voter Ballot Envelope and handed it to the Ballot Stub/M 100 Precinct Election Official, deposit the envelope in the Yellow Provisional Ballot Bag. Provide the voter with a voting sticker Seventeen year old voters are not permitted to place his or her ballot in the M 100 unless the only candidates on the ballot are candidates being nominated (in this situation, no notation would appear in the Signature Book for 17 Year Old voters). Periodic Balancing It is strongly suggested that precincts balance the Signature Book, Ballot Stubs, and M 100 totals throughout the day. This will help you be preemptive in your ability as a precinct to reconcile at the end of the night. Remember to document plainly any problems you experience. Equipment Failure 1. If a voting machine, either the M 100 or the AutoMARK is not working properly, call the Board of Elections at IMMEDIATELY. 2. Locate an Election Day Precinct Incident Log (located in Section G of the Signature Book) and complete it with information relevant to the situation. 3. If the M 100 is not functioning, the Board will direct you to utilize the Auxiliary Ballot Bin. Instructions are provided in Section 10: Managing the Location Various Topics page 10 5 Auxiliary Ballot Bin section for more information. Soiled and Defaced Ballot Technical Issues 1. If a ballot is ripped, torn, or rendered useless due to another problem and the damage is caused by a precinct election official or by a voting machine, do not penalize the voter in any way. 2. Precinct election officials should put the damaged ballot in the Soiled and Defaced Envelope (located in the Posting, Forms, and Envelope Supply Pack envelope) and must make a note of the issue on the Precinct Problems and Corrections pages in Section F of the Signature Book. Processing Regular Voters Paper Signature Books: 6 6 Revised

53 Monitoring Voter Activity To effectively process voters, the Board provides a certain amount of privacy screens and secrecy folders for each precinct to use. To keep a pace that precinct election officials can handle, only allow voters to mark their ballot when these supplies are available. Ballots, therefore, should not be handed to a voter until space becomes available for the voter to mark the ballot. In addition, precinct election officials may implement a ten minute voting rule when all the privacy screens are full and there are voters waiting to vote. To deal effectively with a voter who is taking over ten minutes, two precinct election officials of opposite party may approach the voter to determine if they need assistance. If no assistance is needed, calmly assert that others are waiting to mark their ballot and refer to Ohio Revised Code that is placed inside each privacy screen. Processing Regular Voters Paper Signature Books: 6 7 Revised

54

55 Section 7: Processing Voters Electronic Poll Book (Poll Pad) To correctly process voters, below is a step by step instructional guide to successfully process voters. The information found below focuses on processing regular voters. For detailed information on the steps involved in processing provisional voters, please refer to Section 8: Processing Provisional Voters. Three Types of Regular Voters Regular voters will: Provide to the precinct election official his or her name as recorded in the Electronic Poll Book, and Provide to the precinct election official his or her address as listed in the Electronic Poll Book, and Provide to the precinct election official valid identification that confirms his or her name and address as listed in the Electronic Poll Book (see Section 5: Identification for more information) OR Regular voters will: Provide to the precinct election official his or her name as listed in the Electronic Poll Book, and Provide to the precinct election official an address that is different than the address listed in the Electronic Poll Book, but the address is still in the precinct, and Provide to the precinct election official valid identification that confirms both the voter s name as recorded in the Electronic Poll Book and address as provided by the voter (see Section 5: Identification for more information) and Complete a Voter Registration and Information Update Form OR Regular voters will: Provide to the precinct election official proof of a legal name change such as a marriage license or a court order that includes the elector s current and prior name, and Provide to the precinct election official his or her address as listed in the Electronic Poll Book or an address that is different, but still in your precinct (based on the precinct street listing), and Provide to the precinct election official valid identification that confirms the voter s address as recorded in the Electronic Poll Book (see Section 5: Identification for more information), and Complete and sign a notice of change of name (Secretary of State Form 10 L) Processing Regular Voters Electronic Poll Book (Poll Pad): 7 1 Revised

56 NOTICE The voter s address must still be in the precinct to vote in that precinct Provisional Voters will: Provide to the precinct election official information that does not match the entries in the Electronic Poll Book, or will provide an address that is not found in the precinct he or she is attempting to vote in Provide identification that does not meet the requirements (see Section 5: Identification ) Be unable to provide identification Provide a name that is different than the name listed in the Electronic Poll Book and cannot provide proof of a legal name change to a precinct election official such as a marriage license or a court order that includes the elector s current and prior names. Refer to Section 8: Processing Provisional Voters for more information on processing provisional voters. Important Reminder Regarding Provisional Voters Provisional Voters must be directed to the precinct in which the voter resides. Typical Voters Most voters will provide an Ohio Driver s License or state issued ID card that can be scanned, will have a name and address that match their registration information, will be checked in without change on the Poll Pad and will be able to vote a regular ballot. Step 1 (Electronic Poll Book/Signature Book Precinct Election Official) Scan the voter s ID. Ask the voter for his or her ID. Most voters will provide an Ohio Driver s License or state issued ID card. Both of these can be read by the magnetic card reader on the Poll Pad. For ID types that cannot be read by the Poll Pad, see the Manual Lookup section below. Ensure that the Poll Pad is displaying the Identity Verification Screen. Swipe the ID through the magnetic card reader. Orient the ID as shown and pull it downward through the card reader. Screen 7 1: Identity Verification Photo 7 1: ID Orientation If the Poll Pad finds an exact match (first name, last name and date of birth) with a voter entitled to vote a regular ballot, the Signature Screen is displayed. See section below for processing any Special Scenario popup messages that may be displayed or if the Signature Screen is not displayed. Processing Regular Voters Electronic Poll Book (Poll Pad): 7 2 Revised

57 Step 2 (Electronic Poll Book/Signature Book Precinct Election Official): Voter states his/her name and address. Ask the voter to state his or her name. The voter must verbally state his/her name, even though he/she has provided ID and even if you know the voter personally. The stated name must conform to the name displayed on the Poll Pad. o The last names must match. A hyphenated name does not match a nonhyphenated name, even if parts match (i.e. Smith Jones does not match Smith). o The first names must match or be common derivatives, such as Bill for William or Peg for Margaret. o If both names have middle names, they must match, be common derivatives or initials. If the names do not conform, see the section on name changes below. The voter may not vote a regular ballot using a former name. The voter may not change the stated name to vote a regular ballot. Ask the voter to state his or her address. The voter must verbally state his/her address, even though he/she has provided ID and even if you know the voter personally. The stated address must conform to the address displayed on the Poll Pad. o The addresses must refer to the same building. Common street name variations are acceptable, such us S.R. 38 versus Elm Street. o If there is a sub designator, such as apartment or lot number, they must match. If the addresses do not conform, see the section on address changes below. The voter may not vote a regular ballot using a former address. The voter may not change the stated address to vote a regular ballot. Step 3 (Electronic Poll Book/Signature Book Precinct Election Official): Verify the voter s ID. See Section 5: Identification for detail. The name must conform (see above) to the registration name. For ID s that can be scanned (Ohio Driver s License or state issued ID card), the addresses does not have to match. For ID s that can be scanned, the expiration date must not have passed. An expiration date of Election Day is acceptable. The PEO s must be able to determine that the ID belongs to the person presenting it. Just because the Poll Pad scanned the ID and displayed the signature screen does not guarantee that the ID is acceptable. If the ID is not acceptable, ask the voter if they have another ID. For a list of valid ID s see Section 5: Identification. If the voter does not have a valid ID, he/she must vote a provisional ballot. Step 4 (Electronic Poll Book/Signature Book Precinct Election Official): Voter signs the Poll Pad. Swivel the Poll Pad to the voter and instruct him/her to sign and to tap the button when he/she is satisfied with the signature. If the voter swivels the Poll Pad back Processing Regular Voters Electronic Poll Book (Poll Pad): 7 3 Revised

58 to you without tapping ACCEPT, instruct the voter that he/she must tap the ACCEPT button. By tapping the ACCEPT button, the voter is confirming that that is the signature he/she uses. If the voter needs to change the signature before tapping ACCEPT, he/she can tap the button to start over. If the voter is unable to sign the Poll Pad because of a disability and he/she is using an assistive device, such as a signature stamp, you will use the paper signature book to check in the voter. See the section on the paper signature book. Step 5 (Electronic Poll Book/Signature Book Precinct Election Official): Verify the voter s signature. The Poll Pad displays the Poll Worker Confirmation screen. Verify that the voter s signature matches the registration signature. If a majority of the PEO s agree that the signatures do not match, the voter must vote a provisional ballot. Once the voter has confirmed his/her signature (tapped the ACCEPT button), he/she may not change the signature. Screen 7 2: Poll Worker Confirmation Processing Regular Voters Electronic Poll Book (Poll Pad): 7 4 Revised

59 Step 6 (Electronic Poll Book/Signature Book Precinct Election Official): Record the ID type. Using the ID Type pop up list, select the type of ID provided. For an Ohio Driver s license or state issued ID card, the type is Photo ID. Record the ballot style (Primary elections only). Ask the voter which ballot style (party or issues only) he/she wants. Using the Ballot Type pop up list, select the desired ballot type. Screen 7 3: ID Type Selection Screen 7 4: Ballot Type Selection Step 7 (Precinct Official Registration List Precinct Official): Precinct Official Registration List Precinct Election Official monitoring the Voter Registration Lists should check off the voter s name on the 11:00 a.m. and 4:00 p.m. lists. For more help, see Section 13: Precinct Official Registration List PEO Information. Regular Voters will: Always have his or her name listed on the Voter Registration Lists. In select instances the addresses may be incorrect if the voter moved within the precinct. Voter Registration List Step 8 (Electronic Poll Book/Signature Book Precinct Election Official): Scan the ballot stub. Inform the ballot PEO of the split (if there are multiple splits) and the ballot type (primary elections only) needed. The ballot PEO will supply the ballot. Tap the button on the Poll Pad. Screen 7 5: Precinct/Split The Scan Ballot Stub screen is displayed. Under normal circumstances, do not use the button. Screen 7 6: Scan Ballot Stub Processing Regular Voters Electronic Poll Book (Poll Pad): 7 5 Revised

60 Place the ballot upside down on the check in table to the right of the ipad. Move the ballot slightly to scan the barcode. Photo 7 2: Ballot Scanning Position The Poll Pad records the ballot information and displays Success. If the Poll Pad displays an issue, correct and scan again: Screen 7 7: Ballot Scan Success o Obtain the proper ballot. o If the Poll Pad cannot scan the barcode on a particular ballot, try cleaning the ipad camera lens with a soft cloth. o If the ballot does not scan due to a defect with the barcode, soil the ballot and obtain another ballot. Step 9 (Electronic Poll Book/Signature Book Precinct Election Official): Hand the voter the ballot and instruct the voter. Provide the voter a ballot with the stub attached by placing the ballot in a cardboard secrecy sleeve. Each voter must be provided with a secrecy sleeve to keep his or her ballot private. If he or she decides not to use it, he or she can hand the provided secrecy sleeve back to the precinct election official. Screen 7 8: Ballot Scan Issues Educate the voter as to the area designed for voting his or her ballot. Educate the voter that when he or she has finished marking the ballot, the ballot should be brought back to the table with the ballot stub attached. Processing Regular Voters Electronic Poll Book (Poll Pad): 7 6 Revised

61 Step 10 (Ballot Stub/M 100 Precinct Election Official): Instruct the voter. Once the voter has completed marking the ballot, voter should be instructed to: A. Return the ballot to the precinct election official table B. Remove the stub from the ballot in the presence of the precinct election official C. Hand the ballot stub to the M 100/Ballot Stub Precinct Election Official Ballot stubs should be kept in numerical order, rubber banded in packs of 50, and ultimately deposited into the ballot stub envelope. D. Instruct the voter to deposit ballot into the M 100. E. Retrieve the secrecy folder from the voter once he or she is finished placing the ballot in M 100. F. Provide the voter with a voting sticker. If the voter removed the ballot stub and was not in the presence of the precinct election official, that ballot must be soiled and defaced along with the stub and the voter must be issued a new ballot. The voter will have then used up one of his or her three opportunities to vote. (See Section 10: Managing the Location Various Topics page Soiled and Defaced section for more information). Unless a voter specifically requests assistance, precinct election officials should not handle the ballot once the ballot is voted. Voters should remove the ballot stub for themselves. If voters request assistance, both a Democrat and Republican precinct election official should assist the voter. Processing Regular Voters Electronic Poll Book (Poll Pad): 7 7 Revised

62 Special Situations Regular Voters These voters will require additional processing, but are still able to vote a regular ballot and will be processed on the Poll Pad. Attorney In Fact Special Scenario When the Poll Pad displays the Attorney in Fact Special Scenario popup, the voter has filed paperwork with the Board of Elections that allows another individual (the attorney in fact) to sign election related materials for the voter, with the voter s consent and in the voter s presence. Copies of this paperwork are provided in Section C of the Signature Book. Using this documentation, verify the ID of the attorney in fact. This voter is a regular voter, the only difference is that the attorney in fact signs for the voter. Note: a power of attorney designation by itself is not sufficient to allow someone to sign on behalf of a voter. 17 Year Old Voter Special Scenario [Primary Elections Only] When the Poll Pad displays the 17 Year Old Voter Special Scenario popup, the voter is entitled to vote a regular ballot, but not for all races or issues on the ballot. He/she is a regular voter; process up to the point of handing the voter his/her ballot. Screen 7 10: 17 Year Old Remind the voter that they are only able to vote on candidates seeking nomination and presidential delegates. Seventeen year old voters are not allowed to vote on issues or on State or County Central Committee members and are therefore not permitted to place his or her ballot in the M 100. Hand the voter a copy of the 17 Year Old Voters Voting Your Optical Scan Ballot Instruction sheet. Observe the voter to make sure he/she does not try to place his or her ballot in the M 100. Name Change Screen 7 9: Attorney In Fact If the voter s stated name does not match the registration name and the voter has ID with his/her current name and proof of the name change: Court order; Marriage license; or Proof of legal name change that includes both the voter s former and current names. The voter must have the original of these documents. Copies are not acceptable Once the voter completes a 10 L form, he/she may vote a regular ballot. Process the voter using his/her former name on the Poll Pad. The voter signs with his/her current name and signature. If the voter does not have appropriate documentation, he/she may leave to retrieve it or he/she may vote a provisional ballot. Processing Regular Voters Electronic Poll Book (Poll Pad): 7 8 Revised

63 Address Change Determine the precinct, split and polling location for the voter s current address. If the voter s current address is different from the registration address, but still in the same precinct and if the voter has an acceptable ID, the voter may vote a regular ballot. The voter must complete a Voter Registration form for the address change. Use the Poll Pad to determine the precinct and split associated with the voter s current address. On the Identity Verification screen, tap the button to advance to the Voter Lookup Screen. On the Voter Lookup Screen, tap the button to advance to the Find a Precinct dialog. Enter the house number. Enter the first few letters of the street name. As you type a popup list of possible street matches is displayed. Continue typing the street name or select a street name from the list. Tap the SEARCH button. You may have to tap SEARCH a second time. The precinct, split and polling location are displayed. The voter must vote at the polling location for his or her address. If the voter insists on voting at the wrong polling location, he or she may cast a provisional ballot, but that ballot will not count. See Section 8: Processing Provisional Voters. In precincts with multiple splits: Midway/Range (1/2/3) South Solon/Stokes (1/2) Union (1/2) Pay attention to the split associated with the voter s current and registration addresses. Same Precinct and Split Screen 7 11: Find a Precinct (1) Screen 7 12: Find a Precinct (2) If the addresses are in the same split, process the voter as a regular voter. If the voter s type of ID requires a matching address, the address on the ID must match the voter s current address. Ohio Driver s Licenses and state issued ID cards do not require a matching address. The voter must complete a Voter Registration form for the address change. Do not process an address change for the voter on the Poll Pad. Processing Regular Voters Electronic Poll Book (Poll Pad): 7 9 Revised

64 Same Precinct, Different Split If the addresses are in different splits, the voter is still a regular voter, but must vote the ballot for the split associated with his/her current address. If the voter s type of ID requires a matching address, the address on the ID must match the voter s current address. Ohio Driver s Licenses and state issued ID cards do not require a matching address. The voter must complete a Voter Registration form for the address change. Do not process an address change for the voter on the Poll Pad (Note: this is different from instructions provided at PEO training). If you try to scan the barcode of the correct ballot for this voter (the ballot for the split associated with the voter s current address), the Poll Pad will display a Wrong Ballot Scanned error. Instead, you must manually enter the ballot stub number. Tap the button at the bottom of the Scan Ballot Stub screen. Enter the five digit ballot stub number and tap the Screen 7 13: Wrong Ballot Scanned button. Different Precinct If the voter s current address is in a different precinct from that of the registration address, the voter must vote provisionally. The voter must vote at the polling location associated with the precinct of his/her current address. See Section 8: Processing Provisional Voters. The voter may not vote using his/her former address. Processing Regular Voters Electronic Poll Book (Poll Pad): 7 10 Revised

65 Processing Regular Voters Electronic Poll Book (Poll Pad): 7 11 Revised

66 Name Change and Address Change (But still in the same precinct) Follow both the name and address change procedures above. The voter must complete a 10 L for the name change and a Voter Registration form for the address change that is still in the same precinct. Possible Match Found If the Poll Pad finds a partial match between the scanned ID and a voter record, the Possible Match Found popup is displayed along with the potential record. Since the record found is not a complete match, double check that the Poll Pad has found the correct voter record. Compare the displayed year of birth with the voters year of birth. No Matching Voters If the Poll Pad is unable to find a match scanning the ID, the No Matching Voters popup is displayed. The most common reasons for not matching the scanned ID are: Voter is not registered Voter is registered in a county other than Madison Voter is registered under a former name Manual Lookup Screen 7 14: Possible Match Found Screen 7 15: No Matching Voters A manual lookup may be used if the voter provides an ID that cannot be scanned or if the voter is not found by the scan. One reason a voter may not be found is that the voter is registered under a different name. On the Voter Lookup Screen, enter the first few letters of the voter s last and first names and tap SEARCH. If the voter still is not found, tap the button to perform an advanced search. The most useful advanced searches will be: Date of Birth Address Screen 7 16: Manual Lookup Screen 7 17: Advanced Search Processing Regular Voters Electronic Poll Book (Poll Pad): 7 12 Revised

67 A list of potential matches is displayed. If the voter record background is white, the voter may be able to vote a regular ballot. Since with a manual lookup, the voter s date of birth is not checked, verify the voter s age against the birth year displayed immediately below the voter s name. If you are not sure of the voter s age, ask him/her what year he/she was born. It is possible that a parent or child may be registered with the same name and address. Tap on the voter s record to display the Screen 7 18: Voter Lookup Signature Screen and complete the processing as described above. If the voter s record is displayed with a GREEN background, the voter has already voted on Screen 7 19: Green Already Voted Election Day. If the voter has his/her ballot with him/her, the voter may be eligible for a replacement ballot. See the selection on Soiled Ballots below. If the voter s record is displayed with any other color, the voter is not eligible to vote a regular ballot. See the section on processing Screen 7 20: Purple Provisional Only provisional voters. Screen 7 21: Pink Absentee Soiled Ballot This is called Spoiled Ballot on the Poll Pad. The voter may request up to two replacement ballots. If the reason for the replacement is beyond the voter s control, the replacement ballot is not counted against the two. The ballot to be replaced may or may not have the stub attached. Determine Replacement Ballot Count On the Voter Lookup screen, tap the green to the left of the voter s name to Screen 7 22: Gray Wrong Polling Place enter the Extra Functions. Enter the Extra Functions password, 1234, and tap DONE. Examine the Issue Spoiled Ballot option. The number in parenthesis is the number of Screen 7 23: Extra Functions Processing Regular Voters Electronic Poll Book (Poll Pad): 7 13 Revised

68 replacement ballots that have been issued. If this number is two, the voter has been issued the maximum number of replacement ballots and may not be issued another. The voter must vote the current ballot he/she has or not vote. The voter may not vote another ballot provisionally. Update the Spoiled Ballot Count Do not do this step if the replacement ballot is not to be charged to the voter. Tap the Issue Spoiled Ballot option. Tap YES to confirm. The number in parenthesis increases. Physically Soil the Ballot Have the voter fold the ballot so that the front is inside. Have the voter write DEFACED on the back of the ballot. Deposit the ballot in the SOILED and DEFACED BALLOT envelope. Do not remove the ballot stub if it is still attached. Screen 7 24: Issue Spoiled Ballot Cancel the Voter s Check In Tap the Cancel Voter Check In option on the Extra Functions menu. The Cancel Voter Check In Screen is displayed. Enter your name and select the appropriate reason. Enter a comment in the Details field. Tap CONTINUE. A signature screen is displayed. The PEO, not the voter, signs and taps SUBMIT CANCELATION. Screen 7 25: Cancel Voter Check In A Check In Canceled message is displayed. Tap OK. The voter s record is displayed with a white background. Tap the voter s record. The signature screen is displayed. Process the voter as a new check in. Soiled and Defaced Ballot Technical Issues 1. If a ballot is ripped, torn, or rendered useless due to another problem and the damage is caused by a precinct election official or by a voting machine, do not penalize the voter in any way. Screen 7 26: Check in Canceled 2. Precinct election officials should put the damaged ballot in the Soiled and Defaced Envelope (located in the Posting, Forms, and Envelope Supply Pack envelope) and must make a note of the issue on the Precinct Problems and Corrections pages in Section F of the Signature Book. Processing Regular Voters Electronic Poll Book (Poll Pad): 7 14 Revised

69 Monitoring Voter Activity To effectively process voters, the Board provides a certain number of privacy screens and secrecy folders for each precinct to use. To keep a pace that precinct election officials can handle, only allow voters to mark their ballot when these supplies are available. Ballots, therefore, should not be handed to a voter until space becomes available for the voter to mark the ballot. In addition, precinct election officials may implement a ten minute voting rule when all the privacy screens are full and there are voters waiting to vote. To deal effectively with a voter who is taking over ten minutes, two precinct election officials of opposite party may approach the voter to determine if they need assistance. If no assistance is needed, calmly assert that others are waiting to mark their ballot and refer to Ohio Revised Code that is placed inside each privacy screen. Equipment Failure 4. If a voting machine, either the M 100 or the AutoMARK is not working properly, call the Board of Elections at IMMEDIATELY. 5. Locate an Election Day Precinct Incident Log (located in Section G of the Signature Book) and complete it with information relevant to the situation. 6. If the M 100 is not functioning, the Board will direct you to utilize the Auxiliary Ballot Bin. Instructions are provided in Section 10: Managing the Location Various Topics page 10 5 Auxiliary Ballot Bin section for more information. Form 7 1: Election Day Precinct Incident Log Ballot Shortage No Barcodes In the event of a ballot shortage, the Board of Elections may supply ballots that do not have a barcode. If the ballot does not have a barcode, when the Scan Ballot Stub screen is displayed, tap the button. This is the only time this button is used. The Enter Ballot Stub Number screen is displayed. Enter the ballot number and tap SUBMIT. Note, with manually entered ballot stub numbers, the Poll Pad does not verify that the correct ballot is being issued. Be doubly sure that you are giving the voter the proper ballot. Screen 7 27: Enter Ballot Stub Number Court Ordered Extended Voting A court may order that the polling location remain open for voting beyond the normal closing time of 7:30 p.m. In this case, the Board of Elections will contact the Voting Location Manager and inform him or her. Do not extend voting unless notified by the Board of Elections. Any people waiting to vote at 7:30 p.m. are eligible to cast a regular ballot. A PEO should stand at the end of the line at 7:30 p.m. to indicate the end of the regular voters. Any voters arriving after this must cast a provisional ballot. The Poll Pad will be used to determine the voter s precinct and Processing Regular Voters Electronic Poll Book (Poll Pad): 7 15 Revised

70 split, but the voters will be processed using the orange Court Ordered Provisional Voter pages in Section E of the Signature Book. After the last regular voter has been processed on the Poll Pad, remove the magnetic card scanner from the Poll Pad. PEO s will not scan ID s for court ordered provisional voters. After the last regular voter has scanned his or her ballot into the M100, place the security cover on the M100 to prevent provisional voters from scanning their ballots. Ask the voter for his or her address Determine the precinct, split and polling location for the voter s current address. Use the Poll Pad to determine the precinct and split associated with the voter s address. On the Identity Verification screen, tap the button to advance to the Voter Lookup Screen. On the Voter Lookup Screen, tap the button to advance to the Find a Precinct dialog. Enter the house number. Enter the first few letters of the street name. As you type a popup list of possible street matches is displayed. Continue typing the street name or select a street name from the list. Tap the SEARCH button. You may have to tap SEARCH a second time. The precinct, split and polling location are displayed. The voter must vote at the polling location for his or her address. If the voter insists on voting at the wrong polling location, he or she may cast a provisional ballot, but that ballot will not count. In precincts with multiple splits: Midway/Range (1/2/3), South Solon/Stokes (1/2) or Union (1/2) Pay attention to the split associated with the voter s address. Record the voter s name and address on the orange Court Ordered Provisional Voter Signature Page in Section E of the Signature Book. Ask the voter to sign in the signature block. Screen 7 28: Find a Precinct (1) Screen 7 29: Find a Precinct (2) Form 7 2: Court Ordered Provisional Signature Book Processing Regular Voters Electronic Poll Book (Poll Pad): 7 16 Revised

71 [Primary elections only] If the voter did not check a ballot style (D, R or X), ask the voter and place a check in the appropriate box. Obtain the appropriate ballot and record the precinct and split (if appropriate) in the BD (ballot description) line. Record the stub #. The ID check box and line will be used later. Hand the voter the ballot and an orange court ordered provisional ballot envelope (from the orange court ordered provisional ballot bag). Instruct the voter to complete the envelope, vote the ballot and bring both back to the PEO table without removing the stub. When the voter returns, examine the provisional envelope to determine what type of ID the voter indicated. If the voter checked that he or she showed the PEO an ID, ask the voter to show you that ID. Verify the ID, Form 7 3: ID Type place a check in the ID box on the signature page and record the type (not the number) of ID shown. Instruct the voter to remove the stub and seal the ballot in the provisional envelope. Place the ballot in the orange court ordered provisional ballot bag and the stub with the other stubs. Hand the voter a provisional ballot (hotline) notice (12 H) and a voting sticker. Form 7 4: Provisional Ballot Notice Processing Regular Voters Electronic Poll Book (Poll Pad): 7 17 Revised

72

73 Section 8: Processing Provisional Voters While the Poll Pad may help the PEO s determine a regular versus a provisional voter, all provisional voters will be processed using the yellow pages in Section D of the paper signature book. Reasons for Voting a Provisional Ballot The following are situations when a voter must be issued and allowed to vote a provisional ballot. 1. If the voter s name does not appear in the Electronic Poll Book/Signature Book, and the voter is in the correct precinct, he or she MUST vote a provisional ballot. (Please Note: The Voter s name will not appear in the Electronic Poll Book/Signature Book. Thus the voter will sign the yellow pages in Section D of the Signature Book ). The precinct street listing is located in the front of the Signature Book. Check the precinct street listing and map in Form 8 1: Precinct Street Listing Section A of the Signature Book or use the Poll Pad (see below) to ensure that the voter s address is in your precinct. Processing Provisional Voters: 8 1 Revised

74 Using the Poll Pad to Determine the Precinct for an Address On the Identity Verification screen, tap the button to advance to the Voter Lookup Screen. On the Voter Lookup Screen, tap the button to advance to the Find a Precinct dialog. Enter the house number. Enter the first few letters of the street name. As you type a popup list of possible street matches is displayed. Continue typing the street name or select a street name from the list. Tap the SEARCH button. You may have to tap SEARCH a second time. The precinct, split and polling location are displayed near the top of the screen. Screen 8 1: Find a Precinct (1) Screen 8 2: Find a Precinct (2) If the address is not within your precinct, the voter may not vote in your precinct.* Call for help. * If the voter insists in voting in the wrong precinct, he or she may cast a provisional ballot, but that ballot will not count. Processing Provisional Voters: 8 2 Revised

75 2. If the voter s name does not appear in the Signature Book or the voter s record on the Poll Pad has a gray background, and the voter is in the wrong polling location, he or she MUST be directed to the correct polling Screen 8 3: Wrong Polling Place location. Tap the voter s record to see the correct polling location. Since the Poll Pad is not connected to the Internet, the map and driving directions are not displayed and the and buttons will not work. Do not use the button. If the voter refuses to go to a different precinct and demands to vote, he or she MUST vote a provisional ballot, and that vote will not count. You will need to complete Form No. 12 D Voter Precinct Verification Form. In this situation, inform the voter that the vote will NOT count. Screen 8 4: Polling Location Lookup 3. If the voter has changed his or her name and did not update the name change on his or her voter registration by the deadline for the Election Day (prior to the 28 th day), and cannot provide proof of a legal name change such as a marriage license or a court order that includes the elector s current and prior names, the voter MUST vote a provisional ballot. 4. If the voter has moved into your precinct (from another precinct or another county) and did not update his or her registration with the board of elections, he or she MUST vote a provisional ballot. Please Note: The Voter s name will not appear in the Signature Book and may not appear on the Poll Pad. Thus the voter will sign the yellow pages of Section D of the Signature Book. Check the precinct street listing and map in Section A of the Signature Book or use the Poll Pad (see above) to ensure that the voter s address is in your precinct. If the address is not within your precinct, the voter may not vote in your precinct.* Call for help. * If the voter insists in voting in the wrong precinct, he or she may cast a provisional ballot, but that ballot will not count. You will need to complete Form No. 12 D Voter Precinct Verification Form. 5. If a notation included by the voter s name in the Electronic Poll Book/Signature Book states either ABSENTEE (or an abbreviation for absentee) or PROVISIONAL, or if the voter s record on the Poll Pad has a pink or purple background he or she MUST vote a provisional ballot. Screen 8 5: Absentee and Provisional Voter Records Processing Provisional Voters: 8 3 Revised

76 6. If the voter is NOT ABLE to provide valid ID, the voter MUST vote a provisional ballot. If the voter does not provide the last four digits of his or her social security number on the yellow Provisional Ballot Affirmation envelope (Form 12 B), he or she MUST also produce identification and provide it directly to the Board of Elections within 7 days following the date of the election in order for his or her vote to count. 7. If the voter REFUSES to provide valid ID, the voter MUST vote a provisional ballot. If the voter does not provide the last four digits of his or her social security number on the yellow Provisional Ballot Affirmation envelope (Form 12 B), he or she MUST also produce identification and provide it directly to the Board of Elections within 7 days following the date of the election in order for his or her vote to count. 8. If the voter s signature, in the opinion of the majority of the four precinct election officials, does not substantially conform to the voter s signature in the Electronic Poll Book or Signature Book, then the voter MUST vote a provisional ballot. 9. If the voter s eligibility to cast a ballot has been challenged (see Challenging Voters section) by the election officials, and the voter refuses to make the required statement (Form 10 U or 10 W), the voter MUST vote a provisional ballot. 10. If the voter s eligibility to cast a ballot has been challenged before the election and the hearing was postponed until after the day of the election, the voter MUST vote a provisional ballot 11. If the precinct election officials are unable to determine the person s eligibility to cast a ballot, the precinct election officials shall provide a provisional ballot to the individual. Check the precinct street listing and map in Section A of the Signature Book or use the Poll Pad (see above) to ensure that the voter s address is in your precinct. If the address is not within your precinct, the voter may not vote in your precinct.* Call for help. * If the voter insists on voting in the wrong precinct, he/she may cast a provisional ballot, but the ballot will not count. You will need to complete Form No. 12 D Voter Precinct Verification Form. Provisional Ballot Requirements Relating to Last Four Digits of a Voter s Social Security Number When No Acceptable ID is Provided. If a voter does not have one of the seven forms of acceptable voter ID, you must ask him or her for the last four digits of his or her Social Security number. The voter does not have to show the precinct election official his or her actual Social Security card. ASKING FOR LAST FOUR DIGITS OF SSN: Election officials must ask a provisional voter for the last four digits of his or her Social Security number. VOTER HAS NO SSN: A voter who does not have a Social Security number must cast a provisional ballot and appear at the county board of elections within 7 days of the election and provides the required identification. VOTER HAS SSN BUT CANNOT OR WILL NOT PROVIDE: If the voter cannot or will not provide the last four digits of his or her Social Security number, the election officials must ask the voter if they have a Social Security number. The precinct election official must give the voter a Provisional Ballot Notice (attached to provisional packets) that the ballot will not be counted unless the voter appears at the county board of elections within 7 days of the election and provides the required identification. Processing Provisional Voters: 8 4 Revised

77 VOTER HAS SSN AND PROVIDES LAST FOUR DIGITS: A voter who has a Social Security number and provides the last four digits, he or she may vote a provisional ballot. The voter may appear at the board of elections within 7 days after the election to provide a valid form of identification but is not required to for the ballot to count. VOTER REFUSES TO COMPLETE ANY FORMS: The voter must complete the Provisional Ballot Affirmation (Form 12 B). In order to be eligible to be counted, a provisional ballot affirmation must include the voter s printed name, valid signature, date of birth, current address, and acceptable identification. Provisional Voters Where a Voter May Cast the Ballot? If a voter changed his or her address within a precinct and did not update this information with the Board of Elections, he or she may cast a regular ballot ONLY at his or her precinct (at the assigned polling location) on Election Day. If a voter changed his or her name and remains within a precinct, did not update his or her name with the Board of Elections, he or she may cast a provisional ballot ONLY at his or her precinct (at the assigned polling location) on Election Day. If the registered elector provides to the precinct election officials proof of a legal name change, such as a marriage license or court order that includes the elector s current and prior names, the elector may complete and sign a notice of change of name and cast a regular ballot. If a voter changed his or her name and address (from one precinct to another within a county or from one county to another county within the state) and did not update this information with the Board of Elections, he or she may cast a provisional ballot at his or her precinct (at the assigned polling location) or at the Board of Election s office on Election Day. If a voter changed his or her address (from one precinct to another within a county or from one county to another county within the state) and did not update this information with the Board of Elections, he or she may cast a provisional ballot at his or her precinct (at the assigned polling location) or at the Board of Election s office on Election Day. Provisional Voter Receiving a Provisional Ballot Notice Before the voter leaves the polling location, he or she should receive a Provisional Ballot Notice (attached to the Provisional Packets). This form is intended to provide the voter with information regarding the status of his or her provisional ballot. Form 8 2: Provisional Ballot Notice Processing Provisional Voters: 8 5 Revised

78 Processing Provisional Voters Below is a step by step guide to processing provisional voters. Be sure to follow these steps carefully once you have determined that a voter should vote a provisional ballot. Step 1: Check the Precinct Street Listing in Section A of the Signature Book or use the Poll Pad (see above) to ensure that the voter s address is in your precinct. Screen 8 6: Wrong Polling Place If the address is not within your precinct, the voter may not vote in your precinct.* Call for help. * If the voter insists on voting in the wrong precinct, he or she may cast a provisional ballot, but that ballot will not count. You will need to complete Form No. 12 D Voter Precinct Verification Form. Call or for assistance in determining where the voter votes. The precinct street listing is located in the front of the Signature Book. Form 8 3: Precinct Street Listing Step 2: Complete steps 1 5 on the yellow pages of Section D of the Signature Book. If the voter cannot provide a form of identification, the Electronic Poll Book/Signature Book Precinct Election Official should record the last four digits of the voter s social security number. Precinct election officials do not have to be shown a social security card. Form 8 4: Provisional Voters Processing Provisional Voters: 8 6 Revised

79 Step 3: The Ballot/Provisional Precinct Election Official must instruct the voter to complete at a minimum the Required Sections of the yellow Provisional Ballot Affirmation envelope (Form 12 B) and give the envelope to the voter. Form 8 5: Provisional Ballot Affirmation (Form 12 B) If the voter cannot provide a form of identification, the Ballot/Provisional Precinct Election Official should instruct the voter to record the last four digits of his or her social security number. Precinct election officials do not have to be shown a social security card. Step 4: RECORD the ballot stub number that corresponds to the ballot that will be provided to the voter on the Yellow Pages of Section D of the Signature Book (Step 2). Step 5: Provide the voter a ballot with the stub attached along with his or her yellow Provisional Ballot Affirmation envelope (Form 12 B). Gently fold the ballot in half and place underneath the yellow Provisional Ballot Affirmation envelope (Form 12 B) to ensure privacy and confidentiality. Step 6: Educate voter as to the area designated for the marking of his or her ballot. Educate the voter that the ballot stub must remain on the ballot until removed in the presence of a precinct election official. The voter should be instructed to complete the envelope and mark his or her ballot, fold his or her ballot in half, and place the ballot underneath his or her yellow Provisional Ballot Affirmation envelope (Form 12 B) in order to transport the ballot back to the table. IMPORTANT! The voter s ballot MUST NOT BE SCANNED in the M 100 when he or she is done marking it but rather the ballot must be brought back to the precinct election official table. Educate voter appropriately. Processing Provisional Voters: 8 7 Revised

80 Step 7: ONCE DONE MARKING THE BALLOT AND COMPLETING THE ENVELOPE, THE VOTER: Will come back to the table, remove the stub, hand the stub to the M 100/Ballot Stub Precinct Election Official, and place the ballot in the yellow Provisional Ballot Affirmation envelope (Form 12 B), and will SEAL the envelope. Will hand the envelope to the M 100/Ballot Stub Precinct Election Official for placement in the Yellow Provisional Ballot bag Will be provided with a Provisional Ballot Notice (Form 12H) by the M 100/Ballot Stub Precinct Election Official. The M 100/Ballot Stub Precinct Election Official should remind the voter that if identification was not provided at the polls and he or she did not REMEMBER The voter should remove the ballot stub in the presence of the precinct election official and the ballot stub should be placed in the ballot stub envelope along with the other ballot stubs. If the ballot stub is accidentally left on the ballot, please make a note of such occurrence on the Problems and Corrections page (Section F of the Signature Book). provide the last four digits of his or her social security number, then he or she must provide ID to the Board of Elections within the next 7 days. Processing Provisional Voters: 8 8 Revised

81 Section 9: Closing the Polls Step 1: Closing the M 100 and AutoMARK Step 2: Balancing and Reconciling Step 3: Packing supplies Step 4: Completing Custody Log and Exiting the Location Step 1: Closing the M 100 and AutoMARK Special Reminder: Closing the Polls Precinct election officials must remain at the polling location until the voting location manager releases the precinct election officials. Ohio Revised Code specifically states: From the time the ballot box is opened and the count of ballots begun until the ballots are counted and certificates of votes cast are made out, signed, certified and given to the voting location manager for delivery to the headquarters of the board of elections, the precinct election officials in each precinct shall not separate, nor shall a precinct election official leave the polling place except from unavoidable necessity. In cases of illness or unavoidable necessity the board may substitute another qualified person for any precinct official so incapacitated. Determine if any voters remain in the line at 7:30 p.m. and are eligible to vote in your precinct. Do this to prevent voters from standing in the wrong line. If necessary, use the precinct street listing or electronic poll book for your precinct to ensure voters are standing in the correct line. If the line extends outside the polling location, a precinct election official should stand at the end of the line of voters informing individuals who arrive after 7:30 p.m. that the polls are closed. If precinct election officials have the ability to lock the entrance to the location, this should be done at 7:30 p.m. to prevent voters from entering. If you cannot lock the entrance, voters entering after 7:30 p.m. must politely be informed that the polls are closed. Announce the close of polls at 7:30 p.m. in the location loudly so all that are present may hear. NOTICE If precinct election officials do not receive a notice from the Board at or after the close of polls (7:30 p.m.), close the polls according to Closing Scenario #1 (found in Section 11 of this manual). COURT ORDER ONLY IF ALERTED BY THE BOARD OF ELECTIONS The Board of Elections will call someone at each polling location via cell phone shortly before or right at 7:30 p.m. to alert the precinct election officials ONLY IF the polls are to remain open PAST the 7:30 p.m. close time or if precinct election officials must change procedures to accommodate a court decision. Closing the Polls: 9 1 Revised

82 At least two precinct election officials (of opposite party) should oversee the shutting down of the voting equipment. The results report that prints from the M 100 should print out or should be in the process of printing prior to removing ballots from the ballot box. Ballots should not be removed from the ballot box until the results report is in the process of printing. See Step 2 to learn when the ballot box may be unlocked and the ballots removed. Two precinct election officials of opposite party should locate the M 100/AutoMARK Operation Guide on the side of the ballot box and follow the steps to properly Close the Polls using both the M 100 and the AutoMARK. The Operation Guide may also be found in Section 15 of this manual. Madison County Board of Elections M 100/ AutoMARK Operation Guide with Step by Step Opening and Closing the Polls Instructions Important Tips for Closing the Polls 1423 State Route 38 SE London, OH Don t leave early. It is not acceptable to leave until the Voting Location Manager for your precinct releases you. Do not rush. Haste makes waste! The faster you move the more mistakes and frustrations you will have. Stay focused on following the checklist! Carefully follow the steps in order to orderly close the polls. Call the Board of Elections with questions. Don t be afraid to ask. Closing the Polls: 9 2 Revised

83 Step 2: Reconciling Ballots, Signature Books, and Poll Books 1. Locate the Ballot Accounting Chart located in Section C of the Voting Location Supply Binder. This will be used to complete the final accounting process. Is the results report printing? The results report that prints from the M 100 should have printed out or will be in the process of printing prior to removing ballots from the ballot box. 2. Approach the ballot box side compartment doors and break the seals from both side compartment doors using a wire cutter (wire cutter found in Yellow Results bag). Please note that the seals on the bottom of the box may be different in appearance than what is shown in the pictures. If multiple ballot boxes were used, these steps should be followed on all ballot boxes containing ballots (only in certain circumstances is it necessary to use two ballot boxes throughout the day. The Board will provide guidance when this becomes necessary). 3. Using the YELLOW key, open the left side of the ballot box. Left is determined when facing the front of the scanner 4. Remove all ballots from the left side compartment. 5. Place the ballots on the table. Make sure the table is clean. These ballots must be kept separate from the ballots that were contained on the right side of the ballot box. Count the ballots. Record the total number of ballots from the left side compartment on Line 2 of the Ballot Accounting Chart. After completing this step, set these ballots aside for now. These ballots will be packed in the Yellow Ballot Bag later. Counting is made easier by separating the counted ballots into smaller arrangements (stacks of 10, 20, or 50). By doing this, if the count is found to be off, each smaller stack can be counted to ensure that the correct number is in each stack or that the correct precinct s ballots are in the stack. Closing the Polls: 9 3 Revised

84 6. After determining that the left compartment is empty, relock the left compartment door. 7. Using the YELLOW key, open the right side of the ballot box. 8. Remove all ballots from the right side (if any) and place on the table. These ballots must be kept separate from the ballots that were contained on the left side of the ballot box. Count the ballots. Record the total number of ballots from the right side compartment on Line 3 of the Ballot Accounting Chart. These are ballots of voters who chose to vote for a write in candidate (when write ins are on the ballot). There may be no write in ballots for every election. These ballots must be kept separate from the ballots that were contained on the left side of the ballot box. Please use the Right Side of the Ballot Box Envelope located in the Postings, Forms, and Envelope Supply Pack (when applicable). There will typically be much fewer ballots on the right side of the ballot box than the number contained on the left side. 9. Total Lines 2 and 3 and record the total on Line 4 Sub Total B of the Ballot Accounting Chart. 10. After determining that the compartment is empty, relock the right compartment door. DO NOT place unused seals on the doors. 11. Record the Ballot Counts on the M 100 s and record the total on Line 5. Answer the question Does the total of this line equal SCANNED Ballots in the M100 s (Sub Total B on line 4)? Closing the Polls: 9 4 Revised

85 Write-in Only Follow the step marked Write in Only ONLY if there are write in lines on your precinct s ballot. If there are no write in lines on your precinct s ballot, skip these Write in Only steps. 12. Write in Only Tally the write in votes by candidate using the Write In Accounting Chart located in Section D of the Voting Location Supply Binder. Record the number of write in votes for each candidate, whose name is listed on the Write In Tally Sheet located in Section D of the Voting Location Supply Binder. Helpful Steps 1. Open the right side ballot box compartment door 2. Remove all the write in ballots 3. Sort your precinct ballots into separate piles by candidate 4. Count the ballots for each candidate (when tallying the write in votes, the first name or the last name or the first name and last name of the candidate (or close representation) must be listed on the line) If a write in oval was darkened but a candidate: A. Does not appear on the list, or B. Was not written in but the oval was darkened, then: No Tally is Necessary If all that was entered on the line was part of an eligible candidate s name, this is considered acceptable. However, if another write in candidate has the same last name, no tally may be given if only the last name was provided. Likewise if another write in candidate has the same first name, no tally may be given if only the first name was provided. 5. Record totals on the Write In Accounting Chart (located behind the ballot accounting chart) if your precinct has write in candidates on the ballot. 6. Paper clip or rubber band the stacks of ballots that were sorted by candidate. 13. Write in Only Once completed with the tally of write in votes, or if this step was skipped, place write in ballots in the envelope marked Right Side of the Ballot Box Envelope (envelope will be marked accordingly and is located in the Posting, Forms, and Envelope Supply Pack). Write in ballots may be inspected later by Board officials it is very important to keep write in ballots separated from the other regular ballots deposited into the M 100. Closing the Polls: 9 5 Revised

86 14. Approach the ballot box and unlock the Auxiliary Ballot Bin door. 15. Open the Auxiliary Ballot bin door. IMPORTANT!! If no ballots are present, close and relock the Auxiliary Ballot Bin and proceed with steps below. If ballots are present, count the number of ballots cast and record number on Line 6 of the Ballot Accounting Chart. In addition, call the Board of Elections at before proceeding with steps below. IMPORTANT DO NOT SCAN THESE BALLOTS 16. Place ballots in the Auxiliary Ballot Bin Envelope located in the Postings, Forms, and Envelope Supply Pack. 17. Set aside for later placement in the Yellow Provisional Ballot Bag. 18. Locate and then open the Yellow Provisional Ballot bag by breaking the red seal. 19. Remove the following from the Yellow Provisional Ballot bag: Yellow Provisional Ballot Affirmation envelopes (with voted ballots) Curbside Voter Envelopes (with voted ballots) 17 Year Old Voter Ballot Envelopes (with voted ballots) (primary elections only) 20. Record the total number of 17 Year Old Voter Ballot Envelopes (with voted ballots) on Line 7 of the Ballot Accounting Chart (primary elections only). 21. Record the total number of Curbside Voter Envelopes (with voted ballots) on Line 8 of the Ballot Accounting Chart. Closing the Polls: 9 6 Revised

87 22. Total Lines 6 through 8 and record the total on Line 9 Sub Total C of the Ballot Accounting Chart. 23. Total Lines 4 and 9 and record the total on Line 10 Sub Total D of the Ballot Accounting Chart. 24. Set aside the Curbside Voter Envelopes (with voted ballots) and 17 Year Old Voter Ballot Envelopes (with voted ballots) for later placement in the Yellow Provisional Ballot Bag. Remember that the following ballots are considered Regular Ballots and should be included in the tally: Ballots from the right side of the ballot box Ballots from the left side of the ballot box Ballots placed in the auxiliary ballot bin Ballots voted at the curbside Ballots voted by 17 year old voters (primary elections only). 25. Count the yellow Provisional Ballot Affirmation envelopes (Form 12 B). NOTICE: Do not remove any of the voted Provisional Ballots from the sealed envelopes. Seal any envelopes that were not sealed or only partly sealed. 26. Record the total number of yellow Provisional Ballot Affirmation Envelopes (Form 12 B) on the appropriate Line 11 of the Ballot Accounting Chart. 27. Place yellow Provisional Ballot Affirmation envelopes (Form 12 B) back in the Yellow Provisional Ballot bag. 28. Place the Right Side of the Ballot Box Envelope in the Yellow Provisional Ballot bag. 29. Place the Auxiliary Ballot Bin Envelope in the Yellow Provisional Ballot Bag. 30. Place the Curbside Voter Envelopes in the Yellow Provisional Ballot Bag. 31. Place the 17 Year Old Voter Ballot Envelopes in the Yellow Provisional Ballot Bag. 32. Remove the left over lock teeth from the zipper with a pen (if the teeth from the previous lock have remained after it was removed). 33. Remove the p.m. Red Yellow Provisional Ballot Bag Seal from the Lock and Seal Storage Sheet found in Section E of the Voting Location Supply Binder ensuring that the lock number has been recorded on the Sheet. Closing the Polls: 9 7 Revised

88 34. Close and re lock the Provisional Ballot bag with the lock provided on the Lock and Seal Storage Sheet in Section E of the Voting Location Supply Binder. The following steps must be followed only in the event a court order was issued staying the statutory time the polls were to close. Follow these steps carefully, if needed. If not needed or a Court Order was not issued, skip over any steps entitled Court Order Only. 35. Court Order Only If used, open the Orange Provisional Ballot bag. 36. Court Order Only Remove the Orange Provisional Ballot Envelopes from the bag. 37. Court Order Only Count the Orange Provisional Envelopes, being sure to not remove any of the voted ballots from the sealed envelopes. Record the total number of Orange Provisional Envelopes on the Line 12 of the Ballot Accounting Chart. 38. Court Order Only Relock with the orange lock found INSIDE THE ORANGE PROVISIONAL BALLOT BAG. The orange lock must go through the hole underneath the zipper AND through the hole in the zipper to secure the bag. 39. Court Order Only Place Orange Provisional Ballot Bag near the Supply Bag for packing. This is the end of the Court Order Only section. Proceed using the steps below to finalize accounting steps. 40. Open the Soiled and Defaced Ballot Envelope and remove the soiled ballots (envelope appearance subject to change). Keep in mind that page 1 and page 2 equal ONE ballot (when a two page ballot is used in your precinct) Closing the Polls: 9 8 Revised

89 41. Count the ballots. Record the total number of Soiled and Defaced Ballots on Line 13 of the Ballot Accounting Chart and on the front of the envelope. 42. Total Lines 11 through 13 and record the total on Line 14 Sub Total E of the Ballot Accounting Chart. 43. Total Line 10 and Line 14 and record the total on Line 15 Sub Total C of the Ballot Accounting Chart. 44. Place the soiled ballots back in the Soiled and Defaced Ballot Envelope and seal the envelope. Place the Soiled and Defaced Ballot Envelope near the precinct supply bag once finished with the steps above. 45. Hand count the remaining unused ballots. 46. Record the total number of unused ballots on Line 16 of the Ballot Accounting Chart. 47. Total Line 15 and Line 16 and record the total on Line 17 of the Ballot Accounting Chart. Does this total equal Ballots RECEIVED (Total A on line 1)? 48. Hand Count the PROVISIONAL voters in the yellow section of the Signature Book and enter the number on Line 18 of the Ballot Accounting Chart. Does this total equal the total number of YELLOW Provisional Ballot Envelopes with voted ballots (line 11)? 49. Hand Count the COURT ORDERED PROVISIONAL voters in the orange section of the Signature Book and enter the number on Line 19 of the Ballot Accounting Chart. Does this match the total number of orange COURT ORDERED PROVISIONAL Ballots Envelopes with voted ballots (line 12)? 50. Enter the Check in Count from the HOME screen on the Poll Pad Check In screens on Line 20 of the Ballot Accounting Chart. Does this total equal SIGNATURE BOOK Ballots (Sub Total D Line 10)? Closing the Polls: 9 9 Revised

90 51. Once the Ballot Accounting Chart has been completed and balanced (or after the Board provides instructions to proceed), the voting location manager and one of the precinct election officials of the opposite party must sign the Ballot Accounting Chart. 52. The supplies should be packed according to the instructions in Step 3. All areas of the Ballot Accounting Chart must balance before precinct election officials disperse (O.R.C ) If further assistance is needed, contact the Board of Elections at Step 3: Packing the Supplies 1. Packing/Securing the Yellow Ballot Bag Place only the regular voted ballots from the left side of the ballot box in the Yellow Ballot Bag. Please ensure that only the voted, regular ballots from the left side of the ballot box are placed in the Yellow Ballot Bag. The Provisional Ballot Bag should not be placed in the Yellow Ballot Bag. NOTICE: Only ballots from the left side of the ballot box should be placed in this Yellow Ballot Bag. 2. Packing/Securing the Yellow Ballot Bag Ensure that the lock number found on the Lock and Seal Storage Sheet in Section E of the Voting Location Supply Binder has been recorded properly. The lock is provided for you on the Lock and Seal Storage sheet in Section E of the Voting Location Supply Binder. Feel free to remove the Lock and Seal Storage Sheet at this time. Closing the Polls: 9 10 Revised

91 3. Packing/Securing the Yellow Ballot Bag Lock the Yellow Ballot Bag with the Yellow Ballot Bag Seal. If a lock breaks, use one of the spare seals on the Lock and Seal Storage sheet. Packing the Unused Ballot Return Bag 1. To pack the Unused Ballot Return Bag for transport back to the Board of Elections, ensure that the Unused Ballot Return Bag is empty. Place the unused ballots in the Unused Ballot Return Bag. 2. Remove a Green Unused Ballot Return Bag Lock from the Lock and Seal Storage Sheet in Section E of the Voting Location Supply Binder to finalize packing of the unused ballots. Ensure that the lock number has been recorded properly. 3. Zip up the Unused Ballot Return Bag and lock with the green lock located on the Lock and Seal Storage Sheet. Packing the Supply Bag To pack the Supply Bag for transport back to the Board of Elections, ensure that the Supply Bag is empty by placing any of its contents on a table. Some pictures have been included as a reference only. Follow the steps for proper order. 4. Packing the Supply Bag Pack in order with the first item placed on the bottom of the supply bag Orange Provisional Ballot Bag Soiled and Defaced Ballot Envelope Notes, Voter Registrations, and Challenge Form Envelope Pink Sample Ballot(s) Write in Notice (if applicable) Ballot Pickup/Return signs Precinct Signs Closing the Polls: 9 11 Revised

92 Miscellaneous supply envelope Contents: Black Pens Voting sticker Broken/unused locks and seals Voter Registration Forms (unused) Unused Provisional voting supplies Ballot Stub Envelope Poll Book Remove a Blue Supply Bag Lock from the Lock and Seal Storage sheet in Section E of the Voting Location Supply Binder to finalize packing of the voting supplies. Zipper Pouch (may be placed off to the side of the bag) Signature book Inside front cover: Supplemental absentee voter list Voter registration posting lists (Pink, green, and white) Precinct Election Official Reference Guide Miscellaneous Supplies (Instructional materials, SOS quick reference guides) IMPORTANT! Yellow Provisional Ballot bag (LOCK BAG) Double check to ensure the Yellow Provisional Ballot Bag has been locked. Closing the Polls: 9 12 Revised

93 IMPORTANT! Yellow Results bag (ON TOP OF THE SUPPLY BAG) Double Check to ensure that the Yellow Results Bag contains the M 100 memory card removed earlier 5. Packing the Supply Bag Zip up the Supply Bag and lock with the blue lock located on the Lock and Seal Storage Sheet. 6. Place the following supplies listed below near the exit to the building. These items will be picked up by Board Staff: Whiteboard and easels Large Precinct Sign (if provided) Easel(s) in black pouch (or boxes) Secrecy folders (cardboard) Privacy screens (white plastic) 7. Place all ADA equipment near the voting equipment for pickup. Refer to the list below for information on what may be present at the location. Range Twp. House 2-½ thick mats Monroe Twp Hall 6 orange cones Oak Run Twp Hall 2.5 level landing/ramp (Oak Run will take care of removing this) Pike Twp. Hall 2-½ thick mats Remember the wood blocks! Closing the Polls: 9 13 Revised

94 Step 4: Shutting Down Check In Poll and Pad and Backup Poll Pad Check In Poll Pad 1. Verify that you have recorded the voter Check In Count from the HOME screen on line 20 of the Ballot Accounting Chart. 2. Tap the MENU button and select END ELECTION. 3. Tap YES to confirm. 4. Unplug the magnetic stripe reader and charging cable (if used). 5. Press and hold both the POWER and the HOME buttons until the screen blanks. Release both buttons immediately after the screen blanks. 6. Disassemble the Poll Pad and place items in the green case for Poll Pad #1. Backup Poll Pad ipad Base / Stand Arm Magnetic Stripe Reader One Stylus (there should be one already in the case) Charger & cord (if used) 1. Unplug the charging cord. 2. Press and hold both the POWER and HOME buttons until the screen blanks. Release both buttons immediately after the screen blanks. 3. Disassemble the Poll Pad and place items in the green case for Poll Pad #2. ipad Base / Stand Arm Charger & cord 4. When instructed by the Voting Location Manager, close the Poll Pad cases, secure the latches and a BLACK seal from Section D of the VOTING LOCATION SUPPLY BINDER to seal each case for transport using one of the holes in the corner of the case. DO NOT seal the cases until instructed by the Voting Location Manager. Closing the Polls: 9 14 Revised

95 Closing the Polls: 9 15 Revised

96 Step 5: Completing the Custody Log and Exiting the Location 1. Remove the Custody Log from the side of the M 100 ballot box. 2. The voting location manager of each precinct should sign the section as shown on the Custody Log. 3. Place the Custody Log back in the sleeve on the side of the Ballot Box. 4. All precinct election officials should exit the location together, assisting the voting location manager in carrying the supplies. 5. All voting equipment should be locked and secured for pick up the day after the election. 6. Remember that both the voting location manager and a precinct election official of an opposite party must transport the supplies back to the Board of Election s office in the same vehicle. Once released by the voting location manager, precinct officials should leave the location together for safety reasons. All precinct election officials should assist in carrying the supplies to the vehicle. Closing the Polls: 9 16 Revised

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99 Section 10: Managing the Location Various Topics Assisting Voters with Disabilities (ADA Information) All voters with disabilities have the right to vote. As a precinct election official, it is your duty to assist voters who have disabilities to find the most suitable method of casting a ballot. Below are extensive guidelines to follow in case such a situation arises. Please review the below section and make yourself aware of all that is necessary to meet the voter s needs. Key guidelines to remember: 1. Be courteous and respectful. 2. Common sense will provide an answer to most questions. 3. Don t underestimate people with disabilities. Disability does not equal inability. 4. Be considerate of the extra time it may take for a person who is disabled or elderly to get things done and give unhurried attention to a person who has difficulty speaking. 5. Always speak directly to the voter and not to a companion, aide, or interpreter. 6. Ask before you help. The person may not want any assistance. Don t insist take no for an answer. 7. Don t be shy about discreetly offering assistance. Your courtesy will be appreciated. 8. If your voting location is in a building with several routes through it, be sure that there are sufficient signs to direct a person to the most accessible way around the facility. A voter may request someone to help them. See below: From R.C Any elector who declares to the voting location manager that the elector is unable to mark the elector's ballot by reason of blindness, disability, or illiteracy may be accompanied in the voting booth and aided by any person of the elector's choice, other than the elector's employer, an agent of the elector's employer, or an officer or agent of the elector's union, if any. The elector also may request and receive assistance in the marking of the elector's ballot from two election officials of different political parties. Any person providing assistance in the marking of an elector's ballot under this section shall thereafter provide no information in regard to the marking of that ballot. Any precinct election official may require a declaration of inability to be made by the elector under oath before the precinct election official. Assistance shall not be rendered for causes other than those specified in this section, and no candidate whose name appears on the ballot shall assist any person in marking that person's ballot. Managing the Location Various Topics: 10 1 Revised

100 Voters Who Have Speech or Hearing Impairments 1. A voter who cannot speak can give a name and address simply by providing identification to the assisting precinct election official. The precinct election official then reads the name and address out loud. 2. Follow the voter s cues to determine whether speaking, gestures, or writing are the most effective method of communication. 3. When speaking, do so calmly, slowly, and directly to the voter. Do not shout. Your facial expressions, gestures, and body movements help in understanding. Face the voter at all times, and keep your face in full light (not backlit). 4. Rephrase, rather than repeat, sentences that the voter does not understand. Voters Who Are Blind or Visually Impaired A voter who is blind may choose to use an assistant. 1. Any disabled voter may receive assistance from anyone he/she designates or from two precinct election officials (of opposite parties). 2. Identify yourself and state that you are a precinct election official as soon as you come in contact with the voter. 3. If guiding a voter who is blind, verbally offer your arm to the voter then, if permitted, gently placing your arm under the hand of the voter, rather than taking the voter s arm. 4. If a person has a guide dog, walk on the opposite side of the voter from the dog. Do not pet or otherwise distract a guide dog without permission from the owner. 5. When giving directions to navigate the voting location, be as specific as possible, and indicate obstacles in the path of travel. 6. If you are going to leave a person who is visually impaired, let the person know. 7. Offer the AutoMARK to assist a voter in magnifying the ballot. 8. Visual impairment or blindness does not equal a hearing impairment. It is not necessary or courteous to shout at another person, even if you are trying to be helpful Voters with Mobility Impairments 1. Make sure chairs are available for disabled, ill, elderly, or pregnant voters. 2. Maintain a 36 aisle way inside and outside the polling location for people with mobility assistance equipment to travel along. 3. Make sure signs are posted inside and out with regard to parking and other conveniences. 4. Do not push or touch another person s wheelchair without prior consent. People using adaptive equipment often consider the equipment as part of their personal space. You may break a wheelchair or piece of equipment with which you are not familiar. 5. Try to sit or kneel at the same level as the person in the wheelchair so that person does not have to look up at you to communicate. 6. Ask before helping. Grabbing someone s elbow may just throw the person off balance. A person with mobility impairments might lean on a door while opening it. Quickly opening the door for them may cause the person to fall. 7. Either fasten mats and throw rugs securely or move them out of the way. A person with mobility impairments could trip. 8. Keep floors as dry as possible on rainy or snowy days. 9. Keep the ramps and wheelchair accessible doors to the voting location unlocked and barrierfree. Managing the Location Various Topics: 10 2 Revised

101 Curbside Voting Curbside voting is the process followed when a person who is physically unable to enter a polling location sends another person into the polling location to inform precinct election officials of his or her desire to vote by standing in line. Once the individual reaches the table, precinct election officials may proceed. The individual may not skip waiting in line. When precinct election officials are made aware of the name of a voter who is physically outside of the polling location, but is physically unable to enter the polling location, the following should be done: 1. One of the precinct election officials at the precinct should check the Signature Book for the name of the voter. 2. If the voter is a qualified elector and is attempting to vote in the correct precinct, a precinct election official should place the voter s name and address on the Curbside Voter Worksheet found inside the Yellow Elections Form Folder on the inside of the Precinct Election Official Reference Guide. 3. Two precinct election officials of different major political parties should take the Curbside Voter Worksheet containing the voter s name and address outside the polling place to the voter. 4. The precinct election officials should ask the voter to provide his or her name and address. The two precinct election officials must then confirm that the information provided matches the worksheet. If the information does not match, the voter may have to vote a Provisional Ballot in the precinct where he or she resides. However, double check that the voter s information was recorded properly on the worksheet before making the determination that the voter requires a provisional ballot. Ask the voter to provide valid identification and indicate the type of identification on the worksheet. Examine the identification following the normal procedures. See Step 4 on the worksheet for a list of the acceptable forms of identification. 5. Instruct the voter to sign the worksheet and indicate which type of ballot he or she would like to vote (Primary Elections only). 6. Two precinct election officials must then return the worksheet containing the voter s signature to the polling location and attempt to verify the voter s signature in the Electronic Poll Book/Signature Book. 7. If the signature on the worksheet conforms to the signature in the Electronic Poll Book/Signature Book, the voter will vote a regular ballot. Managing the Location Various Topics: 10 3 Revised

102 If the signature on the worksheet does not conform to the signature in the Electronic Poll Book/Signature Book, then the voter will vote a Provisional Ballot. 8. A precinct election official should record next to the voter s name in the Signature Book Curbside Voter. Do not write Curbside Voter in the signature block. 9. The voter is then issued a ballot. Record the ballot number in the Electronic Poll Book/Signature Book, and on the worksheet for comparison. 10. Place the worksheet in the section of the Signature Book that corresponds to the voter s last name (in the beginning of the A s for Anderson). 11. Two precinct election officials should then take the ballot and an appropriate envelope (Curbside Voter Envelope or yellow Provisional Ballot Affirmation envelope (Form 12 B) and Provisional Ballot Notice (Form 12 H) (for Provisional Voters)) to the voter located outside the polling place. 12. The two precinct election officials should provide instructions to the voter on how to mark the ballot. 13. The voter marks the ballot and places it in the appropriate envelope (if the ballot is a Provisional Ballot, the voter must complete the affirmation statement on the Provisional Ballot envelope). 14. If the voter voted a regular ballot, transport the ballot into the polling location using the Curbside Voter Transport Envelope. As a bi partisan team, remove the ballot stub. 15. The ballot should then be placed back in the envelope and the envelope containing the ballot must be placed in the Yellow Provisional Ballot Bag. If the voter voted a provisional ballot, place the Yellow Provisional Ballot envelope in the Yellow Provisional Ballot Bag. Managing the Location Various Topics: 10 4 Revised

103 Auxiliary Ballot Bin NOTICE: All ballots that may have been stored in the Auxiliary Ballot Storage Bin throughout Election Day due to machine failure must remain in the Auxiliary Ballot Bin until the polls closed (unless specifically authorized by the Board of Elections). Do not scan these ballots! If ballots were stored in the Auxiliary Ballot bin throughout the day, please contact the Board of Elections. The Board will provide further instructions since these ballots must, by Directive, be scanned at the Board of Elections. If you have questions regarding this notice, contact the board office at IMPORTANT To assist voters if the M 100 is not operable: 1. Educate voters that they should ensure that they voted on every race or issue as desired. 2. Remind the voter that if he or she over votes on the ballot (votes for more than the permitted number of choices), the vote for that race or issue will not be counted. 3. Log any occurrence of machine failure or Auxiliary Ballot Bin usage in the Election Day Precinct Incident Log found in Section G of the Signature Book. Managing the Location Various Topics: 10 5 Revised

104 Ballot Transfer Procedure This procedure must be utilized by a bi partisan team of precinct election officials when ballots must be transferred due to a full ballot box or another situation that warrants the removal or transferring of ballots. All scanning on the M 100 should temporarily cease. Contact the BOE at whenever possible prior to transferring or adjusting. Using the Election Day Precinct Incident Log found in Section G of the Signature Book, record the type of activity that is going to take place. Precinct election officials have the choice of whether to use a different ballot box, or, may choose to simply adjust the ballot stack. If using a different ballot box, record Transfer in the Potential Problem or Misconduct space on the Election Day Precinct Incident Log. If re stacking, record Adjusting in the Potential Problem or Misconduct space on the Election Day Precinct Incident Log. If Adjusting: Step 1: Record the time this activity is taking place. By looking at the number of voters listed on the scanner, record the number of ballots present in the ballot bin in the Brief Statement of Facts space on the Election Day Precinct Incident Log. For example, if the number of voters is 100, then it is safe to assume that you have 100 ballots in the ballot box. Remember, one ballot may consist of a page 1 and page 2, but is still considered one ballot. Step 2: Using the Yellow Key, unlock the left side ballot compartment door on the ballot box. Break the red seal with a wire cutter provided in the Yellow Results Bag. Step 3: Stack the ballots in the left side compartment so that incoming ballots can lie properly on top of the stack. If the stack of ballots is already about 1 foot high, rubber band the stack, and relocate to the right side compartment. Make sure to keep these ballots separate by securing them together with the rubber bands provided in the zipper pouch in your colored supply bag. Placing them in the right side compartment is acceptable since it is unlikely for this side compartment to get full. Step 4: Once complete, using the Yellow Key, relock both compartment doors (if both were used). Seal the bottom of each compartment door with new Red Ballot Box Door Seals located on the Lock and Seal Storage Sheet located in Section E of the Voting Location Supply Binder. Record each seal number on the Election Day Precinct Incident Log. Step 5: Each official who participated in the ballot transfer or adjustment must indicate his or her name and sign the Election Day Precinct Incident Log. This process is now done. Proceed in voting. Managing the Location Various Topics: 10 6 Revised

105 If transferring (to a different ballot box): Step 1: Record the time this activity is taking place. By looking at the number of voters listed on the scanner, record the number of ballots present in the ballot bin in the Brief Statement of Facts space on the Election Day Precinct Incident Log. For example, if the number of voters is 100, then it is safe to assume that you have 100 ballots in the ballot box. Remember, one ballot may consist of a page 1 and page 2, but is still considered one ballot. Step 2: Open the Key Access Panel on the M 100. Using the Red Key, turn the M 100 switch/key to the OFF position and remove the key. Close the Key Access Panel. Step 3: Using the Yellow Key, unlock the Counter Access Panel. Slide the scanner four to five inches forward. Remove the power cord from the back of the M 100. Pull the cord from the ballot box. Step 4: On the new ballot box, unlock the Counter Access panel using the Yellow Key. Ensure that the rear slot is exposed by lifting the flap that states Lift to Operate. Step 5: Lift the M 100 scanner and place on the empty ballot box provided. Thread power cord into the hole provided on the empty ballot box and insert into the M 100. Slide scanner back and lock the counter access panel once again. Step 6: VERY IMPORTANT!!!! Inspect each compartment on the empty ballot box TO MAKE SURE THE UNIT IS EMPTY. Using the Yellow Key to unlock each compartment, open and inspect the Auxiliary Ballot Bin, the right side compartment, and the left side compartment of the empty ballot box. Once inspected and determined to be empty, lock the left and right side compartment doors with the Yellow Key and seal with new Red Ballot Box Door Seals located on the Lock and Seal Storage sheet located in Section E of the Voting Location Supply Binder. Record the seal numbers on the Election Day Precinct Incident Log. Step 7: Open the Key Access Panel. Using the Red Key, turn the M 100 key/switch to the Vote position and wait for the scanner to initialize. Remove the key and close the Key Access Panel. Once complete, the screen should read the number of voters that it did prior to transferring to a different ballot box. If this does not happen, contact the BOE at IMMEDIATELY. Step 8: Each official who participated in the ballot transfer or adjustment must indicate his or her name and sign the Election Day Precinct Incident Log. Step 9: Store the used ballot box next to the new (empty) ballot box. Ideally, the used ballot box can be placed in the back of the new ballot box, and must remain sealed until the close of polls. This process is now done. Proceed in voting. Managing the Location Various Topics: 10 7 Revised

106 Challenging Voters Understanding the Process Voters may be challenged ONLY by a precinct election official and only on the following grounds: 1. The person is not a citizen of the United States (Form 10 U) 2. The person is not a resident of the State of Ohio (Form 10 U) 3. The person is not a resident of the precinct where the person offers to vote (Form 10 U) 4. The person is not of legal voting age (Form 10 U) 5. The person desires to vote a ballot of a party opposite of the party of which he or she is affiliated (Form 10 W) (Primary Elections only) If challenged by a precinct election official, the prospective voter must complete form 10 U or 10 W found in the Precinct Election Official Reference Guide. See below for further instructions. If a person refuses to be challenged in accordance with election law, that individual must still be offered a Provisional Ballot. Challenging Voters: Using Form 10 U If the voter is challenged because the person is not a citizen of the United States, the person is not a resident of the state for thirty days immediately preceding the election, the person is not a resident of the precinct where the person offers to vote, or the person is not of legal voting age, precinct election officials should use 10 U as part of the challenging process. The instructions on form 10 U should be followed for each reason that the voter is being challenged. Only the section of the form that applies to the challenge needs completed. Please note that if the voter completes the form using affirmative responses, then the voter should be allowed to vote a regular ballot (provided that they meet the qualifications to vote a regular ballot). However, voters must never be denied the opportunity to cast a ballot and should always be provided with a Provisional Ballot. If the voter completes the Form 10 U and a majority of the precinct election officials is able to determine that the voter is eligible to cast a ballot, the voter must vote a regular ballot. If the voter refuses to complete the Form 10 U, the voter must vote a Provisional Ballot. The precinct election official should make a note on the Precinct Problems and Corrections page in Section F of the Signature Book. If a majority of the precinct election officials are unable to determine the person s eligibility to cast a ballot, the precinct election officials shall provide a Provisional Ballot to the voter. Managing the Location Various Topics: 10 8 Revised

107 Challenging Voters: Political Party Affiliation Change (Primary Elections only) During a Primary Election when a voter requests a ballot for a specific political party, the precinct election official may only challenge the right to vote of any elector on the grounds that the voter is not affiliated with or is not a member of the political party whose ballot the person desires to vote, if that official has personal knowledge that the individual is a member of a different party. The precinct election official may not refer to the Electronic Poll Book/Signature Book or the registration lists that are posted at 6:30 a.m., 11 a.m., and 4 p.m. on Election Day to determine the party affiliation for each voter or to substantiate the political party affiliation of a voter. When the right of a person to vote is challenged by a precinct election official on party affiliation grounds, the elector must fill out form 10 W in order to vote: If the voter refuses to fill out form 10 W, then the voter is permitted to vote a Provisional Ballot for the specific party that the elector requested to vote under section of the Revised Code. 10-U Page 1 10-W 10-U Page 2 Managing the Location Various Topics: 10 9 Revised

108 Campaigning, Electioneering, and Rights of Media To make things simple, campaigning/electioneering or the posting/distribution of campaign material within 100 feet of the voting location is illegal. NOTE: If the line of waiting voters extends past the safe zone extending to 100 feet from the entrance to the voting location, campaigning/electioneering is prohibited within 10 feet of any voter waiting to vote outside the 100 safe zone. Electioneering includes, but may not be limited to: the display or distribution of political badges, T shirts, buttons, campaign literature, newspapers and magazines with political covers, hats, stickers, pins, and so on. If electioneering is happening at your precinct, kindly ask the individual to leave the polling location until all politically related apparel or materiel has been removed, or to only campaign 100 feet away from the entrance to the polling location. R.C (A)(4) provides that no persons, other than election officials, observers, police officers, and electors waiting to mark, marking, or casting their ballots, may loiter, congregate, or engage in any kind of election campaigning within the area marked off by the U.S. flags (R.C (A)(1) extends the prohibition to include any area outside the U.S. flags that is within ten feet of an elector waiting in line to mark his or her ballot if the line of electors waiting extends beyond the area marked by the U.S. flags). If you are having problems with electioneering at your precinct, call the Board of Elections at More Applicable Election Law R.C (B) provides that no person who is not an election official, employee, observer, or police officer shall be allowed to enter the polling place during the election, except for the purpose of voting or assisting another person to vote as provided in section of the Revised code, or to view the posted precinct registration lists, as provided in R.C R.C provides that No person shall do any of the following: 1) By force, fraud, or other improper means, obtain or attempt to obtain possession of the ballots, ballot boxes, or pollbooks; (2) Recklessly destroy any property used in the conduct of elections; (3) Attempt to intimidate an election officer, or prevent an election official from performing the official s duties; (4) Knowingly tear down, remove, or destroy any of the registration lists or sample ballots furnished by the board of elections at the polling place; (5) Loiter in or about a registration or polling place during registration or the casting and counting of ballots so as to hinder, delay, or interfere with the conduct of the registration or election; 3 Ohio Secretary of State Advisory Managing the Location Various Topics: Revised

109 (6) Remove from the voting place the pencils, cards of instruction, supplies, or other conveniences furnished to enable the voter to mark the voter s ballot. 4 R.C permits precinct election officials to call upon the sheriff, police, or other peace officers to aid them in enforcing the [election] law. Media Access The news media must be granted, according to a U.S. Court of Appeals decision, reasonable access to any polling place for the purpose of newsgathering and reporting so long as [they] do not interfere with precinct election officials and voters as voters exercise their right to vote. 5 Precinct election officials must grant representatives of the media access to polling locations, but they must consider several factors in granting access so as to ensure voters are not disturbed or delayed. Such factors include, but are not limited to: 1. the credentials of the media representative, and whether the purported media representative is from an accredited media source as opposed to an internet writer; 2. the length of time the media is present; 3. the length of voter lines; 4. the layout of the polling location; 5. whether voter secrecy may be compromised; 6. the conduct of the representatives of the media who are present; and 7. the effect the presence of the media has on voters and precinct election officials. 6 According to the Secretary of State, representatives of the media may not interrupt, disrupt, interfere with, or otherwise disturb the administration of the election. If this occurs, the media representative may be removed from polling location with the assistance of law enforcement officials if necessary. Exit Polling No individual or group may typically campaign within 100 feet from the entrance to the polling location. However, exit pollsters are exempt from this restriction. According to the Secretary of State advisory, unless an exit pollster is interfering with or disrupting an election, harassing electors, or otherwise violating the law, exit pollsters may operate within the area marked by the U.S. flags at each polling location on an election day. 7 To summarize, precinct election officials must allow exit polling within 100 feet of the outside entrance to the building, but must not permit exit polling within the location. 4 Ibid. 5 Ohio Secretary of State Advisory Ibid. 7 Ibid. Managing the Location Various Topics: Revised

110 How to treat voters who are displaying campaign related articles 1. Ask him or her to remove or cover up the article in question. 2. If the voter refuses to remove the article, he or she may still vote. However, the voter should be provided the Notice to Voter located in the yellow forms folder in the Precinct Election Official Reference Guide (see below). Notice to Voter You are entitled to vote a ballot today. However, in order to ensure that a fair and impartial election experience is made available to each and every voter, the Ohio Revised Code requires that there be no campaigning within 100 feet of the polling location. The polling location is to be kept as a neutral zone. Therefore, could you please remove or cover up any campaign articles from your person. Please note that if you choose not to comply with our request, we are required to document your decision and forward the information to the Madison County Prosecutor. In no way will this action prohibit your opportunity to vote. Thank you! If you have any questions, call Never Deny A Voter The Right To Vote! Managing the Location Various Topics: Revised

111 Emergency Procedures Medical Emergency In the event of a MEDICAL emergency, call 911. When the medical emergency is under control, please make a follow up call to the Board of Elections office at Evacuation of Your Voting Location If you must leave your voting location due to any emergency (fire, tornado, other): DO NOT PANIC Your safety, the safety of your co workers, and the safety of the voters is the first concern. If possible, shut off the M 100 and the AutoMARK ADA machine and remove key(s). Gather and secure, if possible, Electronic Poll Book/Signature Book, all envelopes containing ballots or stubs, non voted ballots, and keys that operate equipment. Go to a safe place, as instructed by public safety or school officials or as determined by the voting location manager. It is recommended that precinct election officials know before hand where a safe place would be to go in the event of an emergency (i.e. tornado). As soon as you can, contact the Board of Elections office at When the Voting Location Can Be Re opened 1. Inspect your voting area. 2. If turned off, turn M 100 back to the VOTE position. Turn the Automark back to the ON position. Once the M 100 finishes initializing (about 2 minutes), compare the total votes cast on display with the number of voters that have signed the Electronic Poll Book/Signature Book. If totals match, continue processing voters. Make sure that the figures balance before continuing the normal operation of the polls. Report any irregularities or problems to the Board of Elections at immediately. Managing the Location Various Topics: Revised

112 Observers Election observers are appointed by the political parties, groups of candidates, or issue committees and are allowed to be in the voting location before, during, and after polling hours. Such individuals must have submitted the proper forms to the Board of Elections for approval before Election Day. Knowing Who Is Permitted to Observe When an Observer Arrives Before permitting an observer into the precinct s voting location, precinct election officials must: Verify that the observer s Certificate of Appointment is located in Section B of the Signature Book. This form would have been filed with the Board of Election PRIOR to Election Day. The certified observer may provide a copy of this form in order to crossreference with the copy located in the front of the Signature Book. If the observer cannot or will not provide a properly executed Certificate of Appointment, he/she is not permitted to remain in the voting area Observers must be given the Oath of Office (below) before observing activity at the polling location. The oath should be given by one of the precinct election officials and is located in Section B of the Voting Location Supply Binder. Precinct election officials must enter the name of the observer and the time of arrival and departure on the Precinct Election Official Oath, Observer Oath, Visitor and Observer Sign In Sheet located in Section B of the Voting Location Supply Binder. You do solemnly swear that you will faithfully and impartially discharge the duties as an official observer, assigned by law; that you will not cause any delay to persons offering to vote; and that you will not disclose or communicate to any person how any elector has voted at such election. Rights and Limitations of Observers The provisions of this section apply to observers at all stages of an election. However, please note that some provisions will relate solely to a certain category of observers or a particular situation as described below. Watching and Inspecting Observers at a precinct are permitted to watch every proceeding of the precinct election officials from the time of the opening until the closing of the polls. Observers are also permitted to inspect the counting of all ballots in the polling place or board of elections from the time of the closing of the polls until the counting is completed and the final returns are certified and signed. The role of observers is limited to observing the proceedings of an election. Accordingly, while observers are permitted to watch and inspect, observers are never permitted to handle any election materials. Observer Communication with Election Officials While observers are permitted to engage precinct election officials in casual conversation, including gathering information about how the voting location is being run during down times, their statutorily appointed purpose is to "watch." Observers are not to serve as enforcers of the laws nor act as advocates for voters before the precinct election officials. They may, however, Managing the Location Various Topics: Revised

113 leave the voting area to contact the Board of Elections to raise concerns, which, the Board of Elections may, in turn and as appropriate, address. Observers may never interfere with election officials completing their official duties. Movement of Observers within Polling Place Observers are permitted to move freely about the polling place to the extent that they do not engage in any prohibited activity. Observers are not permitted to observe at precincts to which they are not duly appointed. Movement of Observers within Board of Elections Observers are permitted to observe in any area where ballots are being cast, processed, counted, or recounted at a board of elections office, and generally, may move about freely to do so to the extent that they do not engage in any prohibited activity. A board may deny an observer access to parts of its office where ballots are not being cast, processed, counted, or recounted. Statutory Prohibitions Although observers are granted the ability to move about the polling place as they conduct their duties within the polling place, including the area marked by the flags, observers must be mindful that certain behavior is prohibited, including: Engaging in any kind of election campaigning; Hindering or delaying an elector in reaching or leaving the polling place; Impeding, interfering with, or disrupting the election in some manner; Intimidating, harassing, or attempting to influence voters or precinct election officials; Carrying a firearm or other deadly weapon; or Risk violating the secrecy of the ballot or the privacy of voters. Unless specifically exempted by law, all observers are subject to the statutory prohibitions in Title 35 of the Revised Code, including, but not limited to, R.C , , and any relevant section of Chapter of Communication Devices and Audio Video Devices Observers may not use any electronic or communication device or any audio/visual recording device in any manner that impedes, interferes with, or disrupts an election, or in any way intimidates a voter, risks violating the secrecy of the ballot or voter privacy. Observers using a cellular or digital telephone, walkie talkie, or any other wired, wireless, or satellite audio communication device to discuss the election or a perceived problem with the administration of the election may not do so within the polling place. Absent a person engaging in harassment, nothing in this section shall be interpreted to prevent an observer from collecting or transmitting information from the registration lists posted throughout the day in each precinct pursuant to R.C (C). Removal Only the voting location managers, director, deputy director, and appointing authorities have the authority to administratively remove observers from their posts. Additionally, law enforcement officials have the statutory duty to remove observers at the order of one of the above listed election officials. Managing the Location Various Topics: Revised

114 If the observer is removed, the person removing the observer may request his or her certificate of appointment and return it to the board office with a notation that the observer was removed from the polling location. Soiled and Defaced Ballots A Soiled and Defaced Ballot may be a ballot that was rendered unsuitable for voting (marked, torn, spilled on, etc) or a ballot that a voter incorrectly marked prompting a new ballot to be issued. If a voter tears, soils, defaces, or erroneously marks a ballot, the voter may return it to the precinct election officials to receive another ballot. In no case shall more than three ballots be issued to a voter. Please follow the steps below in reissuing a ballot to a voter (from R.C ) keeping in mind that the Ballot/Provisional Precinct Election Official should be the official receiving the soiled ballot from the voter whenever possible. 1. Have the voter fold the ballot in half, preferably with the votes hidden inside if a one page ballot, 2. Write defaced on the back of such ballot, 3. Place the ballot in the Soiled and Defaced Envelope. 4. When issuing another ballot, be sure to properly record the ballot number in the Electronic Poll Book/Signature Book. New Ballot Number Managing the Location Various Topics: Revised

115 Important Reminder: Two Page Ballots When an election utilizes a two page ballot, and if the voter needs to deface one of the two pages, precinct election officials should soil both pages (page 1 and page 2) to ensure that the consecutive numbering stays consistent. If one of the ballots was already scanned in the M 100, and the remaining un scanned ballot has an error or needs reissued, issue both pages but deface the un needed page to keep the consecutive numbering consistent. Visitors With proper credentials, the following people are allowed in the Polling Location: Poll observers bearing a certificate of appointment Credentialed members of the media (please notify board of elections) Other persons who are assigned to a precinct by the board of elections or the Secretary of State; On duty police officers assigned to a precinct by the board of elections; and Employee(s) of the facility housing the polling location. Only voters, children of voters who are not yet of voting age, a person who is assisting a voter at the voter s request, person checking the Precinct Official Registration Lists posted throughout the day, and the above individuals may be in the polling location. All other individuals may only enter the location for voting purposes only. If a problem arises, call the Board of Elections at Withdrawn Candidates If a candidate withdraws his or her name and his or her name appears on the ballot, no votes cast for that candidate will be counted. If an issue committee withdraws an issue from the ballot, no votes cast for that issue will be counted. A notice making voters aware that a candidate or issue was withdrawn should be posted at the location. Board staff will place such notice on the white boards posted at each location. Write In Candidate Information If a write in blank is present on a particular ballot under an office, this is because an individual has filed a valid Declaration of Intent to be a Write in Candidate. Only individuals who have filed such forms are eligible to be write in candidates. The only voters actually counted will be those votes cast for certified write in candidates. Each precinct is provided a list of those candidates who filed such forms with the Board of Elections by the deadline. Managing the Location Various Topics: Revised

116 This list should never be posted at the polling location, but only made available to voters who request such information. This list should remain on the precinct table. Those who intend to write in a candidate must write the name in according to how the name was filed with the Board of Elections. If the voter has written in part of an eligible write in candidate s name, the board of elections must count a vote in which a voter has written in only the first or last name of the candidate, if there is only one eligible write in candidate with that first or last name. However, if there are two or more write in candidates with the same first or last name, the voter must provide sufficient information for election officials to determine the voter s intent in order for the vote to be counted. However, voters are encouraged to place the full name of the candidate provided on the notice on the ballot. Managing the Location Various Topics: Revised

117 Section 11: Closing Scenarios Closing Scenario #1 After receiving notice or message from the Board of Elections to carry out Closing Scenario #1, close the polls as outlined in the Closing the Polls section. You will: Close polls at 7:30 p.m. Post Results tape on an exterior door to be viewed by public Closing Scenarios: 11 1 Revised

118 Closing Scenario #2 After receiving notice or message from the Board of Elections to carry out Closing Scenario #2, close the polls as outlined in the Closing the Polls section. However, although you will close the polls at 7:30 p.m., you will not post Results tape on an exterior door to be viewed by the public. DO NOT POST RESULTS Closing Scenarios: 11 2 Revised

119 Closing Scenario #3 After receiving notice or message from the Board of Elections to carry out Closing Scenario #3, YOU WILL: Keep the polls open the amount of time extended by the court order. Vote all voters who enter the polling locations past the standard close time of 7:30 by voting them PROVISIONALLY using the orange provisional envelopes. ALL COURT ORDER VOTERS MUST VOTE PROVISIONALLY USING THE ORANGE PROVISIONAL ENVELOPES Use the Orange Provisional Bag and the Orange Provisional envelopes for this task. Use the Orange sections of the Signature Book to process these voters. Call the Board of Elections with further questions. You MAY receive a call from the Board with instructions as to when to close due to the court order and for other special instructions. Otherwise, keep the polls open the amount of time permitted by the court order. Once the time has passed, proceed with standard closing practices following the Closing the Polls Section steps 2 3. Closing Scenarios: 11 3 Revised

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121 Section 12: Electronic Poll Book/Signature Book PEO Information Overview The Electronic Poll Book/Signature Book contains a listing of every eligible registered voter for the precinct. It also contains important documents that will be used throughout the day. For a detailed listing of what is in the Signature Book, refer to the table of contents in the front of the Signature Book. Using the Electronic Poll Book/Signature Book Below is a walkthrough of an Electronic Poll Book/Signature Book Precinct Election Official s responsibilities in monitoring the Electronic Poll Book/Signature Book. The steps below focus on processing regular voters. For information about the Signature Book section for Provisional Voters, please refer to Section 8 Processing Provisional Voters. 1. Ask each voter to state his or her name. Once the name has been provided and found in the Electronic Poll Book/Signature Book, ask the voter to provide his or her address. When this information is provided, verify the address provided verbally by the voter with the address in the Electronic Poll Book/Signature Book. If the address the voter provides is different than the address listed in the Electronic Poll Book/Signature Book, determine if the address he or she provided is found on the precinct street listing. Please use the precinct street listing found in Section A of the Signature Book: If the address is in the range of addresses found in your precinct, the voter may vote a regular ballot but must also complete a voter registration form. Proceed below for instructions on processing regular voters. If the address is not in the range of addresses found in your precinct, the voter must be directed to the correct precinct. To determine the correct precinct if it is unknown, please call the Board of Elections at for assistance. Legal Name Change If a registered elector provides proof of a legal name change to a precinct election official such as a marriage license or a court order that includes the elector s current and prior names the elector may complete and sign a notice of change of name and cast a regular ballot, so long as the elector is registered to vote in that precinct. Precinct Election Officials should use Secretary of State Form 10-L to document a change of name on Election Day. Electronic Poll Book/Signature Book PEO Information: 12 1 Revised

122 2. Determine if one of the following notation s appear in the voter s signature box corresponding to his or her record: a. ABSENTEE b. PROVISIONAL c. 17 YEAR-OLD d. ATTORNEY Remember that if the Absentee or Provisional notation appears then the voter must vote a Provisional Ballot More information regarding notations may be found below. Notations are located in this area 3. Ask each voter to present you with proper identification (see Identification Section 5) and record type of identification viewed. Make sure to verify: That the voter s name matches the Electronic Poll Book/Signature Book (natural derivations are allowed) That the voter s address matches the Electronic Poll Book/Signature Book (see special rule for Ohio drivers licenses, state identification cards, and Military ID) That the identification is current (dated or issued within one year previous to the election or has an expiration date that has not passed) That the type of identification is recorded (see Processing Voters ) 4. If the voter has shown proper identification (partisan Primary Elections only): Check the appropriate box C, D, G, L, R, S, or X that corresponds to the type of ballot the voter has requested. 5. Have the voter sign the white section of the Signature Book or the Electronic Poll Book and compare the voter s signature with the signature on record in the Electronic Poll Book/Signature Book. IF THE SIGNATURE DOES NOT MATCH, THE VOTER MUST VOTE A PROVISIONAL BALLOT (R.C ) 6. Determine that you are giving the appropriate ballot to the voter (refer below to Issuing Various Ballot Types Electronic Poll Book/Signature Book PEO Information: 12 2 Revised

123 Precinct election officials should be careful that all voters are getting the correct ballots. Precinct election officials in the precincts listed below may have varying styles of ballots that correspond to the school districts located within that precinct. The numeric codes correspond with the bottom of the ballot and the name of the school district will appear on the ballot stub to easily identify the correct ballot. Precincts below contain school district splits: Midway/Range 01=Village of Midway, Madison Plains (MDP) 02=Township of Range only, Madison Plains (MDP) 03=Township of Range only, Miami Trace (MTR) Union 01=London (LDN) 02=Madison Plains (MDP) Precincts below contain subdivision splits: Midway/Range 01=Village of Midway 02=Township of Range only 03=Township of Range only South Solon/Stokes 01=South Solon Village 02=Stokes Township SCHOOL DISTRICT SPLIT NUMBER ON BALLOT Electronic Poll Book/Signature Book PEO Information: 12 3 Revised

124 Electronic Poll Book/Signature Book Notations Example 1: Absentee Voter Once a voter has requested an Absentee ballot or has voted an Absentee or Provisional Ballot in person at the Board of Elections and presents himself/herself at the polls on Election Day to vote, that voter MUST vote a Provisional Ballot. When the notation ABSENTEE (or similar notation) appears in the signature box or underneath with handwritten, the voter MUST vote a Provisional Ballot and cannot sign the white section of the Signature Book or vote a regular ballot Example 2: Acknowledgment from the Board of Elections Undeliverable This notation is in place because the Acknowledgment (Notice of Registration) and a Confirmation Notice from the Board of Elections was returned to the Board of Election s office as undeliverable (R.C ). The voter must vote a Provisional Ballot. Electronic Poll Book/Signature Book PEO Information: 12 4 Revised

125 Example 3: 17 YEAR-OLD In this example, 17 YEAR-OLD is in the Signature box. This notation appears because the voter, while permitted to vote, may only vote to nominate candidates. This notation will only appear in Primary Elections when the 17 year-old voter is not eligible to vote a full ballot. Since the voter may not vote on issues or State and County Central Committee members who are on the ballot, his or her ballot should be placed in the envelopes provided. Example 5: Attorney in Fact Sally Voter has designated an attorney-in-fact to sign all election-related documents on her behalf. If the notation Attorney appears in the Electronic Poll Book/Signature Book, the Board of Elections has a form that designates this individual as the person having authority to sign on Ms. Voter s behalf. An Attorney-in-Fact document will be included in Section C of the Signature Book if the Attorney notation is found. The voter must have submitted the Attorney-in-Fact documents to the Board of Election s prior to Election Day; therefore, the voter cannot file the document with the precinct election officials on Election Day. Important Reminder: 1. The voter must be in the presence of the individual who is signing on his/her behalf. 2. You MUST see an acceptable valid form of ID from the voter BEFORE permitting the Attorney-in- Fact to sign on behalf of the voter. 3. Determine if the voter is a regular or provisional voter based on the identification he/she provides. 4. It is not necessary to check the identification of the designated Attorney-in-Fact. Electronic Poll Book/Signature Book PEO Information: 12 5 Revised

126 Signature Book Help Example 1: Signed on Wrong Line Sally Voter signed on Joe Voter s line. You discovered this after Sally left. 1. Draw a line through Sally s signature 2. Write no signature in Sally s signature box. 3. Draw a line through Sally s ballot number and transfer to the appropriate line for Sally. Transfer type of ID and party preference to the appropriate line for Sally. If you need to, cross out the form of ID on Joe s line if not applicable to Joe. 4. When and if Joe comes to vote: Record Joe s ballot number to the left of the ballot number line. Joe should sign underneath the signature box 5. Record the problem on the Problems and Corrections page in Section F of the Signature Book Electronic Poll Book/Signature Book PEO Information: 12 6 Revised

127 Example 2: Ohio Driver s license or State ID card with former address Jane F. Doe moved and updated her address with the Board of Elections but has not purchased a new Ohio Driver s License or State ID card reflecting her change of address. 1. Direct Sally to sign in the Signature box. 2. Record Sally s ballot stub number on the appropriate line (# ). 1 2 Electronic Poll Book/Signature Book PEO Information: 12 7 Revised

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129 Section 13: Precinct Official Registration List PEO Information Regular Voters 1. When a voter signs the Electronic Poll Book/Signature Book, the precinct election official must mark off the voter in the appropriate precinct official registration list. Voter Registration Lists Poll Book Precinct Election Official Duties These listings, referred to as the 6:30 a.m., the 11:00 a.m. and the 4:00 p.m. lists, are posted so that the public can see which of the registered voters in the precinct have come out to vote throughout Election Day. The Precinct Official Registration List Precinct Election Official is responsible for the marking of these lists throughout the day. Here is how it works: Before the polls are opened on Election Day, the voting location manager MUST mark off ALL absentee voters listed on the Supplemental Absentee List(s) on each of the three lists (this may already be automatically done by the computer program, however, the voting location manager should verify all the absentee voters have been marked). A precinct election official of the opposite party should verify that all absentee voters have been so marked before the polls open at 6:30 a.m. Before the polls open and after the list has been verified, the 6:30 a.m. list MUST be posted on the white notice board resting on easels near the entrance. Once the polls open and voters are processed, the voter s name must be marked off of the 11:00 a.m. list by the Poll Book Precinct Election Official. This will occur up until 11:00 a.m. At 11:00 a.m., the 11:00 a.m. list should be posted on the white notice board resting on easels. The 6:30 a.m. list may be removed and placed in the inside front cover of the Signature Book. From 11:00 a.m. up until 4:00 p.m., all voters that are processed MUST be marked off of the 4:00 p.m. list by the Poll Book Precinct Election Official. At 4:00 p.m., the 4:00 p.m. list should be posted on the white notice board resting on easels OVER THE TOP OF the 11:00 a.m. list. This way, people viewing the lists may view both lists to gain knowledge of all voters up until 4:00 p.m. After 4:00 p.m., it is no longer the precinct election official s responsibility to mark off voters from any of the three voter registration listings. Precinct Official Registration List PEO Information: 13 1 Revised

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131 Section 14: Ballot/Provisional PEO Information The Ballot/Provisional Precinct Election Official should be careful that all voters receive the correct ballot which corresponds to the school district and or subdivision he or she lives in. Some precincts contain voters from more than one school district, ward, or jurisdiction (township or village), thus creating a split in the precinct. Some voters may or may not vote on certain issues since it does not affect the district, ward, or jurisdiction where they specifically reside. Each ballot has a description listed on the stub. The numeric codes (01, 02, or 03) will be found on the bottom of the ballot (see diagram below). This numeric code corresponds to the school district abbreviation or subdivision located in the Signature Book. Ballot Splits Precincts below contain school district splits: Midway/Range (22) 01=Village of Midway, Range Twp. 02=Range Twp. only/mad Plains LSD (MDP) 03=Range Twp. only/miami Trace LSD (MTR) South Solon/Stokes 01=Village of South Solon 02=Township of Stokes only Union 01=London CSD (LDN) 02= Madison Plains LSD (MDP) School District Abbreviation Ballot Split Number on Ballot Ballot/Provisional PEO Information: 14 1 Revised

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171 Section 17: Special Helps Observer Information Special Helps: 17 1 Revised

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177 Section 18: Forms For information on completing forms 10 U and 10 W, see Challenging Voters in Section 10 The Voter Registration Form must be completed properly with all the required sections (highlighted) completed by the voter. Remember: All regular voters who moved within the precinct must complete this form. All provisional voters who moved into the precinct or who have changed his or her name must complete this form. The Notice of Change of Name Form must be completed properly with all required sections completed by the voter. Remember: All regular voters who have changed their name and have provided to the precinct election official proof of a legal name change such as a marriage license or a court order that includes the elector s current and prior names and the address provided by the voter matches the address printed in the Electronic Poll Book/Signature Book or the address provided is different from the address printed in the Electronic Poll Book/Signature Book, but the address provided is in your precinct (based on the precinct street listing) must complete this form before voting a regular ballot. Forms: 18 1 Revised