Election Day Setup and Operations Guide

Transcription

1 evote epollbook & HART Voting System Montgomery County Elections Department Election Day Setup and Operations Guide Rev ED

2 w w w. M o n t g o m e r y V o t e s. o r g ~page intentionally left blank~ JUDGE LINE HELP DESK ~page intentionally left blank~

3 NOTES This DOCUMENT and the SOFTWARE, HARDWARE, and FIRMWARE to which it pertains contain confidential and proprietary information generated by Hart InterCivic Inc., significantly modified by Montgomery County for the operation of Montgomery County polling locations. Any person receiving this manual has a duty to take reasonable precautions preventing unauthorized disclosure of the contents. iii

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5 SURROUNDING COUNTIES WALKER COUNTY (936) GRIMES COUNTY (936) SAN JACINTO COUNTY (936) MONTGOMERY COUNTY (936) LIBERTY COUNTY (936) WALLER COUNTY (979) HARRIS COUNTY (713) GRIMES COUNTY (936) HARRIS COUNTY (713) LIBERTY COUNTY (936) SAN JACINTO CO (936) WALKER COUNTY (936) WALLER COUNTY (979) v

6 IMPORTANT TELEPHONE NUMBERS... iv SURROUNDING COUNTIES... v Montgomery County Voting System... 1 Setting Up Before Election Day... 2 Unloading the Caddy 2 Setting Up eslate Booth 3 Setting Up on Election Day... 9 The Voting Booths 9 The JBC (Judges Booth Controller) Connecting the Voting System 11 Setting up the Privacy Screen 13 JBC: Overview Outline to Open the Polls Opening the Polls Assigning Booths 16 Printing ZERO Tape 18 Opening the Polls on the JBC 18 Checking Battery power status of JBC and eslates 18 Changing Printer Paper on the JBC 19 The epollbook - Overview epollbook Tour 20 epollbook Setup The Lid 21 The Label Printer 22 AC Power Cord 22 The Internal UPS (Uninterruptible Power Supply) 23 The evote Laptop 23 Login to the evote Laptop 24 General Equipment Functions Guide Generating an ACCESS Code from the JBC 25 Generating an ACCESS Code from the JBC MANUALLY 26 Moving about the Ballot 27 Straight Party Voting 28 Write-in Feature 29 How to Use the CAST BALLOT Button 30 HELP Button 31 Voter Instructions 32 When a Voter asks for Help 33 Canceling a Booth 34 Checking an ACCESS CODE/Printing a Receipt 35 Printing an ACCESS Code Report 36 Adding Provisional Voters 37 Restarting the JBC 40 TABLE OF CONTENTS vi Using the DAU eslate Headphones and Tactile Input Switches 41 Curbside Voting -- Remove DAU eslate 42 COMMON ERRORS AC Power not connected 44 Booth Unavailable 44 DAU Disconnected screen 45 JBC Printer stops working 45 Closing the Polls Disconnecting and Packing Voting Equipment 47 Loading Booths on the Wheeled Caddy 48 Packing up the epollbook 49 Returning to Election Central 50 Appendices Ensuring Polling Place Security 53 eslate security features 56 Guide to serving voters with disabilities 57 Frequently Asked Questions 60 Glossary... 63

7 Election Day Setup and Operations Guide Use this guide to assist you in setting up: the voting booths the epollbook the JBC This guide also includes information about: using the JBC processing provisional voters closing the polls at the end of the day assisting voters common equipment functions and errors vii

8 Montgomery County Voting System JUDGE S BOOTH CONTROLLER or JBC Holds the ballot styles. Provides ACCESS Codes to the Voter. Stores all cast votes. Costs approximately $3300, take very good care of this machine. May or may not have an attached scanner gun depending upon election. JBC (Judge s Booth Controller) Jelly Switches eslate DAU (Disabled Access Unit) Headphones Sip-N-Puff device eslate Is activated by a random ACCESS CODE generated by the JBC. The voter s ballot is sent from the JBC to the eslate. The voter casts his/her ballot and the vote count is stored on the eslate and on the JBC. The eslates cost approximately $3300, the DAU $3960, take very good care of these machines. DISABLED ACCESS UNIT or DAU eslate Is identified by red tape on the booth handle and on the sides. Votes just like the regular eslates. Is wheelchair accessible. Has an audio card so voter can hear the ballot in the selected language using attached headphones. Has tactile input switches to assist in navigating the ballot. Can accommodate a Sip and Puff device. Can be disconnected for Curbside Voting. 1

9 Setting Up Before Election Day Unloading the Caddy If you set up the voting booths the night before Election Day make sure you seal the booths with the yellow booth seals provided in your kit. Booths will be delivered in a wheeled caddy a few days before the election. IMPORTANT: Inspect the caddy for any signs of tampering upon arrival. 1. Unzip the front zippers of the caddy cover to access the booths. 2. Verify door seal is intact and record this on the JBC Reports Envelope. 3. Cut seal and unlock lock using the caddy key in the zipper pouch on the JBC Box. (This is a great time to complete the Equipment Verification Log.) 4. Unlatch the gate and swing open the gate. 5. Remove the top booths first. 6. Slide out the upper booths by tugging on the handles. 7. The DAU eslate unit is connected at the end of the line furthest from the JBC. The DAU is identified by red tape on the handle and sides. The Equipment Verification Log is attached to the door of the caddy. Follow the instructions on the form to complete it. You will find a list of all voting booths sent to your site. This number should match either the purple county tag on the eslate inside the booth or the barcode which is located on the back of the booth. CAD = Caddy Barcode DAU = Disabled Access Unit Barcode ESL = eslate Unit Barcode 2 pages 3-9 show booth setup

10 INFO Setting Up eslate Booth Setup the night before, if possible, so you do not feel rushed on Election Day. Use a table to lay the booths face down on Having multiple Location people of Velcro set straps up the booths on helps bottom of voting booth. Location of Velcro straps on bottom of voting booth. Handle facing you Release Velcro strap #1 Release Velcro strap #2 Release Velcro strap #3 1. Place unit on a table a. Legs up b. Handle facing you c. Release 3 Velcro straps 3

11 Setting Up eslate Booth - continued INFO Work from from the the BACK to to the the FRONT Then RIGHT to to LEFT Use Use a a pencil head head eraser to to push push the the button 2. Start with RIGHT Back Leg 2. a) Grasp the LEG (not the brace) 2. b) Press Button and hold down 2. c) Raise the Leg 2. Start with the RIGHT BACK Leg a. Grasp the leg (not the brace) b. Press and hold down the button c. Raise the leg 4

12 Setting Up eslate Booth - continued d. Rotate the leg upward and slide outward e. Align arrows to lock button 3. Repeat steps 2a-2e for a. LEFT Back Leg 3. Position LEFT Back Leg 4. Lock the leg braces a. Fit the button into the hole 5

13 Setting Up eslate Booth - continued 5. Position the FRONT Legs (repeat 2a-2e) a. Front RIGHT Leg b. Front LEFT Leg The 4 straight tubes are used to extend the length of the legs. The 2 foot tubes are used to balance the unit. 6

14 Setting Up eslate Booth - continued 6. Attach a Straight Tube to each Leg. a. Verify the button is locked in place Button will click into place 7. Extend each Foot Tube This foot is NOT extended. This foot is correctly extended. 7

15 Setting Up eslate Booth - continued 8. Attach the Foot Tubes to the Legs a. The Arrows on the Foot Tubes should point towards the front of the booth. See Photo #3 Below. 1 2 NOTE 9. Removing unit from the table a. Move the unit a hands-width from the end of table. b. Pass your arms through the legs and over the leg braces as shown. c. While pressing your body against the table rotate the booth on the table towards you until the feet touch the floor. d. DO NOT LIFT THE BOOTH OFF THE TABLE. e. Keep the weight of the booth on the table. 10. Once the booth feet are on the floor, slide the booth into its proper position in the line of eslates. REPEAT STEPS 1-10 FOR ALL BOOTHS At this point you can open the booth lids and daisy chain the equipment together. See Connecting the Voting System on page 11 if you are unsure how to do this. DO NOT set up the JBC until Election morning. 3 This is as far as you can go. The remainder of the setup is done Election Day morning. After completing the connections to each booth close the booth lids and snap the latches on the front closed. Place a yellow seal through each handle. You will find the yellow seals in the Judge s Kit. The seal numbers are then recorded on the back of the JBC Reconciliation Log. 8

16 Setting Up on Election Day The Voting Booths If you were unable to setup the night before see pages 3-8 for booth setup. Steps 1-2 only apply if you set up the booths the night before. NOT SECURED SECURED YELLOW BOOTH SEAL Now would be a good time to complete the Equipment Verification Log, located on the door of the caddy, if you have not already done so. *REMEMBER: Steps 1-2 only need to be done if you set up the voting booths the night before the election. 1. Verify seal # s and remove seals from the booths.* 2. If a booth does not have a seal, contact Election Central at * 3. Undo the booth lid latches. 4. Raise the booth lid. 5. Push the brace inward until it is secure (as shown above). 6. Open privacy screen and attach loops over screw heads. 7. Booth should look like this. Repeat Steps 1 through 5 on the rest of the booths making sure the DAU is the last booth in the string. 9

17 The JBC (Judges Booth Controller) 1. The JBC Box is sealed with a white seal as shown. 2. The seal is to be broken by the Presiding Judge and Alternate Judge on Election Morning. 3. The following are included in the Zipper Pouch on the outside of the JBC Box: a. JBC Reports Envelope b. JBC Flip Chart c. Caddy Key d. JBC Return Seal 4. The following are included inside the JBC Box: a. Headphones b. JBC power cord (black) c. JBC Cable (gray) d. JBC e. Scanner Gun (if Non-Primary) f. Open/Close Polls Passwords 5. On the back of the JBC a. Red connector attached to long gray JBC Cable b. Power cord plug c. Battery Key d. Battery Key connection e. Scanner Gun port (modem) Everything you need to setup the night before is in the zipper pouch on the outside of the JBC box. NOTE: In a NON-Primary Election a scanner gun is attached to the JBC to scan the barcode on the label printed from evote. a JBC Cable b AC Power Cord Plug If the scanner gun cannot be used in an election it will not be in the JBC Box (i.e., in a Primary or Primary Runoff) e Scanner Gun (if used) c Battery Key d Battery Key Connection 10

18 INFO Connecting the Voting System Set up ALL the equipment. If setting up the night before always make sure the longer gray cable is going towards the DAU Unit, which should ALWAYS be the last booth in the string. ALWAYS connect a Long DAISY CHAIN cable to a Short PIG TAIL cable when going to the next booth. The JBC has a Long DAISY CHAIN cable that goes to the first booth. It is in the JBC box (which remains sealed until Election morning). Longer gray cable goes to next eslate in string DAISY CHAIN CABLE Long JBC Cable with red end plugged into JBC Goes to short pigtail on first booth NOTE: If setting up the night before Election Day you will not have access to the long JBC cable with the red end. It is in the JBC box which remains sealed until Election morning. The Short PIG TAILS are only attached to the top of the eslates and DAU units. The Long DAISY CHAIN cable inside the JBC box will attach to the Short Pig Tail attached to top of booth #1 PIG TAIL DAISY CHAIN CABLE booth #2 JBC inside JBC box booth #1 AGAIN: the Long DAISY CHAIN cable found in a booth compartment ALWAYS goes to the next booth PIG TAIL in the string. 11

19 Connecting the Voting System - continued 1. Take the Long DAISY CHAIN CABLE attached to the JBC a. Pass it through the side of the 1 st booth behind the brace. Cable should be laid in groove so cover will close. b. Connect it to the Short PIGTAIL CABLE Bent pins can cause erratic voting system behavior, possibly rendering it inoperable. c. BE CAREFUL to hold the connectors straight when making the connection, and do not bend the pins in the PIGTAIL by connecting them at and angle. 2. Take the Long DAISY CHAIN CABLE from the 1 st booth a. Pass it through the side of the 2 nd booth behind the brace. b. Connect it to the Short PIGTAIL CABLE in the 2 nd booth. 3. Repeat the process until the eslates in the line are connected. The booths should be positioned with voter privacy in mind and utilizing the space you have available. NOTE: The Long DAISY CHAIN CABLE on the DAU booth is NOT connected to another unit because the DAU is the LAST booth in a string. 12

20 Setting up the Privacy Screen 1. Release the Screen from the white catch that holds the Screen 2. Gently pull the Screen outward. a. It will twist into position If the privacy screen seems to be falling down try rolling the wire that runs through the edges of the fabric using both hands like using the pedals on a bicycle. 3. With the Screen fully extended attach the fabric loops over the screw heads. a. Do this on both sides of the booth. In the picture to the right the booths are daisy-chained going left to right starting with the JBC. In order to switch the flow of the string you would swap the DAU and the JBC positions and reverse the direction of the daisy chain cable connections in each booth. Then your string would be going right to left. 13

21 JBC: Overview BOOTH # CONTROLLER ARROW Printer Tape: This is a thermal printer. Paper MUST be installed correctly to print. Booth # Lights: Each numbered light represents the status of an attached eslate booth. Green indicates that the eslate is attached and ready for a voter. Red indicates that the eslate is attached but in use by a voter. Blinking green and red indicates the HELP button was pressed at the voting booth and the voter needs assistance. No light indicates that the eslate is not functioning or not connected. Controller Screen: The JBC is a MENU DRIVEN system. Menu items appear on the controller screen. Menu selection is made by pressing one of the six arrow buttons. Arrow Buttons: Three on either side of the screen; to select menu items. Other Buttons: Perform the function as indicated on the button. Two Keypads: One with alpha characters and the other numeric. Use the keypads to enter Open or Close Polls Passwords, Precinct IDs, etc. 14

22 Outline to Open the Polls 1. Set up eslates (pages 3 9) a. Confirm yellow seal if set up the night before Election Day 2. Daisy Chain units (pages 11 & 12) 3. Open Privacy Screens (page 13) 4. Insert JBC battery key a. A report will print when the battery key is connected correctly b. Leave the report on the JBC 5. Plug the orange extension cord into a wall outlet 6. Plug surge bar into orange extension cord 7. Connect AC power cord to JBC 8. Plug JBC s AC power cord into the surge protector 9. Make sure the surge protector is ON 10. ASSIGN BOOTHS (see page 16 & 17) 11. Print ZERO Tape (this is your ONLY chance) 12. Enter OPEN Polls password 13. Open Polls 14. File Reports in the JBC Reports Envelope NOTE: You can open polls on the JBC prior to 7AM, you just cannot allow anyone to vote. The earlier you open polls on the JBC the sooner you will know of any issues and can contact the Help Desk for assistance. 15

23 INFO Opening the Polls Assigning Booths Make sure all booths are properly connected (see pages 3-9). Make sure the JBC is connected to the string of booths. Make sure all screens are powered on. Best accomplished with 1 person at the JBC watching the screen and one person at the booths assigning them. 1. Assign booths in order workers needed a. 1 worker to follow eslate instructions b. 1 worker to watch the JBC booth lights 3. Begin assigning booths a. eslate worker 1) Go to booth closest to the JBC 2) Press the ENTER button 3) A yellow box will appear behind the booth number 4) Check with JBC worker that the light under #1 is RED 5) Go to the next booth 6) Press the ENTER button 7) Yellow box appears 8) Check with JBC worker light #2 is RED 9) Continue until all the booths in that line are assigned b. JBC worker 1) The 1st light on the JBC will turn RED 2) Tell the eslate worker to proceed Open Polls 3) The 2nd light will turn RED 4) Continue monitoring booth lights until all the booths in the line have been assigned 5) Press the t next to Done 6) Press the u next to Next 7) The JBC prints a Network Configuration report. 8) Leave the report on the JBC. Screen shots of the eslates are on the next page. 16 THIS IS YOUR ONLY CHANCE TO PRINT A ZERO TAPE!

24 Assigning Booths Screen Shots This is the 1st screen that appears when the power is connected and on. This is the 2nd screen, the JBC is validating the MBB Card. Read the eslate screen, Press ENTER, booth 1 is assigned The JBC is waiting for you to assign the booths that will be attached to it. Notice the 1 st booth light is RED Read the eslate screen, Press ENTER, booth 2 is assigned Notice the 2 booth lights are now RED 1. Press the next to Done once ALL booths are assigned 2. Press the next to Next 17

25 Printing ZERO Tape Press the t next to Print Zero Tape a. Check the report - ALL contests ZERO vote count b. 2 Poll Workers must sign the Zero Tape report. Open Polls NOTE: You only get one chance to do this! Opening the Polls on the JBC Press the u next to Open Polls. 2. Enter Polls Open Password (in coin envelope inside JBC box) 3. Press the u next to Accept. 4. JBC displays the Polls Open Menu Main Menu 5. Tear off the reports 6. Give the reports to Presiding or Alternate Judge NOTE: ANY reports printed by the JBC that you do not know what to do with can be put in the JBC Reconciliation Log envelope. Checking Battery power status of JBC and eslates JBC Screen = AC & Batt [OKAY] eslate Screen = eslate Battery in RED in lower right corner 18

26 INFO Changing Printer Paper on the JBC In large Elections with multiple ballot styles, the JBC ZERO Tape may exceed 20 feet. If, after changing the JBC Tape, nothing is printing, look at Common Errors on page 39 of this guide. 1. Open the printer cover. 2. Pull the Feed Lever UP AND OVER (towards you). 3. Remove old roll (spool) and spindle. 4. Put new paper roll of the same color paper on spindle and set into paper compartment. 5. Ensure paper feeds from the BOTTOM of the roll. 6. Insert end of paper under black roller. Turn with finger. 7. Pull out 8 to 10 inches of paper. 8. Push Feed Lever Over and Down (away from you). Printer door is located above the purple county sticker On the back of the JBC there is a tab

27 The epollbook - Overview The epollbook is the electronic equivalent of a Paper Poll Book. It is loaded with the most current data for ALL voters in Montgomery County and you will be able to look up any voter. However, evote will only allow you to process voters who are actually in your precinct. Set up and power on the epollbook AS SOON AS POSSIBLE on Election Morning. The epollbook is the case and its contents. epollbook Tour Address Display Monitor Label Scanner Printer Gun evote Laptop Magswipe Palm Rest Mouse NOTES: The epollbook is a self contained unit and is NOT connected to the JBC in any way. Use the Quick Guide, found on the inside of the case under the palm rest, to assist you in setting it up. If the steps for setting up are not followed in order, the epollbook will not function correctly. Call the Help Desk if you have any issues setting up the epollbook. 20

28 epollbook Setup The Lid Numbered stickers inside case correspond to the steps on the Quick INFO Start Guide found inside the epollbook case. There are 5 latches on the outside of the case. Stickers on the case indicate which side is UP. 50% of setting up the epollbook is getting the lid off. Unlatch all 5 latches Latch on back is different from the others and hooks onto the bottom part of the epollbook case. Once the lid is off put it somewhere close by but out of the way. Then locate the epollbook Quick Guide. Follow steps 1-4 exactly or you will have problems. 21

29 The Label Printer INFO The printer is labeled for Steps 1 & 2. Complete Steps 1-3 before applying power so all devices function properly when using evote. There is an On/Off switch on the back of the printer (by #2 sticker). The light on top of the printer will blink RED, then GREEN and stay solid GREEN when ready for use. Press the button by the GREEN light to align labels. STEP 1: Remove the label printer from the case and place it on the table. Notice the cables underneath the printer 1 STEP 2: Attach the 2 cables to the back of the printer. 2 Cables under printer AC Power Cord INFO The AC power cord is 25 feet long. The cord can be found in the Judge s Kit in one of the side zipper pockets. The MOST important aspect of the epollbook is POWER STEP 3: Plug the AC power cord into the epollbook. 22

30 INFO The Internal UPS (Uninterruptible Power Supply) The UPS gives you some extra juice in emergencies. Count one one-thousand, two one-thousand, three... when pressing the button down STEP 4: Press and HOLD down the power button on the UPS for 3 seconds or until you hear the beeps. INFO solid green light on UPS MAIN POWER solid blue light on internal power strip YES you have to stick your finger in the opening. NO it will not bite or electrocute you. When the green light stays SOLID green the UPS is on. If it is flashing and/or beeping there is something wrong with the power. Check the AC power cord to be sure it is plugged in. Try another wall outlet just in case the one you are using happens to be dead. The BEST indicator that this is done correctly is the blue light on the head of the internal power strip plug. REMEMBER: Steps 1-4 MUST be completed correctly before tuning the evote laptop on. Any step missed may cause an issue. The evote Laptop Fold down the palm rest. Open the laptop lid and press the power button (upper left corner). It may take a minute for it to boot up. evote should load on its own. press the power button (refer to image on Quick Start Guide) wait for it load the login screen 23 select election.day to login

31 Login to the evote Laptop INFO You will need the mouse to use evote(see epollbook diagram on page 20) Password is provided to you by Election Central. You can type in the password or scan it. There are two user options, pick the correct one to avoid login issues. Using the attached mouse, click on the election.day user. Type or scan the password given to you by Election Central NOTE: If you selected the wrong user click the Change User option under the password input box and try again, selecting the right user. evote will load and you will see the main screen. NOTE: if evote does not load double-click one of the evote icons located on the desktop, start menu, or task-bar. 24

32 General Equipment Functions Guide Generating an ACCESS Code from the JBC INFO In NON-Primary Elections you will find a scanner gun inside the JBC Box. The scanner gun and power supply are inside a plastic zippered case velcroed to the lid of the JBC Box. This scanner gun is used to scan the barcode on a voter label as generated by evote to automatically print an ACCESS CODE from the JBC. This saves a lot of time and effort and ensures that the voter gets the right ballot. 1. With the label in your hand use the scanner gun attached to the JBC to scan the barcode on the label. 2. Verify the precinct/ballot style on the label to the Access Code Tape automatically printed by the JBC. 3. If precinct/ballot style matches, a. Give the voter the ACCESS CODE. b. Affix label to Label Sheet. 4. If the precinct/ballot styles DO NOT match c. Make sure you are scanning the correct label. 1) Start again at # 1. d. Retain incorrect ACCESS CODE printed and DO NOT USE IT. 1) Write EXPIRED on back of code and give to Judge. NOTE: If the JBC printer is disabled nothing will seem to happen when scanning the label. The printer will need to be enabled before you can print out ACCESS CODES. Once the printer is again operating correctly, you would begin at #1. 25

33 Generating an ACCESS Code from the JBC MANUALLY PRECINCT # S (in NON-Primary Elections) PARTY (in Primary Elections) OR 1. To add a new voter on Polls Open Menu 2. Press the next to Add Voter Use the u or t buttons next to the voter s precinct/ballot style. 4. The JBC screen displays six precinct/ballot styles at a time. Select using info on label. 5. Use the p or q arrows on the JBC numeric keypad to scroll through any additional screens. 6. Verify the precinct/ballot style on the label to the JBC Display. 7. If precinct/ballot style matches, a. Press the u next to Print. b. The voter s ACCESS CODE will print. 8. If the precinct/ballot styles DO NOT match c. Press the t next to Cancel. d. The Polls Open Menu will appear. 1) Start again. If the JBC printer is disabled, hand-write the ACCESS CODE displayed on the JBC screen on a piece of paper BEFORE continuing to step 7a [ 101 ] [ 101 ]

34 Moving about the Ballot Use PREV or NEXT to move between pages of the ballot. Make a choice by turning the SELECT wheel to your choice and press ENTER. Cancel a choice by highlighting the choice with the SELECT wheel and press ENTER a 2nd time. Change a choice from the BALLOT SUMMARY by turning the SELECT wheel to highlight the contest to be changed then press ENTER. The Voter is directed back to the contest. If there are multiple pages to the Ballot Summary press NEXT to move to the final page to CAST BALLOT and complete the voting process. SELECT WHEEL Used to move highlight bar between choices. ENTER Press to make a choice. PREV (Previous) Press to go back one page. NEXT Press to go forward to next page. CAST BALLOT Press to cast ballot. 27

35 Straight Party Voting In the General Election for State and County Officers it is possible for the voter to vote a straight party ballot that will select the candidate for that party for each contest that has a candidate of that party. If Straight Party voting is available for an election, the option to choose straight party will be the first contest on the ballot. This feature is not available in a primary election. To Select the Straight Party option, move the highlight bar to the party of choice by turning the Select wheel and press Enter. The box next to every candidate in the selected party in every contest will be RED. If the voter wants to change one or more votes, the voter can press next to move through the ballot, find the contest and change the vote without affecting the rest of the ballot. If the voter wants to ensure that one particular candidate has been chosen, the voter may review the ballot on the Ballot Summary page and make any necessary changes from that page. Crossover voting can and does happen. It is allowable by State Law and is a decision made by the voter at the booth. In these instances it will only happen at the voter s intent. The voter has to choose a candidate in another party on purpose. It does not just happen on its own. Voters can easily change their choices before pressing the Cast Ballot button. 28

36 Write-in Feature November 3, 2025 General Election List of Declared Write-In Candidates Office Name of Candidate President Mickey Mouse Vice President Donald Duck A list of any declared write-in candidates and their offices will be posted in each eslate and DAU eslate booth. To voter for a Write-In, if allowed in any race: 1. Turn the SELECT wheel to the Write-in option (the last option in the contest) and press ENTER. The Enter Write-In Candidate screen will be displayed. 2. Turn the SELECT wheel to highlight the letters to spell the name of the candidate you wish to write-in. Press ENTER for each letter. The start-of-entry character will move to the right as you spell the candidate s name. 3. When you are finished spelling the name, turn the SELECT wheel to highlight Accept and press ENTER. The voter will be returned to the NEXT contest on the ballot. 4. Other choices are Clear Last to go back a space and erase the last letter, Space to insert a space between names, and Cancel to return to the ballot without entering a choice. A voter may write in any name he or she chooses. However, if the race is on the List of Declared Write-In Candidates, then votes will be tallied and counted only for those names on the list. 29

37 How to Use the CAST BALLOT Button When the voter presses the CAST BALLOT button, the Ballot Summary Page will appear. While Viewing the Ballot Summary Page: Voters may make any changes to their selection from the Ballot Summary Page. There may be more than one page of the Ballot Summary that can be accessed by turning the SELECT wheel or pressing NEXT. If a candidate s name appears in all capital letters, this vote is for a write-in candidate. If the selection listed is in RED the voter has not made a selection for the contest. To finalize the vote, the voter must press the CAST BALLOT button from the final BALLOT SUMMARY Page. The blue screen with the waving American flag and the message: Your vote has been recorded. Thank you for voting. You may now leave the booth. Confirms that the ballot has been recorded. 30

38 HELP Button When the voter presses HELP the Ballot Help Page is displayed. Voter will press ENTER or HELP Pressing ENTER Returns Voter to the Ballot Pressing HELP again The Assistance Screen is displayed The booth light flashes red/green on the JBC. Pressing ENTER will return the voter to the ballot 31

39 Voter Instructions Before each voter gets to an eslate booth, explain how to vote on the eslate. Using the Voter Instruction flyer, script or Demonstration eslate explain to the voter: You will be voting on the eslate today. 1. First turn the SELECT wheel to highlight your language and press ENTER. 2. Turn the SELECT wheel to highlight the first number of your ACCESS CODE. Press ENTER. Do this for each number Turn the SELECT wheel to highlight your ballot choice. Press ENTER. The box to the left of the choice changes to RED. Do this for each contest that you want to vote in. You can skip pages with NEXT. 4. Read the BALLOT SUMMARY PAGE(S) carefully. If you wish to change a choice from the Ballot Summary Page, highlight the line you wish to change then press ENTER. 5. Only after all of your desired choices have been made, press CAST BALLOT from the final BALLOT SUMMARY PAGE. 6. Press Help once for an on screen help message. You have finished voting when you see the waving American Flag. 32

40 When a Voter asks for Help When the JBC Display panel is flashing Red and Green or the voter motions for help do the following: 1. Take a deep breath, Relax, Smile and Go to the Voter s booth. 2. Stand beside the privacy wing in order to not see the voter s selection and to keep the voter s selection secret. 3. KEEP YOUR HANDS OFF THE VOTING EQUIPMENT AND KEEP YOUR HANDS BEHIND YOUR BACK. 4. Ask the voter How may I help you? 5. Ask the voter which page is visible in order to determine how to help. 6. If the voter states that he or she is viewing the blue HELP page, instruct the voter to press ENTER to return to the Ballot. 7. If the Voter wants to hide the ballot, the voter may press HELP to cover the Ballot page with the blue Help page. 8. Voters DO NOT need to vote in all contests if they so choose. 9. Voters may cast a blank ballot if they so choose. 10. Most IMPORTANT: ALWAYS ask for permission before looking at the voter s ballot and DO NOT touch the voter s eslate machine. 33

41 Canceling a Booth It is necessary to cancel a booth for the following reasons: A voter was issued the wrong ballot style. A voter neglected to select the proper language. A voter is using an eslate unit but needs the DAU eslate features. A voter walks away from the booth with an active ballot without pressing CAST BALLOT. In a PRIMARY ONLY, a voter is issued a ballot for the wrong party Polls Open Menu, press the next to Other. 2. On the Other JBC Functions Menu press the next to Cancel Booth. 3. Enter the booth number to cancel on the Cancel Booth screen. NOTE: single digit booth numbers require a lead zero (0). 4. Follow the instructions on the JBC and go to that booth to confirm cancellation. If you entered the wrong booth number, press the next to Cancel to return eslate to the ballot screen. 5. On the eslate to be canceled, press ENTER 6. Press the next Continue on the JBC 7. Press the next to Polls Open Menu 8. Judge completes the Canceled Booth Log (back side of JBC Envelope) You will need 2 people to complete this process: 1 at JBC 1 at Booth to be canceled 34

42 Checking an ACCESS CODE/Printing a Receipt The status of a code may be one of the following: INFO Not assigned Code was not printed from the current JBC. Assigned and in use - Code is assigned with a ballot currently active on an eslate. Assigned and expired - Code was not entered into an eslate within the 30 minute time limit. Assigned and cast - Code is associated with a ballot that has been cast. Assigned and canceled - Code is associated with a booth that was canceled prior to casting the ballot. Assigned and open - Code is live and it has not been entered into an eslate. 1. Polls Open Menu press next to Check Code. 2. Enter the ACCESS CODE using the numeric keypad. 3. The ACCESS CODE status appears on the screen. 4. To print a receipt, press the next to Print. 5. Press the next to Done when completed. *If Access Code Status is listed as Assigned and open tell the voter to go to an open booth and enter the code to bring up the ballot. 6. Press the next to Polls Open Menu to return iiiiiito the main screen. NOTE: If a voter is claiming to have a problem entering the code ALWAYS check a voter s Access Code before issuing another. This will help you to determine whether you should issue another code. 35

43 Printing an ACCESS Code Report Follow the steps to print an Access Code Report below. This may be done at any time during the day and in particular for the Notice of Total Number of Voters Who Have Voted Report. DO NOT INTERRUPT THE PROCESSING OF A VOTER In this example the tape from the JBC shows that 15 Access Codes have been issued but 1 has expired leaving you with a balance of 14 voted. This is the number we see beside PUB on the JBC screen. 1. On the JBC Polls Open Menu press the next to Other. 2. On the Other JBC Functions Menu press the next to Access Code Report. 3. The JBC prints the Access Code Report. Place in the JBC Reports Envelope. 4 Press the next to Polls Open Menu to go to the Polls Open Screen. NOTE: Another place to find vote totals is in evote. On the Judge s Menu click Daily Totals and the numbers will be displayed on the right in the green info box. 36

44 Adding Provisional Voters After the Election Judge has determined that a voter should vote provisionally and the voter and Judge have filled out a Provisional Ballot Affidavit and the green Provisional Combination Form, and the voter has been given the Notice to Provisional Voter, the voter must be added as a PROVISIONAL VOTER at the JBC. The Provisional Voter WILL NEVER be processed through the epollbook. If you DO accidentally process the voter through evote call Election Central to have it corrected. Provisional Combination Form Since Provisional Voters are not checked in through evote, there will not be a label for the Combination Form. You will write all information manually. Notice to Provisional Voter Provisional Affidavit Envelope The Voter and the Judge MUST complete all of the fields in their sections and sign where indicated. 37

45 Adding Provisional Voters (continued) Once the provisional paperwork has been completed by the voter and the Judge has called Election Central to verify the correct ballot style to issue to the voter, it is time to go to the JBC. The voter must be added as a PROVISIONAL VOTER at the JBC. Always use the JBC Flipchart to issue the provisional ballot stub. IMPORTANT: This step is what makes it provisional. 1. Press the u next to Add Voter. 2. Locate precinct/ballot style/ party written on the Affidavit of Provisional Voter form. 3. Press the u or t next to that precinct/ballot style/party. 4. Press the t next to Provisional. IMPORTANT: DO NOT miss this step 5. Press the u next to Yes. 6. Press the u next to Print. If a long tape is NOT what prints out on the JBC STOP. Something has been done wrong. Call the Judge s Line for assistance

46 Adding Provisional Voters (continued) 1. The voter MUST print his or her name and sign the bottom of the Voter Provisional BALLOT Stub that was printed on the JBC. 2. Tear off the ACCESS CODE part of the Voter Provisional Stub and give it to the voter. The voter goes to any available booth in the line of booths attached to the issuing JBC and votes. 3. The Presiding Judge copies the BALLOT CODE from the Voter Provisional BALLOT Stub portion of the printed slip and writes it in the box marked BALLOT CODE on the Affidavit of Provisional Voter. See example below. Place the Voter Provisional BALLOT Stub slip inside the Affidavit of Provisional Voter envelope, seal the envelope and place it in the orange Provisional Bag to be turned in when returning to Election Central. Ima D. Voter Ima D. Voter Complete the List of Provisional Voters Form. 39

47 Restarting the JBC There may be times during the Election Day when it is necessary to restart... (recycle, power down and up, reboot, etc.) the JBC. This may be necessary if the JBC or eslate freezes up or an error message appears on the JBC or eslate. Follow the steps below to restart the JBC: NOTE 1: Votes already recorded on the JBC are secure and will NOT be affected by a JBC restart. Battery Key AC power cord 1. STOP issuing ACCESS CODES at the JBC. 2. Wait for ALL voters to finish on this row of eslates. 3. Disconnect the AC power. 4. Disconnect the battery key. 5. Wait 3 or 4 seconds. (If an eslate is being removed or replaced, wait until that process is completed). 6. Re-connect the battery key. 7. Re-connect the AC power. 8. Follow all instructions on the JBC screen. NOTE 2: Restarting the JBC requires assigning the booth(s) and entering the POLLS OPEN PASSWORD. 40

48 Using the DAU eslate Headphones and Tactile Input Switches The headphones are ideal for visually impaired voters or voters having difficulty reading the ballot. The headphones have a volume control on the connecting cord. Sliding the volume control up increases the volume, down decreases the volume. Orient the visually impaired voter to the eslate SELECT wheel and the ENTER button. Button identification on the DAU eslate is also in BRAILLE. The tactile switches are designed for voters with mobility impairments. Make sure the tactile switches are plugged in to the correct jack on the DAU eslate. The DAU eslate jack has the universal disabled symbol next to it. A voter using the tactile input switches on the ballot s final contest will not see a BALLOT SUMMARY page; instead the voter has the option to Review Ballot by navigating through the contests. Visually impaired voters who need both headphones and tactile input switches will need to be oriented to the switches with left-right directions by a poll worker. Button identification on the DAU eslate is also in BRAILLE. A voter s personal sip-and-puff device can be plugged into the DAU eslate access jack in place of the tactile input switches. Sipping is similar to turning the SELECT wheel in a clockwise direction; puffing is similar to the ENTER button. The voter MUST provide his or her own sipand-puff device. 41

49 Prescribed by Secretary of State // Form /2015 Sections , , , , , , , , , , , and Texas Election Code (1) *AFFIDAVIT FOR VOTER NOT ON LIST: By initialing the square labeled Voter Affidavit, I swear or affirm that I (A) am a resident of the precinct in which I am offering to vote or am otherwise entitled by law to vote in that precinct, (B) was a resident of the precinct in which I am offering to vote at the time the information on my residence address was last provided to the voter registrar, (C) did not deliberately provide false information to secure registration in a precinct in which I do not reside, and (D) am voting only once in the election. *JURAMENTO DE VOTANTE: Al firmar con mis iniciales el cuadro marcado Acepto Juramento, yo declaro o afirmo que (A) soy residente del precinto en el que ofrezco votar o que de otro modo estoy autorizado por ley para votar en este precinto, (B) era residente de este precinto cuando le di al registrador de votantes la información perteneciendo a mi dirección residencial, (C) no di información falsa premeditadamente para asegurar mi registro en un precinto en el cual no resido, y (D) votaré solamente una vez en la elección. (2) *VOTER S SIMILAR NAME AFFIDAVIT: If it is determined that the name on the form of identification provided under is substantially similar per (c), and by initialing the square labeled Voter Affidavit, I swear or affirm I am the person on the list of registered voters or the person on the voter registration certificate, and I am one and the same as the person named on the identification provided. *DECLARACIÓN JURADA DE NOMBRE SIMILAR DEL VOTANTE: Si se determina que el nombre en el formulario de identificación previsto en es substancialmente similar previsto en (c), y al colocar mis iniciales en el cuadro marcado "Acepto Juramento," juro o afirmo que soy la persona en la lista de votantes registrados o la persona en el certificado de registro de votantes, y yo soy uno y el mismo como la persona nombrada en la identificación proporcionada. Name and Address of Assistant (Nombre y Dirección del Asistente) Name and Address of Assistant (Nombre y Dirección del Asistente) Name and Address of Assistant (Nombre y Dirección del Asistente) Name and Address of Assistant (Nombre y Dirección del Asistente) Name and Address of Assistant (Nombre y Dirección del Asistente) Name and Address of Assistant (Nombre y Dirección del Asistente) Curbside Voting -- Remove DAU eslate Qualify the voter as you would any other: INFO Look up voter in evote. Print labels from evote. Place label on the CURBSIDE Combination Form. Issue an Access Code from the JBC. Take Access Code slip and Curbside Combo Form with you to DAU booth. COMBINATION FORM AND EARLY VOTING ROSTER - CURBSIDE 1. At the DAU booth Select requested language (English/Spanish) and press ENTER. 2. Enter Access Code. INFO If the curbside is done wrong the DAU will display a warning. It may become necessary to restart the system see page 39 for instructions on restarting the system. 3. Pack up Privacy Screen. 4. Disconnect Pig Tail from Long Daisy Chain Cable. 42

50 Curbside Voting -- Remove DAU eslate 5. Push up on DAU from the bottom, lift out of the booth. 6. Take DAU eslate to voter. Voter casts ballot. Message appears: Reconnect to voting system to record the vote. 7. Place DAU in booth, engage the 4 screw heads. Slide the DAU down to seat it. 8. Connect Pig tail to Long Daisy Chain Cable. 9. This message will display when the process is completed successfully. 43

51 COMMON ERRORS AC Power not connected Issue: The AC power is not connected Effect: This may not have an effect on the eslates until later in the day. The eslates will go black or appear to randomly turn off. Solution: Unplug AC power and remove battery key Wait 3-5 seconds Plug in battery key / Connect power cord Assign Booths / Enter the Open Polls Password If the above procedures do not work call the TECH LINE Booth Unavailable Issue: The Booth has not been assigned correctly Effect: The Booth is not ready for voters. EXCEPTION: When the polls are closed at the end of Election Day, this message will appear to indicate that the booths are closed for voting. This is by design. Solution: Unplug AC power and remove battery key Wait 3-5 seconds Plug in battery key / Connect power cord Assign Booths / Enter the Open Polls Password If the above procedures do not work call the TECH LINE 44

52 DAU Disconnected screen Issue: The DAU s pig tail was disconnected from the string of booths BEFORE an Access Code was entered. Effect: Voter will not have a ballot. Solution: Connect the pig tail back to the string of booths Wait 3-5 seconds The DAU will either go to the Enter Access Code screen or read Unavailable. If DAU Enter Access Code screen, enter the Access Code. If Unavailable go to previous COMMON ERROR entry for solution. If the above procedures do not work call the TECH LINE JBC Printer stops working Issue: Access Codes stop printing from the JBC Effect: No Access Code slip is printed to give to the voter Solution: If you just changed the paper, the printer lever may not be closed; open printer door and close lever If the above procedures do not work call the TECH LINE 45

53 Closing the Polls WAIT FOR ALL VOTERS IN THE POLLING PLACE TO FINISH VOTING BEFORE CLOSING THE POLLS ON THE JBC The Presiding Judge will use the Report to complete 5 the JBC Reconciliation Log On the JBC, press the CLOSE POLLS 2. Press next to Continue 3. Enter Close Polls Password 4. Press the next to Accept 5. A Polls Closed report prints 6. Press the next to Access Code Report 7. Press the next to Print Tally Print as many Tally Tapes as needed: 1 for Presiding Judge, 1 for Alternate Judge (if Primary Election), 1 for Reports Envelope, 1 TO BE LEFT ON THE JBC 8. BEFORE turning off the JBC press the u next to Access Code Report and the u next to Print Tally and leave on JBC. If you run out of JBC Tape while printing reports, insert a new roll and continue printing. NOTE: If you cannot figure out the paperwork or if you have trouble completing the paperwork, alert Election Central and BRING IN EVERYTHING. We will help you figure it out once you get here. 46

54 Disconnecting and Packing Voting Equipment At the end of Election Day, after the polls are closed, pack up the equipment. You will return your JBC to Election Central. The voting booths are put back on the caddy which is ten locked and sealed. REMEMBER: The JBC is packed up after printing reports. If Non-Primary the scanner gun is attached to the inside of the JBC Box lid with velcro. 1. Disconnect the AC power and the Battery Key from the JBC. 2. Disconnect the RED plug on the DAISY CHAIN CABLE from the back of the JBC. 3. Fold up and secure Privacy Screen on booth #1. 4. Disconnect the BLACK plug on the DAISY CHAIN CABLE from the PIGTAIL CABLE inside the FIRST eslate booth. 5. Coil up the JBC Daisy Chain Cable and the AC power cord. 6. Match the JBC serial number with the serial number on the transport box. 7. Place the JBC inside its JBC box along with ONLY the: a. Daisy Chain Cable b. AC power cord c. Microfiber Cloth d. Headphones e. Scanner Gun (if Non-Primary) 8. Seal the JBC Box with the white return seal. The only thing that needs to be in the zipper pouch is the JBC Reports Envelope. 47

55 Loading Booths on the Wheeled Caddy Booth LEGS face LEFT side of caddy. Booth HANDLES face YOU. 1. Unlatch and open the caddy door; 2. Slide the booths into the caddy as shown at left; 3. Fill up the bottom of the caddy first then slide booths in on top; 4. The upper booths rest directly on top of the lower booths. 5. Ensure ALL the handles are FACING OUT towards you; 6. Close and latch the caddy door; 7. The booth legs ALL face LEFT when you are looking at the front of the caddy. 8. The handles are lined up facing the caddy door. Position the lock body INSIDE caddy frame DO NOT position the lock body OUTSIDE caddy frame. This can cause damage to the caddy in transit. The caddy is now locked, sealed, & covered. It will be picked up from the site in the days after the election. NOTE: there is no need to seal each booth with a yellow seal. The yellow seals are only used if you have set up the night before Election Day. 48

56 Packing up the epollbook Before turning off the evote Laptop you will need the Daily Totals Go to the Judge s Menu at the top of the evote screen and select Daily Totals. Refer to the JBC Flipchart for the proper closing procedure for evote. Turn OFF the main power (on UPS) before putting on the lid. (refer to page 23) The AC power cord goes back in the Judge s Kit in the side zipper pouch. Pack each item back in the epollbook case in its designated spot. Refer to the diagram below to get everything right: Label Printer (unplug cables and place underneath) Scanner Gun Mouse Palm Rest (folded up) Place the epollbook lid on top of the base and press down firmly. Then secure all 5 latches. You will return the epollbook along with the other items that are brought back to Election Central. 49

57 Returning to Election Central State Law requires that 2 Poll Workers bring back the equipment and supplies. Usually, those two people are the Presiding Judge and Alternate Judge. Stay in your vehicle; Your car will be unloaded for you; You will be required to sign a receipt (which you will keep); Park in the grass across the street if you want to stay for results. REMEMBER: Many people are waiting for results so get back to Election Central as soon as possible. PLEASE RETURN ALL items to Election Central ASAP. If you have trouble with the paperwork, alert Election Central and BRING IT IN. 50

58 NOTES 51

59 Appendices Ensuring Polling Place Security Eslate Security Features Guide To Serving Voters With Disabilities Frequently Asked Questions 52

60 Ensuring Polling Place Security Secure access to the eslate voting system Judge s Booth Controller Maintain strict control over the JBC at all times. Treat the JBC with all of the sensitivity that you would apply to a secure ballot box containing paper ballots. Prior to election day, the JBC should be maintained under the chief election officer s close physical control at all times. Do not leave the JBC unattended at any time (e.g., in an automobile, an unlocked room, etc.). Do not remove the JBC seal at the polling place. JBC serial numbers and seal numbers are recorded so that deployed equipment can be physically tracked and authenticated at the polling place. Voters should not be allowed to approach the JBC except when it is supervised by a poll worker. Maintain staffing levels adequate to monitor booth status lights on the JBC. At the end of Election Day, JBCs should be transported from the voting location to the jurisdiction elections office by a sworn election official or a sworn law enforcement officer. If the eslate voting system is used for early voting, establish procedures to secure the JBC and eslate booths each evening after suspending polls. eslate booths may be sealed and/or locked. Access Codes Only issue Access Codes when there is an eslate booth available for use. Treat access code slips with the same care that you would apply to a paper ballot. In order to prevent Access Codes from being misplaced or fraudulently passed to others, voters should not stand in line with live Access Codes. Before issuing an Access Code, ensure that the voter has been properly qualified and is entitled to an electronic ballot. In all instances where a voter could potentially be re-issued a new Access Code, always use the check code function on the JBC to check the status of the voter s original Access Code. Voters whose ballots have been assigned and cast may NOT receive a new access code. Follow state and local procedures governing the re-issuance of Access Codes in other situations. 53

61 Ensuring Polling Place Security At the polling place, poll workers are responsible for maintaining security, the integrity of the vote and the protection of voting equipment and supplies. Poll workers must be vigilant throughout Election Day and be aware of who is in the polling room. Frequent monitoring of voting machines and voting supplies protects against any malicious attempt to compromise the accurate gathering and reporting of the vote. The following steps should be taken to ensure that the voting equipment and the voting process are secure at all times in every precinct: Secure access to the physical facility Many polling places do not provide an ideal physical security environment. For instance, church lobbies, school gymnasiums and other places may not always be locked or secured. However, it s important to maximize the use of whatever security features exist. Use locking doors to secure equipment when possible, and consider alternatives to regulate access to equipment. Equipment delivery Delivery of voting equipment to polling place locations should be conducted with the same degree of control as applied to warehouse storage of sensitive election equipment. The delivery person or company, or in some cases the supervising poll worker, should provide Documentation containing eslate booth serial numbers, seal numbers and identification for each voting location where equipment has been delivered. A list of persons involved in equipment delivery should be maintained by the jurisdiction election officer. eslate booths should remain locked and/or sealed and stored in a secure location. Multiple booths awaiting assembly should be secured together by a keyed or combination lock and a single cable or chain. eslate booth caddies should remain locked until booths are ready to be assembled for use. Polling places should be in locked buildings or locations that are capable of monitoring secure storage of voting equipment. 54

62 Ensuring Polling Place Security Secure access to the eslate voting system (cont.) eslate Booths and Voting Area Maintain staffing levels adequate to monitor eslate voting booths. Voters should not be allowed to enter the eslate voting booth area until a booth is open and available for use. No person other than a voter, a person assisting a voter, or a poll worker may enter the voting area. Monitor the security and integrity of all cable connections, to ensure that voting will not be disrupted because the daisy-chain is inadvertently broken. Ensure that all thumbscrews on cable connections are firmly tightened (finger-tight, to prevent stripped screws), and locate cables where they will not be tripped over, pulled upon, or otherwise disturbed. Keep booth storage compartments closed to restrict access to cables. If the eslate voting system is used for early voting, establish procedures to secure the eslate booths each evening after suspending polls. eslate booths may be sealed and/or locked. Report any suspicious activity in or around voting machines to the local election officer and call 911 in case of a serious emergency that threatens polling place safety. * Sample Polling Place Layout *Only IF you are issued a DEMO unit by Election Central 55

63 eslate security features eslate ACCESS CODES Protect Voters Privacy ACCESS CODES enable qualified voters to get the correct ballot style for their precinct, without giving up voter privacy. The only purpose of the ACCESS CODE is to display the correct ballot when four digits are entered. The ACCESS CODE is not tied to the cast ballot in any way, and the ACCESS CODE cannot be used to retrieve the voter s cast ballot record. Also, the ACCESS CODE remains anonymous because no voter information is entered into the electronic voting system. Multiple Memory Storage Protects Cast Ballots Cast Vote Records are saved on flash memory cards called Mobile Ballot Boxes, as well as on eslate units and on the JBC. In this way, each cast ballot is stored in three redundant places, to provide extra backup. The integrity of Cast Vote Records is not affected by power outages, power spikes, magnets, or rough handling. Digital Encryption and Self-Contained Components Protect Ballots With the Hart Voting System, election administrators create encrypted signing keys to protect the integrity of the election database, ballot definitions, and cast vote records. Signing keys are transferred to MBBs at the time that MBBs are written, thereby creating a means to authenticate MBBs at critical points in the election process. Only a user with an encryption device containing the matching signing key may access secure functions in the Hart Voting System. In addition to having the encryption device, the authorized user must also know its password in order to perform secure functions. Furthermore, the eslate system components are self-contained and have no external network access that would allow intrusion. Audit Logs Provide Transparency JBCs and eslate units maintain a complete electronic audit log of all events that occur during the voting process. From the time that a JBC or an eslate is powered-on, until it is powered-off, entries are made to the audit log. Each eslate connected to the JBC maintains its own separate audit log of events, specific to that eslate. Any event or activity that changes the system is recorded, along with a time and date stamp. The audit log includes the time and date that each ballot was cast (but not the Cast Vote Record). All audit log entries are saved in flash memory, and are unaffected by power outages, power spikes, magnets, or rough handling. 56

64 Guide to serving voters with disabilities General Considerations Putting People First The use of outdated language and words to describe persons with disabilities contributes greatly to perpetuating old stereotypes. It is especially important to remember that disability labels do not define people; they are simply terms that provide persons with functional limitations access to services. Accordingly, use language that puts the person before the disability. For example, it is better to say person with a disability rather than disabled person. Similarly, avoid referring to the blind, the disabled, the retarded, etc. Awareness,Respect and Acceptance Persons with disabilities are individuals, just like their non-disabled peers. Therefore, all people who have disabilities are not alike; the disabled community includes both genders, all ages, and individuals from all ethnic and socioeconomic backgrounds. Give persons with disabilities the same respect and acceptance that you would anyone else; they are not tragic victims suffering from an affliction, nor are they especially courageous or superhuman. Like persons without disabilities, they are individuals who want to be treated with dignity and respect, not pity and charity. Use Appropriate Language Putting people first means using language that is appropriate for a diverse population of persons with disabilities. Say: Instead Of: Person with a disability; has a disability Disability Wheelchair user Able-bodied The disabled, the handicapped, invalid, cripple Handicap Wheelchair-bound confined to a wheelchair Healthy Non-disabled Person with (disability name) Speech or communication disability Normal Victim of, suffers from (disability name) Mute 57

65 Guide to serving voters with disabilities - continued Conversation Etiquette When speaking to a person with a disability, look at and speak directly to that person, rather than through a companion or sign language interpreter. Relax. Feel free to use accepted, common expressions such as See you later, or Did you see that? To get the attention of a person with a hearing impairment, tap the person on the shoulder or wave your hand to get his/her attention; speak directly to the person without raising your voice; keep hands away from your mouth. Offer to shake hands. People with limited hand use or who wear an artificial limb can usually shake hands. (Shaking hands with the left hand is an acceptable greeting.) Identify yourself and others who may be with you when interacting with a person who is blind or visually impaired. For example, On my right is Jane Smith. Identify the person to whom you are speaking, especially when conversing in a group. Do not shout at a person who is blind or visually impaired; he or she can hear you! Wait until an offer of assistance is accepted, then listen to or ask for instructions on how to help. Ask questions of the individual you are assisting when you are unsure of what to do. Remember that service animals are working, and you should not interact with them as you would with a pet. Listen attentively when you are talking with a person who has difficulty speaking. Be patient and wait for the person to finish; ask questions that require short answers; repeat what you have understood and allow the person to respond. Place yourself at eye level with a person who uses a wheelchair or crutches to facilitate communication. 58

66 Guide to serving voters with disabilities - continued Voter assistance Check to see that the accessible path of travel from the parking space to the polling machines is unobstructed by locked doors, furniture, etc. Allow the voter with a disability to choose the accommodations he or she requires to vote (machine, reader, curbside voting, etc.). Assist persons with visual impairments in signing the poll book by placing a card or signature guide along the line. Allow persons with visual impairments to take your arm when assisting them to a new location. Allow persons with visual impairments to take your arm when assisting them to a new location. Orient individuals to voting devices by giving detailed verbal instructions. Be patient. If voters continue to have difficulty, ask if they would like for you to show them using their hands. Be sure to release their hands periodically so they can explore the lay-out of the device. Move obstructions that block the path of travel re-evaluate as the polling place becomes more crowded. Move obstructions that block the path of travel re-evaluate as the polling place becomes more crowded. When giving voter instructions, offer all voters the choice of an audio ballot on the DAU eslate. 59

67 Frequently Asked Questions What is the ACCESS CODE for? ACCESS CODES enable qualified voters to get the correct ballot style for their precinct. The only purpose of the ACCESS CODE is to display the correct ballot when four digits are entered. The ACCESS CODE is not tied to the cast ballot in any way, and the ACCESS CODE cannot be used to retrieve the voter s ballot. Also, the ACCESS CODE remains anonymous because no voter information is entered into the electronic voting system. Is this system based on a touch screen, like some ATMs? No. The voter uses a rotary SELECT wheel to navigate through the ballot and highlight his or her selections. This interface was chosen because it is more accurate and durable than touch screens and because voters who are blind or have other impairments find the differently shaped buttons and the rotary SELECT wheel easy to identify and use. How do I know that the electronic voting system records my ballot the same way that I mark it? There are two ways to check your ballot. First, each time you make a choice and press ENTER, the box next to your choice turns red, indicating that your selection has been marked. Second, when you finish voting, the voting machine will display a summary of the selections you made. A review of the BALLOT SUMMARY page enables you to double-check your selections before casting the ballot. When you are sure that all of your selections are correct, press the red CAST BALLOT button to record your vote. Your vote has been recorded when you see the waving American flag. What if I change my mind or make a mistake before I have pressed the CAST BALLOT button? To change a choice, use the SELECT wheel to highlight the new option you want to vote for, and then press ENTER. The earlier choice is erased, and the new choice is marked. Can I change my ballot choices at any time using the eslate? A voter can change any of his or her selections at any time before the red CAST BALLOT is pressed from the BALLOT SUMMARY page, at which time the voter sees the waving American flag. A voter will always see the BALLOT SUMMARY page before the ballot can be cast. Once the waving American flag is displayed, the ballot is recorded and cannot be changed. 60

68 Frequently Asked Questions - continued How do I know my voting choices are private and that my selections will not be revealed? After you are qualified, you will be given an anonymous, randomly generated four-digit Access Code that enables the system to display the correct ballot for your precinct. The only purpose of the Access Code is to enable the correct ballot style; it is not associated with you, or with your ballot selections. With no information about you in the electronic voting system, there is no way to trace or tamper with your private voting selections. Is the eslate ballot available in multiple languages? Yes: The eslate will display ballots in languages selected by local Election Officials, according to federal, state and local election guidelines. In the past, I always had assistance when voting. Will I still be able to have someone help me with this system? Yes: The eslate has a HELP button to request personal assistance from a poll worker, or on-screen guidance. There will also be voter instruction materials available to familiarize you with the voting machine before you enter the voting booth. The voting system also accommodates accessories so that persons with disabilities can vote with minimal assistance. The voter may always choose how much assistance he or she needs. If power fails or if there is some other computer failure will my voted ballot be lost? No: Once you have pressed the CAST BALLOT button and the waving American flag is dis- played, your voted ballot is stored in three separate places. In the unlikely event that the system fails, all data is protected in memory and cannot be lost, even in case of a power out- age. The system also has a battery back up that immediately engages if an electrical failure should occur. Has the voting equipment been tested by our local elections office before the elections? Yes: Before any vote is cast, there are procedures available to Election Officials to test the voting equipment to ensure that all equipment is working as expected. Two tests, a Functionality Test and a Logic and Accuracy Test, allow Election Officials to ensure that the equipment is working properly and that votes are accurately recorded and reported as they are cast. 61

69 GLOSSARY OF TERMS 62

70 Glossary Abandoned Ballot Absentee Ballot Absentee Voting ACCESS CODE "Access Code Report" "Access Code Summary" Americans With Disabilities Act Audio card Audit Log, Audit Trail, Audit Report Ballot Box, escan Ballot Box Security Seal Ballot Code Ballot Style Bar code Cast Vote Record (CVR) "Certified" Write-In Challenge Ballot Contest "Cumulative (ACCESS CODE) Summary" "Daily (ACCESS CODE) Summary" Daisy Chain "(Daily) Detail Report" Demo Card A ballot that the voter did not cast into the ballot box before leaving the polling place. An official ballot issued to a voter who will be "absent" from the polling place on Election Day. A voting method by which people can cast their ballots without going to the polling place on Election Day. Early Voting is sometimes referred to as "Absentee-in-person," and by-mail voting is sometimes referred to as "Absentee-by-mail." A four-digit number given to each voter from the JBC. The ACCESS CODE tells the eslate system which ballot style (precinct) to display to the voter. A JBC report that is printed on-demand. It lists the number of ACCESS CODES issued, voted, expired, canceled, and active. A JBC report that is printed with the "Tally" report when polls are closed on Election Day. It lists the number of ACCESS CODES issued, voted, expired, and canceled. A 1990 federal act, Pubic Law , that established comprehensive standards for the treatment of persons with disabilities in employment, public accommodations, and other programs, including those operated by state and local governments. The PC card that contains the audio prompt recordings for an election and that can be used in a DAU eslate. Formerly called a "DAU Card". Recorded information that allows elections officials to view the steps that occurred on the equipment included in an election to verify or reconstruct the steps followed, without compromising ballot or voter secrecy. A secure receptacle for the escan that collects scanned paper ballots and that has an emergency compartment for temporary storage of voted ballots in case the escan is disabled. The seal attached to the MBB door in a JBC or escan to secure the installed MBB. A unique number assigned to either a provisional ballot or an Early Voting retrievable ballot to enable swift retrieval of that ballot from the eslate system's Tally application by election officials. The specific ballot created by precinct and/or district assignments to contests. A ballot with a unique combination of contests to be used in an election. A printed horizontal strip of vertical bars of varying widths, groups of which represent decimal digits. In the Hart Voting System, bar codes are required in order for paper ballots to be correctly scanned. An anonymous record of the contest options that a voter selected on his/her cast ballot. In the Hart VS, Cast Vote Records are stored in electronic format. One Cast Vote Record is equivalent to one ballot. A candidate that has been certified by the Election Authority as being a valid write-in candidate for the election. Terminology and rules for "challenge ballots" or "challenge voters" vary by state. In general, this is a process whereby a voter's right to cast a ballot in a certain jurisdiction is challenged for various procedural reasons. If the challenge stands, the voter may usually vote provisionally. A choice to be made on the ballot. A race. Contest types include offices, issues, referendums, propositions, and questions. A summary on the JBC Suspend Report or Daily Detail Report that lists the ACCESS CODES issued, voted, expired, and canceled for the entire session of Early Voting. A summary on the JBC "Suspend Report" and "Daily Detail Report" that lists the ACCESS CODES issued, voted, expired, and canceled for only the current day of Early Voting. Items connected in a series. The eslates are daisy chained, one to another, with the JBC plugging into the first in the row. A report that the JBC or escan prints when the polls at an Early Voting site are suspended. This report identifies the number of ballots cast per precinct. A special ATA memory card that contains both ballot and audio data for use in a Demonstration eslate. 63

71 GLOSSARY Demonstration eslate (Demo) Disabled Access Unit (DAU) Direct Record Electronic (DRE) Early Voting "Election Identification Report" escan eslate eslate Precinct Voting System Flash Memory HAVA "Initialized Report" (Self-Test Report) Judge's Booth Controller (JBC) Jurisdiction Logic and Accuracy Test (LAT) Mobile Ballot Box (MBB) "Network Configuration Report" Overvote Party PC Card Polling Place "Polls Open Report" Poll Worker Button An eslate set up for voter education purposes. The Demonstration eslate has a black body and Disabled Access Unit functionality. It has a special card with both ballot and audio information. It is not connected to a JBC. The Demonstration eslate will NOT record cast ballots. It is for demonstration purposes only. Also called a "Demo unit." An eslate that includes accessory components so that disabled persons can vote independently and privately. DAU eslates include a module that accepts audio cards so that voters can listen to the ballot with headphones. DAU eslates also have jacks for tactile input switches or "sip-and-puff" devices so that voters with limited mobility have alternatives to the SELECT wheel. The election industry term for an electronic machine at which a voter can view, vote and cast a ballot. In the Hart Voting System, the term for votes cast in-person prior to Election Day. Nomenclature for "Early Voting" varies from state to state (e.g., Absentee In-Person, Absentee Walk-In, etc.). Totals are not available from the eslate precinct voting system during the Early Voting period (i.e. no JBC or escan "Tally" report is available). A report that the JBC or escan prints when the polling place ID is selected. The report contains the current date and time, jurisdiction name, election name, election date, polling place, and number of precincts enabled. Hart InterCivic's precinct paper ballot scanning device. A paper ballot printed from Ballot Now can be scanned and recorded on this device. Hart InterCivic's direct record electronic (DRE) voting device. An electronic ballot can be viewed, voted, and recorded on this device. Those components of the Hart Voting System that are required for election activities at individual polling places. Includes: JBC, eslates, DAU eslates, MBBs, and all accessories for polling place voting. Flash memory is reprogrammable, read only memory that is used in PC cards or MBBs. Flash Memory does not require continuous electric power to operate. It is a system that can store more data and work faster than a traditional floppy disk. Help America Vote Act. Signed into law October HAVA intends to assist states in the administration of federal elections and establishes "minimum standards for states and units of local governments with the responsibility for the administration of federal elections." A report printed from the JBC or escan any time the device is powered on. This report shows a timestamp, firmware version, and diagnostic test result. A self-diagnostic test is run on the system, and the result is indicated as **PASS** on the report. The control unit of the eslate system, through which a poll worker distributes electronic ballots to the eslate and DAU eslate. A precinct or group of precincts managed by a single organization. In the context of an election, a test to check the accuracy of a piece of voting equipment. An LAT is accomplished by feeding test ballots for which the results are already known (i. e., a test deck ) through the ballot counting system and comparing the results with the expected results. A PC card that holds all of the ballot information for the Hart Voting System. An MBB is placed in the JBC unit, and an MBB is used in the Ballot Now computer. Cast Vote Records are also stored on MBBs. A report printed on the JBC after booths are assigned. The report contains the serial number, software version, PUB count, and PVT count for the JBC and each eslate unit. The generally prohibited practice of voting for more than the allotted number o f options for a given contest. A political party. For example, Democratic or Republican. A piece of hardware about the size of a credit card. It is an information storage device, similar in function to a floppy disk. It is also called a "PCMCIA" card. In the Hart Voting System, it is called a Mobile Ballot Box (MBB). The location where voters physically go to vote. A single polling place, during early voting, can support multiple precincts. A report printed by the JBC or escan when the polls are opened. This report includes a timestamp showing the month, day, year, hour, minutes, and seconds. A button, located on the back panel of the escan device, used to access poll worker and administrator functions. 64

72 GLOSSARY Precinct Provisional Ballot Provisional Ballot Stub Provisional Voter PUB Count PVT Count Replacement Ballot Sample Ballot SELECT Wheel Sip-and-Puff Split Precinct Spoiled Ballot "Suspend Report" Tactile Input Switches Tally Tape Report Undervote UPS Voter Registration Computer Zero Tape Report A jurisdiction subdivision for election purposes. A ballot provided to individuals who claim that they are eligible to vote but whose eligibility cannot be confirmed when they present themselves to vote. Once voted, such ballots are not included in the tabulation until after the voter's eligibility is confirmed. In the Hart Voting System, a provisional ballot's CVR carries a ballot code so that it can be included or excluded in the tally after the voter's eligibility has been verified. A report that prints below the Access Code when a provisional ballot is requested during the "Add Voter" procedure on the JBC. This stub includes the Ballot Code used for ballot retrieval during the tabulation process. The stub must be separated from the Access Code and kept for ballot tracking purposes for this unique type of ballot. A voter whose eligibility is yet to be determined at a given polling place. A provisional voter is allowed to vote on a "provisional ballot" under conditions set by state election law. Because the voter is "provisional", his/her ballot must be retrievable by election officials under certain conditions that vary from state to state. Also called a "challenged voter". A six-digit number, shown on the JBC and escan's configuration report and Polls Open screen, and in the Ballot Now window, that indicates how many votes have been counted on that machine for the current election. A six-digit number, shown on the JBC and escan's configuration report and Polls Open screen, and in the Ballot Now window that indicates how many votes have been counted on that machine in its lifetime. A ballot that is designated by the election authority to be a replacement for a spoiled ballot. A ballot printed as a sample of the real election ballot. Sample ballots contain a special barcode which prevents them from being included as a CVR in an MBB. The rotary wheel on the eslate and DAU eslate that allows a voter to navigate the ballot and highlight choices by turning the wheel. It is also called Rotary Select Navigation System. A voter's personal input device that connects to the DAU eslate in the disabled access jack. This enables disabled voters with extremely limited mobility to vote with a mouth-controlled device. The smallest division of a precinct for election purposes. A ballot that has been rendered invalid by a voter who is still present at the polling place, making it necessary to give the voter a new ballot. A JBC or escan report that automatically prints when polls are suspended in Early Voting. For the JBC, the report lists the PUB count and PVT count of the JBC and eslate units, a Daily (ACCESS CODE) Summary, and a Cumulative (ACCESS CODE) Summary. Also called dual mode switches, jelly switches, or buddy buttons. Red and green paddles that enable voters with disabilities to vote without using the SELECT wheel and ENTER button on the eslate. Voters without fine motor control use these. The RED tactile input switch allows voters to navigate through the ballot, similar to the SELECT wheel, while the GREEN switch is similar to the ENTER button that makes selections for you. An Election Day report that may be printed from the JBC or escan after polls are closed. It includes the date, time, precinct, and a tally of votes for each contest (as well as an ACCESS CODE summary for the JBC). BOSS includes a setting for allowing, or disallowing, this report to be printed from the JBC or escan after close of polls on Election Day. A vote for less than the total number of election contests listed on the ballot, or voting for fewer than the number of positions to be filled for a single contest. Uninterruptible Power Supply. An electronic poll book, sometimes known as a "thin client" or "VR computer". A JBC or escan report that prints out when polls are opened on the first day of Early Voting and on Election Day. This report lists the timestamp, the number of precincts at the polling place, the contests and candidates on the ballot, and verifies that the number of votes for each candidate is zero. 65

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74 MONTGOMERY COUNTY ELECTIONS DEPARTMENT 9159 AIRPORT ROAD CONROE, TEXAS progress you know!