Contents Election Day quick reference...4 Election Day Hours... 4 Supervisor... 4 Breaks... 4 Not Allowed... 4 Politics... 4 Dress Code...

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2 Section 1: Contents Election Day quick reference...4 Election Day Hours... 4 Supervisor... 4 Breaks... 4 Not Allowed... 4 Politics... 4 Dress Code... 4 Emergency Situations... 4 Returning Supplies... 4 Special Notice... 5 Section 2: Location Layout & Voter Traffic Flow...6 Single Precinct Polling Locations Should Be Setup As Shown To The Left At Polling Locations With Two Precincts... 6 At Polling Locations With Three Or More Precincts... 7 The VAT Will Be A Separate Table... 8 Voter Traffic Flow Single Precinct Location... 9 Sample Check In Table Layout Single Precinct Sample Check In Table Layout Multi Precinct Section 3: Preparing for Election Day Pre-Election Checklist Voting Location Managers ONLY: Section 4: Setting up the Polling Location Steps to Opening the Polls PRE-ELECTION DAY Steps to Opening the Polls ELECTION DAY Voting Location Manager Duties Precinct Election Official Duties Section 5: Managing the Polling Location: Various Topics Challenging Voters Deceased Voters Electioneering Emergency Management Section 6: People Allowed in Polling Location The following people are allowed in the polling location: Persons Checking the Official Precinct Voter Registration List Persons Assisting Voters: Journalists Observers Knowing Who Is Permitted to Observe When an Observer Arrives Observer Oath Observer Guidelines Section 7: Individuals NOT Allowed in the Polling Location The following people ARE NOT allowed in the polling location: Pollsters Collecting Signatures inside a Polling Location Problems with Conduct at a Polling Location... 22

3 Removal Section 8: Voters with Disabilities Communicating With Voters with Disabilities Interacting With Voters Who Have Speech Impairments Interacting With Voters Who Are Deaf Interacting With Voters Who Are Blind Interacting With Voters with Mobility Impairments Section 9: Section 10: Curbside Voting Closing the Polls Dealing with a Line or Waiting Voters Important Tips for Closing the Polls Closing the Polls Step by Step Checklist Step Step Step Step Step Step Step Step Step Step Before you leave, consider the following MUST DO s Section 11: Section 12: M100 Setup Automark Setup Voting With The Automark Section 13: Section 14: M100 Closing Supply Pick Up Arriving Supplies: Section 15: Dropping Off Supplies Election Night Supplies to be dropped off: Section 16: Glossary Board of Elections Sue DeVoe Allen, Chairperson, Lynda Smith, Board Member David Hartley, Board Member John Pickarski, Board Member Jason Baker, Director Amber Lopez, Deputy Director Martin Mahoney, Democratic Pollworker Coordinator Sara Campbell, Republican Pollworker Coordinator Amanda Vanderhorst, Elections Specialist Camille Hall, Elections Specialist

4 Section 1: Election Day quick reference Election Day Hours All Polls are open from 6:30 a.m. until 7:30 p.m. - unless otherwise directed. Arrive at the polling location at 5:30 a.m. Supervisor The Voting Location Manager (VLM) is the supervisor of the precinct, who delegates duties, ensures that the precinct runs smoothly, and works along with all Precinct Election Officials. The VLM should maintain that all officials are conducting themselves in a professional and courteous manner. Comments, attitudes, and personality conflicts should be kept to oneself and not allowed to disrupt the election process. Breaks All Election Officials are allowed 1 hour for lunch. Two 15-minute breaks are allowed throughout the day during non-peak times (mid-morning and afternoon are generally considered non-peak times) and only after approval of the VLM. Please notify your VLM when you are in need of a break. Lunch should be scheduled as a team to overlap so that all duties are covered. Not Allowed Election Officials are not allowed to bring children or pets with them to the location. No smoking (including an e-cigarette) is allowed in the location. No food or drink is allowed on any table where an election official is stationed. Televisions, radios, cell-phones, tablets, computers, and other devises that may distract your work or the voting public are strictly prohibited at the table. Politics Do NOT allow voters or precinct officials to have political conversations while at or near the polling location. Books, magazines, and general reading material (not newspapers) are fine UNLESS political in nature and not interrupting your official duties or distracting voters. Dress Code Precinct Officials should dress in a clean and professional manner. Attention to personal hygiene and grooming is expected. Clothing should be tasteful and in good condition. Political attire, including buttons and hats are strictly prohibited. Sweatpants, stained clothing, torn clothing, and improper graphics on clothing are examples of improper dress. Be sure to wear layers of clothing since not all buildings are well climate controlled. Emergency Situations If it is a life and death emergency, dial 911 immediately then call the BOE at to inform us of the emergency. Returning Supplies The VLM of your precinct should arrange for a bi-partisan team to transport Election Day supplies back to the BOE after all work has completed at the polls. They must ride in the same vehicle with the supplies.

5 Special Notice At the end of the day, please do not forget to bring ALL of your supplies back to the Board of Elections. We understand that it is a long day. So, as a helpful reminder, your VLM will receive our NEW Review Mirror Reminder Card to help. NOTE for VLM s: when picking up your supplies the day before the election, please find our NEW Review Mirror Reminder Card in your supplies and hang it on your review mirror so you are set and ready to go on election day. Please do not forget that ALL supplies that are picked up the day before the election by your VLM need to return to the BOE on election day. Never forget to review your procedures for closing the polls as well as consulting the packing slips on the sides of all the supply bags for placement of supplies for return to the BOE. All bags and supply cases MUST be sealed and packed accordingly before returning to the Board of Elections.

6 Section 2: Location Layout & Voter Traffic Flow Single Precinct Polling Locations Should Be Setup As Shown To The Left. The Ballot Distribution Table will be monitored by one election official and should be directly behind or perpendicular to the Check-in Table. The Voting Assistance area/vat Table will be at the same table and should be used to process provisional as well as regular voters. Provisional voters and regular voters with exceptions will be directed to that specific EPollbook for checkin. At Polling Locations With Two Precincts, the Ballot Distribution Table should be perpendicular to the Check-in Table and monitored by two officials. The VAT will be a separate table and if necessary could also be used to check-in waiting voters. The extension cords and power strips should be ran underneath these tables to prevent tripping hazards. 6

7 At Polling Locations With Three Or More Precincts, a diagram will be made similar to the one to the right which will aid in the setup of the location. If a diagram is provided, deviation from the diagram should only take place after consulting the board of elections. 7

8 At Two-Precinct Polling Locations, the tables should be arranged according to the layout as shown (unless the space does not allow for such a layout). The Ballot Distribution Table will have two officials providing ballots to the officials at the Check-in Table. Ballots will be handed down the table to the check-in officials. The VAT Will Be A Separate Table. When regular voters with exceptions and provisional voters need to be processed, only the EPollbook at the VAT will be able to process these voters. If and when necessary, the VAT may be used to process Regular voters to shorten the wait time. 8

9 Voter Traffic Flow Single Precinct Location Ballot Table Voting Assistance Table Check-in Table VOTER STARTS HERE In order to understand voter traffic patterns, you must first understand the role of the Voting Assistance Table. The Voting Assistance Table, in a single precinct location may check-in regular voters if there are no voters with exceptions able to be checked-in (line indicated in light grey). If there are voters that need assistance (voters in the wrong precinct, provisional voters, name changes, etc.) these voters will take priority at the Voting Assistance Table. The Check-In table is for all regular voter check-ins throughout the day. 9

10 Sample Check In Table Layout Single Precinct BALLOTS BALLOTS BALLOTS BALLOTS Secrecy Sleeves Secrecy Sleeves LINE FORMS HERE 10

11 Sample Check In Table Layout Multi Precinct Secrecy Sleeves BALLOTS BALLOTS BALLOTS BALLOTS LINE FORMS HERE 11

12 Section 3: Preparing for Election Day Prepare for Election Day by knowing who your Voting Location Manager is and what duty you will carry out. Use the checklists in this guide to GET ORGANIZED for Election Day Pre-Election Checklist For ALL Election Officials: Attend Election Official training. Read this manual. Sign-in at training. If you have not completed an Ethics Policy Form or Vital Information Form, you will be required to complete these forms before you leave class. Make alternative arrangements to vote if you will not be able to vote on Election Day. Absentee applications are available at the front desk of the BOE and may be provided during training. Coordinate a time to set-up the polling location with your Voting Location Manager. Please note that it is not mandatory to arrange or set up the polling location before Election Day but it is recommended to do so. Voting Location Managers ONLY: Pick up your election supplies at the time determined by the board. If special arrangements are needed, call Use the Supply Checklist in the Supply File Box to ensure that all supplies in the Orange Supply Bag are accounted for and all supplies are labeled properly for your voting location. If you need assistance or have questions, call DO NOT open any locked bags. Contact all your Election Officials prior to the Election using the contact sheet you were provided approximately 4-5 days before Election Day. You may create a phone tree and have an official call another official for you if desired. Contact your polling location to go over essential items such as: o Time of arrival 5:30 a.m. Ensure that the building will be open. o Access to location prior to (in some cases) and on the day of the election o Point of contact (whom to call if you have a question). Ask for a cell phone number in case of emergency (e.g. location needs to be unlocked at 5:30am). o A sheet will be provided with your location s contact information in the Supply File Box. DON T FORGET TO WORK TOGETHER 12

13 Section 4: Setting up the Polling Location Steps to Opening the Polls PRE-ELECTION DAY Some Voting Location Managers will prefer to prepare their polling place the evening prior to the election. NOTE: ***Blue Ballot Bag(s) and EPollbook cases MUST remain locked until Election Day*** Utilize the polling location diagram and instructions located in Section 1 or within the Supply File Box (select multipleprecinct locations only will have a diagram). Locate, arrange, position, and/or set up the following (if provided with a diagram please follow the diagram): The check-in table (s) Ballot table Stub table The Voting Assistance Table (if a separate table) The M100(s) on top of ballot box (do not turn the equipment on) i. The M100 should be positioned near the area set up for marking the ballots. ii. The Voting Assistance Table Officials, Ballot Stub Officials, and any greeters at the location will assist voters if and when needed. iii. The M100 should be set up to provide for ample space between it and other areas to allow for privacy. The AutoMARK table The AutoMARK (do not turn the equipment on) Provisional ballot bag The voting privacy booths Table for voters to mark the ballot Plug-in the M100, AutoMARK, and the voting privacy booths (do not turn the equipment on) Ensure that no electrical cords, mats, carpets, etc. pose tripping hazards. Any extension or power cords should be taped and secured to prevent injury. Cover electrical cords appropriately with tape or other supplies provided. Set up the voting privacy booths so that all voters have enough privacy and space away from voters in line. All privacy booths should be set up in the same area whenever possible. All precinct voters will use the same privacy booths. Locate the pens in the clear zipper bag in the Orange Supply Bag. Remove the caps from the black pens and place black pens on the voting table and in each voting booth. Locate the Postings and Notices Envelope in the Orange Supply Bag and remove the notices. Post the notices so that the information is viewable from four (4) feet off the ground. Post the following items so that the information is viewable from four (4) feet off the ground. It is advised that these items be posted in a hallway or entry way leading to the voting room. ID Poster (produced by Ohio SOS) Required Notices poster (24 x 36 ) Polling Location map Sample ballots Recruitment Poster Full text of condensed ballot language (if applicable) Other election specific postings (if applicable) Post the Polling Location Hours poster(s) on the entrance(s) to the voting location so that it is visible from the outside Post the table signs on the Check-in, VAT, and Ballot Stub Table. 13

14 Post the Line Forms Here sign on chairs where the line is to form. Place the M100 instructions tent card behind the M100 on the ballot box. Steps to Opening the Polls ELECTION DAY If your polling place was not set-up on Election eve, start with the preceding checklist and finish through the list below. Arrive at the polling location by 5:30 a.m. o If the Voting Location Manager is not present, contact the board of elections at o If an election official is not present, contact the election official using the number provided in the Supply File Box. o If you are unable to reach a missing election official, contact the board of elections at Voting Location Manager Duties Turn on your cell phone so that you may be reached by the board of elections. Locate the Supply File Box in the Orange Supply Bag and remove it. Have each official in the location print and sign the following forms: o o The payroll sheet if a name of an official did not print out on the payroll sheet due to a last minute change then print the official s name using the lines at the bottom of the form. The Oath of Office all workers must take the oath and sign. Assign at least 2 Election Officials from opposite parties to start the M100 units and the AutoMARK using the Voting Equipment Operation and Startup Guide located in the Orange Supply Bag Break the seal on the Blue Ballot Bag(s). Perform introductions and distribute name tags among all the Election Officials in the location. Name tags and a black marker will be found in the Clear Results bag which also contains locks and keys. The Clear Results bag is located in the Orange Supply Bag. Assign each precinct election official with a task for the day o Check-in Table Officials (at least one for every precinct at the location) o Ballot Distribution Officials (at least one for every precinct in the location) o Ballot Stub Table Official (at least one official for every precinct at the location) o Voting Assistance Table (VAT) (VLM and an official of the opposite party) o Greeters ensure voters are properly guided to the line for waiting Complete the Custody Logs attached to the M100 carrying case. The Voting Location Manager must sign the custody logs both in the a.m. and p.m. These sections are clearly indicated on the Custody Log. Ensure that the seals are recorded on the back of the Ballot Accounting Chart located within the Supply File Box. 14

15 Assign an official to set up the flags and signs outside of the location (refer to the facility diagram in the Supply File Box). o Place the largest flag provided at the entrance to the polling location. o o Place the two small flags 100 feet from the entrance to the polling location, to indicate the point outside where campaign activity may take place. Campaigning is not allowed within 100 feet of the entrance, or in other words, inside the limit created by these flags. Place directional signs to lead voters from the parking lot or street to the entrance to the polling location (if provided to your location). Assign an official to post the blue 6:30 a.m. posting list near the entrance to the polling location, located in the Orange Supply Bag. This list shows all the registered voters by precinct as well as those who voted prior to Election Day. This is the correct way to place the flags. Notice that they are 100 feet from the entrance to the polling place. Assign an official to use the information found in the Supply File Box to set up any temporary signs or equipment at the location. Use the Polling Location Information Form to determine what signs may need to be placed and where the signs MUST be placed. Make any other temporary adjustments to provide for an accessible and safe location. Remember, each polling location must have at least one van accessible parking location. If Election Officials notice issues pertaining to ADA accessibility at the location, please call for assistance. Plan for the Day. a. Discuss amongst the Election Officials in your precinct when each individual would like to take his or her lunch. Each election official is permitted to take 1 hour for lunch and may leave the premise for lunch if desired. b. The Voting Location Manager should ensure 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 immediately. Precinct Election Official Duties Remove the ballots from the Blue Ballot Bag(s) and distribute ballots accordingly on the Ballot Table. Using the Ballot Accounting Chart located in the Supply File Box, ensure that the quantities listed on line 1 have been provided to your location. Please note that ballots will be arranged in stacks of 50 so counting the stacks to determine if the proper numbers have been received is acceptable. Inspect the ballots and ensure that the ballots correspond to the precincts within the facility. If there is an issue, CALL IMMEDIATELY Unpack additional supplies and arrange these items on the Check-in Tables: o Quick Reference Guides (flipcharts from SOS) o Forms zipper pouch o Soil and Defaced Envelope o Pens and other supplies for Election Officials 15

16 Unpack additional supplies and arrange on these items on the Voting Assistance Table: o Voting Assistance Table folder o Clear Provisional Bag Yellow Provisional Envelopes Provisional Ballot Hotline Notices o Forms zipper pouch o Ballot Stub Bag o Ballot Stub Binder o Pens and other supplies for Election Officials Unpack additional supplies and arrange on these items on the Ballot Stub Table o Ballot Stub Bag o Ballot Stub Binder Assist as needed with setting up the M100 units and the AutoMARK using the information within this manual. Any other officials may assist with the setup as needed. Arrange the Voting Assistance Table. Lock the Provisional Ballot Bag after ensuring that it is empty. All Officials should walk through the area of the building used as a polling location and ensure that everyone is aware of the quickest and best exits to use in case of an emergency. Keep an eye out for items in the facility that may seem out of place (bags, packages, etc.). Contact the Board of Elections at if any issues arise. Voting Location Manager: Final Checks Have all pieces of voting equipment been turned on and readied? Have at least two officials of opposite parties signed the zero tape from the M100? Have the ballot box side compartments been sealed with red seals? Has the Provisional Ballot Bag been locked? Is the slot on the auxiliary/emergency ballot bin closed, since this bin will not be used unless all M100 units are inoperable? Have the seal numbers been recorded on the back of the Ballot Accounting Chart? Are all electrical cords hidden or covered to prevent injury? Are any coat racks or objects that protrude from the wall marked using a chair or trash can (to prevent injury)? Does every official have an assigned task or duty? At 6:30 AM, an Election Official in the facility must declare aloud that the polls are open. 16

17 Managing the Polling Location: Various Topics Section 5: To conduct the election, Election Officials need to be aware of who is in the polling location and what they are doing. There are also certain duties that Election Officials must perform throughout the day. This section will cover some ground rules that will assist you in managing your polling location on Election Day. Challenging Voters On Election Day, voters may be challenged ONLY by a precinct election official or the Voting Location Manager at the check-in table and only for the following reasons: The voter is not a resident of the precinct; The voter is not a resident of Ohio; The voter is not a U.S. citizen; or The voter is not of legal voting age. If challenged by a precinct election official for one of the four reasons, above, the prospective voter should complete the Affidavit Oath Examination of Person Challenged (Form 10-U). If the voter completes the Form 10-U and a majority of the Precinct Election Officials are able to determine that the voter is eligible to cast a ballot, the voter must be given a regular ballot. If the voter refuses to complete the Form 10-U, the voter must vote a provisional ballot, and the precinct election official will need to make a note on the Election Day Incident Report Log that is included in your precinct election official kit. 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 person. Deceased Voters If a voter notices that a spouse or family member s name is listed in the EPollbook but has passed away, Election Officials should direct the voter to the voting assistance table. Election Officials will provide the individual with Form 255-D, Notice of Death of Registered Voter. When this form is submitted to the Board of Elections along with a copy of the deceased voter s death certificate, the voter will be removed from the voter list. Forms are located in the Voting Assistance Table. Electioneering The polling location is a neutral zone. Electioneering or campaigning is part of the political process but is prohibited within 100 feet of the entrance to a polling location or within ten feet of voters waiting in line, if the line extends past the 100 feet. Voters must be free to make their choices without pressure from candidates, campaigns, Precinct Election Officials, or fellow voters even if those fellow voters are friends or family. Precinct Election Officials should not discuss the candidates or election issues among themselves or with voters. Voters, themselves, should not attempt to promote or oppose a candidate or ballot issue while in the polling location. Candidates, campaign workers, and other persons entering the polling location must remove or cover all campaign garb and paraphernalia before entering. A voter who refuses to remove or cover up campaign garb or paraphernalia must be allowed to vote, if the voter is entitled to do so. However, you must report any such incident to the board of elections. 17

18 Polling Location Entrance THOROUGHFARE Polling Location Entrance QUICK TIP: When placing the flags to mark the NO CAMPAIGNING Zone, be sure to consult the diagram provided. THOROUGHFARE In this diagram, the 100ft NO CAMPAIGNING zone extends across the street because the location is located close to a thoroughfare. In this diagram, the location is located farther from the street so the 100ft NO CAMPAIGNING zone does not extend across the thoroughfare. Emergency Management If a crisis or emergency situation arises on Election Day, it is always important that the safety and wellbeing of Election Officials and voters remain a priority. It is also important that, whenever possible, that the ballots, equipment, and supplies remain under the custody and supervision of the duly appointed Election Officials. If an emergency situation calls for an evacuation of a location, for example, it is important that key items, whenever possible, be removed from the location. Election Officials will be provided procedures for reacting to crisis or emergency situations such as fires, severe weather, power outages, and terror threats. Here are a few helpful reminders when considering how an Election Official should respond to an emergency situation: Be prepared by bringing with you on Election Day a bag of snack food, water, a flashlight, and a cell phone. Upon arrival at the location, look for items that seem out of place (backpacks, suitcases, etc.) and contact the Board of Elections if something feels suspicious or out of place Know your exits and evacuation plans. Remain calm during fire alarms or stressful situations work together to solve problems and situations Don t be afraid to ask for help call the Board of Elections or emergency personnel if an emergency situation arises ( ). Review any emergency procedures throughout Election Day to familiarize yourself with any emergency management practices. 18

19 Section 6: People Allowed in Polling Location The following people are allowed in the polling location: An Election Official; A police officer; Staff of or authorized persons at the facility; A person reviewing the 6:30 a.m., 11:00 a.m. or 4:00 p.m. list of registered electors, otherwise known as the Posting Lists; A voter; A voter s child who is of non-voting age; A person assisting another person to vote; An observer bearing a certificate of appointment from the Board of Elections; or Members of the media (please notify board of elections). Persons Checking the Official Precinct Voter Registration List Any person may enter the polling location for the sole purpose of checking and taking notes from the official Posting List that is posted at 6:30 a.m. and updated at 11:00 a.m. and 4:00 p.m. Such persons may not wear any electioneering clothes or accessories and may not interfere with or disrupt the election. Such persons may not take the Posting List, and Election Officials should be careful to place the list in a manner that it cannot be removed unnoticed by an elections official. A candidate is permitted to view the posting lists the same as any other individual. Persons Assisting Voters: A voter may ask for assistance in marking the ballot because of blindness, disability or illiteracy. Voters who require assistance may have a person of their choice or two Precinct Election Officials each from a different political party assist them. The elector may choose anyone he or she wants to provide the assistance, 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, or any candidate whose name appears on the ballot. Any person who provides assistance to a voter in marking the ballot is forbidden by law from providing any information on how he or she voted. Prior to Election Day a voter may designate an attorney-in-fact, who is a person eligible to sign all election-related documents on behalf of the voter. Such signing must be done in the voter s presence. The attorney in fact designation is specific to Ohio election law and not a general power of attorney. If such an attorney in fact is on file with the Board of Elections, it is required to be noted in the EPollbook with the word Witness. (See R.C ). Journalists Journalists are granted reasonable access to polling places during elections. The First Amendment of the U.S. Constitution has been interpreted as allowing this access to journalists. However, the presence or activities of the journalists may not interfere with Precinct Election Officials activities, interfere with the election or voters as voters exercise their right to vote, may not intimidate voters or jeopardize the secrecy of a voter s ballot. Journalist means a person engaged in, connected with, or employed by any news medium, including a newspaper, magazine, press association, news agency, or wire service, a radio or television station, or a similar medium, for the purpose of gathering, processing, transmitting, compiling, editing, or disseminating information for the general public. While serving as a precinct election official or Voting Location Manager, your primary responsibility is to lawfully manage your polling location and your focus should be directed 19

20 to this task. You are encouraged to inform the county board of elections if the media visits your polling location, instead of providing an interview to the journalist if requested. Observers Election observers are appointed by 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 All observers (except recount observers) must be qualified electors in the State of Ohio. However, observers do not need to be registered to vote in the particular county where they will observe. The following people are NOT permitted to serve as observers at an in-person absentee voting location, at a board office prior to the official canvass, or at a precinct on Election Day: Uniformed peace officer; Uniformed state highway patrol trooper; Uniformed member of any fire department; Uniformed member of the armed services or the organized militia; No person wearing any other uniform; or No candidate, unless the candidate is also a member of the party controlling committee. When an Observer Arrives Before permitting an observer into the precinct s voting location, Election Officials must: Verify that the observer is able to present a Certificate of Appointment. If your precinct is not specified on the certificate but the observer is listed as being a duly appointed observer to the Clark County Board of Elections, he or she is permitted to observe at the location. 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 appointed by political parties or groups of candidates at least eleven days prior to Election Day to observe the conduct of the election in the polling location; If a certificate is presented, 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 Election Officials (precinct election official or Voting Location Manager) and is located in the VLM Supplies on the same form as the oath of office for Precinct Election Officials. Observer Oath 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. Observer Guidelines Observers are allowed to be in the polling location before, during, and after hours of voting; Observers are permitted to move freely about the polling place to the extent that they do not engage in prohibited activity. Observers are not permitted to observe at precincts to which they are not duly appointed; 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; Observers may use communication devices and audio/video devices in and about the polling place subject to the following conditions: 20

21 o o o o o o The devices must be set so as to produce no noise (low volume vibration settings are permitted); The devices may not be used to take photographs, videos, or to record or transcribe any conversations inside the polling place (a camera is considered a device for purposes of these instructions); The Observer may not have an audible conversation inside the polling place using a communications device or audio/video device; The Observer may send and receive text messages, communications, instant messages and similar other non-verbal, electronic communications using a communications device or audio/video device; The Observer may not use the communications device or audio/video device in any manner that creates a disruption or disturbance within the polling place; and The Observer may not use the communications device or audio/video device in any manner that is intended or perceived to impede, interfere with, or disrupt an election, or in any way intimidates a voter, or risks violating the secrecy of the ballot or a voter s privacy. Observers are not permitted to interfere with Precinct Election Officials doing their jobs or otherwise slow down the operation of the polling location, or to interact with voters in a matter that interferes with or disrupts an election. Please contact the board of elections for further clarification and instructions if this situation arises. 21

22 Section 7: Individuals NOT Allowed in the Polling Location The following people ARE NOT allowed in the polling location: Pollsters; Candidates or campaign workers who are campaigning or electioneering; A person(s) collecting signatures for a petition; or A person or group distributing food. Pollsters Pollsters conducting exit polling are not allowed inside the polling location. They are permitted to be outside the polling location even within 100 feet of the entrance but they should not interfere with or disrupt the election, or otherwise violate the law. Further, persons conducting exit polls at a polling location may not wear anything that may be construed as campaigning for or against any candidate or issue on the ballot. Collecting Signatures inside a Polling Location Occasionally, groups may station persons outside of a polling location to gather signatures on a petition. Such persons are not permitted to collect signatures inside of a polling location or within the neutral zone outside of the polling location (i.e., within the area marked by the placement of two small U.S. flags). However, there is no prohibition against collecting signatures outside the neutral zone. Problems with Conduct at a Polling Location Precinct Election Officials must contact the Board office or the appropriate law enforcement official immediately if they experience a problem with the conduct of any person at a polling location. Removal Only the Voting Location Managers, directors, deputy directors, 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. 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. 22

23 Section 8: Voters with Disabilities Under both state and federal law, Ohio polling locations are required to be accessible to people with disabilities. The Help America Vote Act requires that all voters must have the ability to independently cast a private ballot. The Americans with Disabilities Act sets standards for ensuring that people with disabilities have equal access to public services and facilities, including polling locations. NOTE: The best advice for assisting voters with special needs is to do for that person what you would want done for you and treat that person as you would want to be treated. Voters with disabilities have the right to vote. As a Precinct Election Official, it is your duty to work with and accommodate voters who have disabilities to find the most suitable method for them to cast a ballot. No person should be denied the right to vote because of mobility, vision, speech, cognitive, intellectual, or hearing impairments. Accommodating people with disabilities is mostly a matter of clear communication and common sense. Below are some general guidelines for Precinct Election Officials when interacting and communicating with voters with disabilities. Any voter with a disability may receive assistance from a person of their choice or two Precinct Election Officials each from a different political party assist them. The elector may choose anyone he or she wants to provide them assistance, 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, or any candidate whose name appears on the ballot. Communicating With Voters with Disabilities Always speak directly to the voter with a disability, not to a companion or an interpreter. Offering to shake hands when introduced to people with limited hand use or an artificial limb is acceptable. Always identify yourself and other Precinct Election Officials when assisting a person who is visually impaired. If you offer assistance, wait until the offer is accepted, then listen and wait for instructions. Treat adults as adults; never patronize people in wheelchairs by patting them on the shoulder or head. Do not lean or hang on a person s wheelchair; this device is an extension of their body. Never distract a service animal; they are working. Listen carefully when speaking with people who have difficulty speaking. Never pretend to understand; instead, repeat what you understood and allow the person to respond. Place yourself at eye level when speaking with someone in a wheelchair. Tap a person who has a hearing disability on the shoulder or wave your hand to get their attention. Always speak directly to the person, clearly, slowly and expressively, as they may be able to read lips. Speak in a normal tone. Relax. Don t be embarrassed if you use common expressions such as See you later or Walk over here when speaking to a person with a disability. Interacting With Voters Who Have Speech Impairments A voter who cannot speak may give a name and address simply by providing identification to the assisting precinct election official, who then reads the name and address out loud. 23

24 If you do not understand something, do not pretend that you do; ask the voter to repeat what he or she said and then repeat it back. Follow the voter s cues to determine whether speaking, gestures, or writing is the most effective method of communication. When speaking, do so calmly, slowly, and directly to the voter. Do not shout. Face the voter at all times as many speech-impaired voters will be able to understand by reading the movement of your lips as you speak. Ask questions that require only short answers, or a nod of the head. Be patient. Interacting With Voters Who Are Deaf To get the attention of a voter who is deaf, tap them on the shoulder or wave your hand. Identify who you are (i.e., show your name badge). Look directly at the voter when communicating. When speaking, do so calmly, slowly and directly to the voter. Do not shout or exaggerate. Face the voter at all times. Communicate in writing, if necessary. If not understood at first, repeat or rephrase your thought. Interacting With Voters Who Are Blind As soon as you come into contact with the voter, identify yourself and state that you are a precinct election official. When giving directions to navigate the voting location, be as specific as possible and indicate obstacles in the path of travel. Blindness does not equal Deafness. It is not necessary, or courteous, to raise the volume of your voice when addressing a person who is blind, even if you are trying to be helpful. If you are asked to guide a person whom is blind, offer your arm instead of grabbing theirs. Interacting With Voters with Mobility Impairments Make sure chairs are available for voters with mobility-type disabilities and/or voters who are elderly, have a serious illness, or are pregnant and cannot stand for a long period of time. Try to sit or kneel at the same level as the person in a wheelchair. Ask the voter if he or she wants assistance before trying to help. 24

25 Section 9: Curbside Voting Curbside voting is the process followed when a person who is physically unable to enter a polling location can send another person into the polling location to inform Precinct Election Officials of his or her desire to vote. When Precinct Election Officials are made aware of the name of a voter who is outside of the polling location but is physically unable to enter the polling location, locate the Curbside Voter Worksheet in the VAT supplies and complete the steps. 25

26 Section 10: Closing the Polls All polling locations in Clark County, Ohio close at 7:30 p.m., unless a court order or directive from the Secretary of State requires polling locations to extend the hours a location is open. ***UNDER NO CIRCUMSTANCE SHOULD AN ELECTION OFFICIAL BEGIN TO CLOSE THE POLLS EARLY*** Dealing with a Line or Waiting Voters Around 7:15 p.m. or when a line begins to form, if necessary, use the precinct street listing for your precinct to ensure voters are standing in the correct line. If the line extends outside the polling location, an 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 Election Officials have the ability to lock the entrance to the location, this should be done at 7:30 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. At 7:30 p.m., Election Officials should determine if any voters remain in the line and are eligible to vote in your precinct. At 7:30 p.m., the official closing time, one Election Official should loudly declare, The polls are closed!" If people are waiting to vote at closing time, they must be allowed an opportunity to vote. ALL Election Officials must remain at the polling location until the voting location manager releases you. 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 judges 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. Important Tips for Closing the Polls 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! Call the Board of Elections with questions. Don t be afraid to ask. 26

27 Closing the Polls Step by Step Checklist Follow the steps below to PROPERLY to close the polling location and complete the documents necessary for reconciliation. Each precinct will have a checklist for closing the polls located in the M100 carrying case. Step 1 - At 7:30 p.m. and when all eligible voters are in line, the Voting Location Manager or another official must clearly announce The polls are now closed! Voters in line will be able to vote. Do not shut down the M100s until all voters have exited the location. Step 2 the Voting Location Manager should ensure that officials are assigned with the following closing tasks as follows and as shown in the preceding steps: o Ballot Stub Officials and other officials available to help should: o o o o o o Close down the voting equipment (both the AutoMARK and the M100) using the Voting Equipment Operation and Startup Guide found in the Orange Supply Bag. Remove the voted ballots from the M100 units (see steps below for specific instructions). Pack up all voting equipment and privacy booths. Officials at the Check-in Table should shut down the EPollbook using the instructions below and assist as needed with completing other tasks. Officials at the Voting Assistance Table should: o o Oversee the completion of the Ballot Accounting Chart. Completion instructions are attached to the Ballot Accounting Chart. Count and pack the Yellow Provisional Ballot Envelopes, the Curbside Voter Envelopes with voted ballots, and any ballots placed in the Auxiliary Ballot Bin Envelope. Place these envelopes in the Red Results Bag. Officials at the Ballot Distribution Table should: o o o o Assist with the completion of the Ballot Accounting Chart by recording the last ballot stub number issued (the next stub number on the stack of ballots minus one) Count the number of Curbside Voter envelopes with voted ballots and the number of Auxiliary Ballot Bin Ballots within the Unprocessed Ballot Envelope. Place the Curbside Voter Envelopes with voted ballots and the Unprocessed Ballot Envelope. Place all unused and voted regular ballots in the Blue Ballot Bags. As a team, work together to make sure ALL the closing steps have been accomplished. PLEASE REFER TO THE BALLOT ACCOUNTING QUICK REFERENCE GUIDE IN YOUR SUPPLY BAG FOR DETAILS ON FINALIZING YOUR BAC NOTE: attached to your BAC is a Return Supply Checklist. Be sure to use this checklist to finalize the election by CORRECTLY packing your supplies for return on election night. BE SURE to pack everyting in the correct location. ADDITIONALLY: Use the NEW Return Envelope for ALL Completed forms. 27

28 Step 3 Removing Ballots from Ballot Box (if not done already) Using the Blue Key, unlock the Auxiliary/Emergency Ballot Storage Bin. o Remove any loose ballots, separate by precinct, and complete the worksheet on the front of the envelope. o Place the ballots in the Unprocessed Ballot envelope for the polling location. The envelope will be located in one of the Blue Ballot Bags. o Remove any court order provisional ballots that are located in the Auxiliary/Emergency Ballot Bin. Set the envelopes in a secure location until reconciled. o Inspect the bin to ensure it is empty. If the bin is empty, proceed by closing the door and locking the bin. Break the seal on the right-hand side of the ballot box (when facing the front of ballot box) and open the door using the blue key. To break the seal, simply twist the seal and the perforated wire will break. Remove any write-in ballots that are on this side of the ballot box. Separate the ballots by precinct. When finished, place these write-in ballots in the envelope provided and place the envelope in the Red Results Bag. Break the seal on the left-hand side of the ballot box (when facing the front of the ballot box) and open the door using the blue key. Remove any ballots that are on this side of the ballot box. Stack the ballots so that all the voted ballots are facing the same direction (cut corners aligned if stacked properly). Place the voted ballots from the left-side of the ballot box, evenly divide, and place in Blue Ballot Bags. Ballots on the left-hand side DO NOT NEED separated by precinct. Ensure that no ballots remain in any of the ballot box compartments (including Auxiliary/Emergency Ballot Bin). Close and lock all compartment doors with the blue key. Step 4 Packing the AutoMARK Using the instructions in the AutoMARK travel case, close down and pack up the AutoMARK. Step 5 Disassemble and pack the voting privacy booths. Break down each booth and pack the legs in the carrying case. Step 6 Remove flags, posted signs, and any ADA equipment located on the exterior or interior of the building. Gather the flags and any temporary parking signs, orange cones, or other equipment which should be moved inside for pickup. Remove all posted signs and place in Posting List envelope. Step 7 Packing the EPBs and accessories Place all of the EPB units, the printer and all power cords in the carrying case provided. Using the one of the locks shown below, wrap the lock around the handle of the case. 28

29 Step 8 Packing Supply and Ballot Bags Remove the bag locks from the Clear Plastic Zippered Results Bag. Using the packing checklist in the clear view display of each bag, pack the supplies and ballots and lock with a lock provided in the Clear Results bag (located in the Red Results bag). Be sure to LOCK all bags using the special instructions below. Special instructions for the Blue Ballot Bag: Locate and Pack the Blue Ballot Bag Once packed, locate the two eyelets at the end of the zipper Find BLUE INTAB seal Insert BLUE INTAB seal through both eyelet holes Pull through the eyelet and loop through the cone-shaped opening for the lock and pull tight. FINAL RESULTS 29

30 Lock the Red Results Bag with a chamber lock (example shown): To lock the Red Results bag, begin by removing any teeth from a previous lock as shown: Zip the bag fully. Some bags are difficult to close but all bags WILL CLOSE. Then, seat the clasp into the bottom of the cradle portion of the zipper system. Then, push down into cradle until it is full seated and secured. The clasp portion must be firmly seated for the lock to work Using the lock provided, place it into the two holes and shown firmly to lock the bag. The bag is now locked. 30

31 Lock the Orange Bag with a blue zipper lock (example shown): (See Special instructions for locking the ORANGE SUPPLY BAG below) Run the blue lock/seal through the BOTTOM PORTION of the zipper and through the eyelet in the flap. Pull through the eyelet and loop through the cone-shaped opening for the lock and pull tight. The bag is now secured. Step 9 Positioning Equipment for Transport Leave the scanner, AutoMARK, privacy booths, flags, etc. in the same location where you found them prior to setting up your polling location. They will be received and transported to the Board of Elections on Wednesday. Step 10 Transporting Supplies and Ballots The ballots and materials are to be transported directly back to the Clark County Board of Elections by the Voting Location Manager and an Election Official who is a member of a different political party than the Voting Location Manager. Before you leave, consider the following MUST DO s Has the Memory Card been removed from the scanners and packed securely in the Clear Results Bag? If not, please do so. It is needed on Election Night at the Board of Elections. IT IS NOT TO BE LEFT IN THE SCANNER. Have all Election Officials signed the Oath of Office and the Payroll voucher? Have at least two official signed the zero results tape (a.m.), the two results tapes (p.m.), and Ballot Accounting Charts? Are all the equipment items securely packed and are all the doors on the ballot box securely locked? Have all the bags been packed correctly? Did the Voting Location Manager sign the PM section of the Voting Equipment Custody Log (located on the Blue Ballot Bag) and the Voting Supplies Custody Log (located on the Red Results Bag)? 31

32 Section 11: M100 Setup 1. Locate the Clear Results Bag in the Orange Supply Bag and remove the keys. 2. Ensure all ballot box compartments are empty. Use the Blue key to unlock and open: a. The side ballot box compartment doors. b. The Auxiliary/Emergency Ballot Bin door. i. Relock the door on the Auxiliary/Emergency Ballot Bin to prevent tampering keeping the slot closed. c. Close and lock all doors and seal the side compartment doors with the lock shown. d. Insert the wire portion of the seal through the opening in the location shown below. NOTE: If a ballot box has ballots contained within, contact the BOE at Approach the M100/Ballot Box and Ensure that the Security Cover is securely attached to the top of the scanner as shown in the diagram (A). Ensure that the Counter Access Panel on the front of the ballot box (labeled Counter Access Panel ) is locked in the upright position (B). A B 4. Use the Blue Key to unlock the Counter Access Panel and then lower the Counter Access Panel (A). Pull and lift up on the front lip of the Security Cover (may be labeled Pull & Lift Here ) and lift the cover off of the M100 Place the Security Cover in the M100 carrying case. A IMPORTANT Visually inspect and ensure that the flap behind the scanner is in the upright position. 5. Lift the Counter Access Panel to the upright position and lock into position using the Blue Key. Remove the key. The Counter Access Panel must be locked to prevent individuals from tampering with the M Locate the Key Access Panel. Depress the tab button and swing the panel up and back. 7. Insert the Red Key into the key/switch (may labeled Red Key ). Turn the key to the lock position labeled Open/Close Poll. Wait approximately 2 minutes for the scanner to load the program. Information will display on the M100 display. An Initial State Report will print. Do Not Tear Off. If no report has printed, contact the Board office at

33 8. The M100 display will read ELECTION CARD INSERTED-OPEN POLLS NOW? If the message ELECTION CARD INSERTED OPEN POLLS NOW? does display, press the fourth button which corresponds with YES. If something different is displayed on the screen, call the Board of Elections at for assistance. 9. The message PLEASE TURN KEY/SWITCH TO VOTE will appear on the M100 display. Turn the Red Key to the position labeled VOTE. If this message does not appear, call for assistance. 10. The M100 will begin printing a Zero Report which will show the number of voters that have voted on the M100. Allow the report to print until it stops printing. For trouble-shooting printer problems, refer to our TROUBLE-SHOOTING GUIDE in the Supply Notebook. a. Once the report has completed, remove the report by gently pulling the bottom edge of the report forward to tear off. Inspect the report to determine that the races and/or issues listed thereon are accurate, and that no races or issues have anything but a 0 in the totals column. b. After inspection, each report that prints for that precinct must be signed by the Voting Location Manager and at least one official of opposite party. IMPORTANT Once the report has been signed, it must be placed in the Clear Results Bag, located in the Red Results Bag. c. Inspect the M100 display. d. Ensure that the screen reads: Number of Voters: 0 If either the M100 Display or the Zero Reports list numeric values other than 0, contact the Board office at e. If no issues are present, without turning it, pull up on the Red key to remove it from the switch/switch. f. Lower the Key Access Panel to close. g. Place the keys in the Clear Results Bag for later use NOTE: Please do not keep the keys on your person as other Election Officials may need access to them at a later time. 33

34 Section 12: Automark Setup Touch Screen Monitor Compact Flash Access Door Key-Operated Mode Switch Lid Latches Keypad ADA Port Ballot Feed Tray Headphone Jacks 1. Remove the AUTOMARK power cord and the headphones from the AUTOMARK carrying case. 2. Lift the AUTOMARK from its case. 2 ELECTION OFFICIALS WILL NEED TO DO THIS TOGETHER THE UNIT IS HEAVY. 3. Set the AUTOMARK on a table, making sure the table is stable. Also make sure the voter will have privacy by ensuring the screen is not visible from all areas of the voting room. 4. Plug the open end of the power cord into the slot back of the AUTOMARK. 5. Plug the end of the power cord into the wall outlet, if possible. Use the extension cord ONLY if no wall outlet is reachable. 6. Move the lid latches toward the outer edge to open the lid. Lift the lid flap and rotate it back until it rests on top of the lid. 7. Lift the entire lid away from you into a vertical position. The screen under the lid is now visible. 8. Pull the screen toward you into the upright position. The screen is held in place by tension bearings, which allows it to remain in the upright position. 9. Pull up on the ballot feed tray, then pull it toward you and lower it into position. 10. Plug the headphones into the appropriate headphone jack in the front of the unit. 11. Insert and turn the green key to the middle ON position. NOTE: The screen will remain blank for approximately one minute after the key is turned to ON. The screen will display the Insert Your Ballot notice once the unit is finished downloading the data from the compact flash card. 12. Once the Insert Your Ballot screen appears, remove the key and secure it in the Clear Plastic Zippered Results Bag. The AUTOMARK is now ready for voting. If not, call IMMEDIATELY. Voting With The Automark NOTE: The Election Official should NOT be involved with the VOTE SELECTION PROCESS unless asked by the voter. If asked to help mark a voter s ballot, either hand marking or using the AutoMARK, be sure to FILL OUT Form 228 and place in the clear zipper bag inside the Supply Notebook. FORM

35 There are three modes of voting available on the AUTOMARK : Touch Screen Keypad Sip N Puff (the voter will bring this item with them) A. Voting a ballot using the Touch Screen: Using the ballot for the current election, the voter will insert UNMARKED ballot into the ballot feed tray. The ballot may be inserted in any orientation. The voter may use the selection boxes at the bottom of the screen to access the display options available AND to navigate the ballot. The ZOOM IN/OUT box will change the size of the display font. The HIGH CONTRAST box will change the display between the normal full color view and a high contrast Black & White view. Candidates or Questions Answers are selected by touching the oval/arrow anywhere on the box for that choice. The selection will be highlighted in yellow to confirm the selection. The selection may be changed by simply touching another candidate or answer. When the voter has completed making his/her selections, a SUMMARY OF SELECTIONS screen will be displayed. The voter may then return to any contests needing an edit by touching the appropriate contest or question. Once the voting selections are correct, the voter touches the MARK BALLOT button. The ballot will then be marked and returned to them. The ballot is then placed in the scanner for tabulation, just like any ballot. B. Voting a Ballot Using the Keypad: Headphones should be used to hear the ballot instructions and prompts. Using the ballot for the current election, the voter will insert UNMARKED ballot into the ballot feed tray. The ballot may be inserted in any orientation. The ballot will be identified and the voting instructions will be read. The use of the keypad keys will be explained. The voter then makes their selections for candidates and issues per the instructions. Once all contests are voted, the SUMMARY OF SELECTIONS allows for corrections by using the keypad to scroll through the selections. Once all desired contests are voted, the ballot will be marked by pressing the SELECT key. Once the ballot is marked, it will be returned to the voter. It is then placed in the scanner for tabulation, just like any ballot. C. Voting a Ballot Using the Sip N Puff: The AUTOMARK has a port located on the front of the unit for the ADA Sip N Puff device. THE VOTER WILL SUPPLY THIS DEVICE. All screens can be accessed using the yes and no choices. Special Reminder: Should you experience a scanner or AutoMARK problems any time after the polls open at 6:30 a.m., you must allow voters to vote their ballots. Voted ballots should be placed in the emergency/provisional slot until the equipment issue is resolved. Never, under any circumstances, are voters to be turned away and told to come back later. This is a violation of Ohio law and must never be done. Should you have an equipment issue, check-in voters per the normal voting protocol and call immediately. 35

36 Section 13: M100 Closing 1. Verify that the time is 7:30 p.m. or later and that no voters are waiting in line to vote. 2. Locate the keys found in the Clear Results Bag. 3. Approach the M100/Ballot Box and locate the Key Access Panel situated on the top of the M100 scanner. Remember to close down every M100 within the location. Depress the tab and swing the panel up and back. Insert the Red Key into the lock/switch M100 lock/switch should be at the Vote position Turn the Red Key to the Open/Close Poll position. The following screen will appear on the display. Choose the Close Polls option by pressing the far right button. A results report will print from the M100 for every precinct programmed on the M100. Each results report for each precinct will print twice (in duplicate) one after another. Once the results reports begin to print, some officials may begin to remove the ballots from the ballot box using the instructions provided in the training manual under Closing the Polls. 36

37 Once reports are finished printing, tear the entire report from the M100. The M100 will have printed two sets of results reports. Use the report to complete the Ballot Accounting Chart before proceeding. Be sure to fill out your Ballot Accounting Chart correctly by indicating which M100 results you are recording. At least two election officials of opposite party must review and sign the results tape. Post one copy of each report that prints for the precinct at an exterior entrance to the building, so it is visible from the outside. Place the results report on the inside of the building facing out (if possible) so that it cannot be removed by the public from the outside. If this is not possible, attach the results report in the most visible location at the entrance to the polling location (this can be on the outside of the door). Place the duplicate of that report in the Clear Results bag. Turn the key to the OFF position and remove the Red Key. 37

38 Close the Key Access panel. Insert the Blue Key into the lock for the Counter Access Panel (as shown) Lower the Counter Access panel to expose the M100 Memory card lock. Remove the M100 Memory card security seal and place seal in the Clear Results bag (located within the Red Results bag) Once the seal is removed, pull the black knob to expose the memory card. Lift the access door to expose the memory card. 38

39 Push the button to the right of the memory card slot to release the M100 memory card. Grasp the M100 memory card from the sides of the card and remove the M100 memory card from the M100. Place the M100 memory card in the Clear Results Bag which must be placed in the Red Results bag. Place the security cover back over the top of the M100. The cover should be located in the M100 carrying case. Carefully slide the M100 and disconnect the power cable and pack the power cable in the M100 Carrying Case. Finally, slide the M100 off of the ballot box and place in the M100 Carrying Case. Do not leave the M100 on the ballot box. Follow the step-by-step guide provided in the AutoMark case for shutting down the AutoMark 39

40 Section 14: Supply Pick Up Monday immediately proceding election day, the VLM will arrive at the Board of Elections at a given window of time to receive their supplies for the following day. Arriving Upon arriving at the board, you will pull into one of two lanes. There you will stay in your car and a member of the Board staff will bring the below list of supplies to your car. We will update your cell phone number and verify your drivers license prior to loading your car. Supplies: Ballots 1 blue bag per precinct at the location o The bags will be sealed prior to leaving the Board of Elections, this seal is to be recordered Tuesday morning upon opening the bags for the first time. Supplies 1 or 2 large orange bags. The VLM is instructed to inventory this bag prior to arriving at the location on Tuesday morning. o These bags will contain all paperwork, stickers, pens, electrical cords and other supplies. Please compare your supplies with the list you have in your expanding file. epollbooks 1 black case which will be sealed when leaving the Board of Elections. Please record this seal number prior to opening it Tuesday morning at your location. 40

41 Section 15: Dropping Off Supplies Election Night On election night after you have completed steps 1-10 in closing of the polls, the equipment stored properly and the location has been cleaned up from the days use the VLM AND a member of the opposite party will bring back all of the supplies that the VLM picked up on Monday night including the M100 memory cards. Supplies to be dropped off: Ballots 1 blue bag per precinct at the location o You will need to seal the bags prior to leaving the voting location, this seal is to be recordered Tuesday night on the back of the Ballot Accounting Chart. Supplies 1 or 2 large orange bags. The VLM is instructed to inventory and pack this bag prior to leaving the location on Tuesday night and while applying a seal and recording it on the back of the Ballot Accounting Chart. o These bags will contain all unused paperwork, stickers, pens, electrical cords and other supplies. Please compare your supplies with the list you have in your expanding file. epollbooks 1 black case which will be sealed prior to leaving the voting location. Please record this seal number prior to leaving Tuesday night on the back of the Ballot Accounting Chart Red Results Bag will contain the following and sealed prior to leaving the voting location on Tuesday night: Clear Results Bag M100 Memory Card(s) one for each M100 in the location M100 Zero Report(s) M100 Result Report(s) Broken/unused locks Unused name badges Equipment keys Clear - Forms Zipper Pouch Voter Registration Forms Notice of Name Change forms Election Day Incident Report Logs Voting Unit Event Logs Challenge Forms (10-U or 10-W) Recruitment Cards Complaint Forms Curbside voter worksheets Other completed forms as necessary Manila Return Envelope Ballot Accounting Chart Oath/Payroll Incident Report Logs Other Envelopes Soiled and Defaced Envelope(s) Unprocessed Ballot Envelope(s) Yellow Provisional Voter Envelopes containing voted ballots Curbside Ballot Envelopes (voted ballots only) 17 year-old Envelopes (voted ballots only - if applicable) Write-in Ballot Envelopes (voted ballots only - if applicable) 41

42 Section 16: Glossary This glossary defines the most common election terms used by Election Officials and Board of Elections employees. AMERICANS WITH DISABILITIES ACT (ADA): The Americans with Disabilities Act (ADA) is a federal law that ensures that Americans with disabilities have equal access to public services and facilities. A provision of the ADA requires that persons with disabilities have equal access to polling locations and the voting process. ASSISTED VOTER: Voters may ask for assistance in marking the ballot because of blindness, disability, or illiteracy. Assisted Voters may have a person of their choice or two precinct election officials (each from a different political party) assist them. The only people who cannot assist a voter are the voter s employer, an agent of the voter s employer, an officer or agent of the voter s union, or a candidate who is on the ballot. (R.C ) ATTORNEY:IN:FACT: Different from a person with a power of attorney, it is a person, not necessarily an attorney, of the voter s choice, designated with the board of elections prior to Election Day, who may sign all election:related documents on behalf of the voter, but signing must be done in the voter s presence. (R.C ) AutoMARK : The AutoMARK ballot marking system provides autonomy to voters who are blind, visually impaired, or have a disability or condition that makes it difficult to traditionally mark a ballot. BALLOT: A paper ballot used to record the contests specific to the precinct for its registered electors BALLOT BOX: Location in which ballots are securly stored with in the location. The M100 scanner is placed on top of the ballot box. BALLOT STUB: The small portion of the Ballot pad where the pad is stapled. The stapled ballot stubs are all that remain of the ballot pad after all the ballots have been provided to the voter. The ballot stub also contains the Ballot Stub Nunber. BOARD OF ELECTIONS: More commonly refered to as the BOE. ELECTIONEERING : Electioneering is attempting to persuade people to vote for or against a certain candidate or issue. Activities may include, but are not limited to, the display or distribution of political badges, t:shirts, buttons, literature, newspapers or magazines with political covers, hats, stickers, pins, bags, and so on. Electioneering is prohibited at polling locations within 100 feet of the entrance and within 10 feet of voters waiting in line, if the line extends past the 100 feet. EXIT POLLING : A series of questions asked of voters by members of the media or pollsters after the voters have voted. Exit polling must be done in an area that does not impede the flow of voters or interfere with the voting process, but pollsters may be within 100 feet of the entrance to the polling place. FEDERAL ELECTION : Any primary or general election at which a candidate for president, presidential delegates to a party s nominating convention, U.S. Senator, and/or representatives to Congress are elected or nominated; primary and general elections in even:numbers years. M100: The M100 precinct:based ballot scanner and vote tabulator employs Intelligent Mark Recognition (IMR), an advanced visible:light scanning technology, to ensure efficiency and accuracy when reading voters' mark on ballots. OATH/PAYROLL SHEET : All precinct election officials must complete and sign the Oath/Payroll sheet before opening the polls. The voting location manager must sign before workers can be paid. (R.C ) 42

43 OBSERVER : A person who is officially appointed to observe the election by a political party, five or more candidates, or a ballot issue committee recognized by the board of elections pursuant to law as supporting or opposing a ballot issue. The person is allowed to observe in the voting location. Notice of a person s appointment as an observer must be filed with the board of elections no later than 11 days prior to Election Day. The observer must present a copy of the certificate of appointment to the precinct election official in order to be permitted to observe in a polling location. (R.C ) OHIO REVISED CODE : The Ohio Revised Code (R.C.) contains all acts passed by the Ohio General Assembly and signed by the Governor or that became law under the Ohio Constitution without the Governor s signature. Title 35 of the Ohio Revised Code contains the main provisions of Ohio law dealing with elections. PRECINCT: a defined geographic boundary that determines which contests are on the ballot for the voters in that area. PROVISIONAL BALLOT : A ballot given to a voter who claims to be properly registered to vote and whose qualification to vote cannot be immediately established at the precinct voting location. The provisional ballot identification envelopes (Form 12:B) completed by voters are returned to the board of elections office for review and verification after the polls close. (R.C ; R.C ) PROVISIONAL VOTER: Voter whose eleigability to vote in the precinct cannot be established by the Election Officials at the Precinct on Election Day. SAMPLE BALLOT : A duplicate copy of the official ballot for each precinct, which is provided to each voting location and is to be posted prominently for voters to view. SERVICE ANIMAL: Animals that are trained to perform tasks for people with disabilities, such as guiding people who have visual impairments, alerting people who are hearing:impaired, pulling wheelchairs, alerting and protecting a person who is having a seizure, or performing other special tasks. Service animals are working animals, not pets. SOILED and DEFACED: A ballot provided that has been damaged or on which a voter has made a mistake. It must be marked Soiled and placed in the Soiled and Defaced envelope. No voter may be issued more than 3 ballots. UNPROCESSED BALLOT: A ballot that was unprocessed throught the M100 by the VOTER at the polls on Election Day. Ballot must be placed in the Unprocessed Ballot Envelope for processing at the BOE by the Board. VOTER REGISTRATION FORM: A form used by a U.S. citizen to register to vote in an election. An individual must complete the form and mail or deliver it to the board of elections 30 days before the election in order to be eligible to vote in that election. (R.C ) VOTING INSTRUCTIONS: Information for the voter about when and how to cast his or her ballot and to whom he or she may turn if he or she feels his or her right to vote has been infringed. VOTING LOCATION MANAGER: One of the four precinct election officials who is appointed by the county board of elections to be responsible for correctly running the election in the voting location manager s assigned precinct polling place and for qualifying voters, documenting procedures, preparing election records and returns at the end of the day, and transporting with a precinct election official (or employee or appointee of the board of elections) of a different political party the election supplies, materials, and/or ballots back to the board of elections after the polls close. Formerly known as Presiding Judge. WRITE-IN CANDIDATE: A candidate officially certified to be a write:in candidate by the board of elections. The candidate s name does not appear on the ballot, but he or she is eligible to receive votes when a voter writes the candidate s name in the space provided on the ballot. (R.C ) If a precinct contains any qualified write:in candidates, then there will be a write:in candidate envelope in your supplies on Election Day. 43

44 Office Hours: 8:00am 4:30pm Monday through Friday *Normal office hours will be adjusted during in-person absentee voting. Street Address: 3130 E Main St Springfield, OH Phone: elections@clarkcountyohio.gov 44 Revised 3/17 Mailing Address: P.O.Box 1766 Springfield, OH 45501

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