Prince William County Election Officer Manual. November 5, 2013 General Election

Transcription

1 Prince William County Election Officer Manual November 5, 2013 General Election 1

2 PRIOR TO ELECTION DAY CHECKLIST Ensure you have no appointments on Election Day. If you do, please reschedule them. Any Officers who call out or do not show up, place undue hardship on their fellow Officers. A replacement is not always available. Sign up and attend a training class. Contact your Chief Officer if they have not contacted you. Let them know that you plan to serve and discuss the precinct s Election Day plan. If you are unable to contact your Chief or Assistant Chief Officer, call Jessica Coe at Review your Election Officer manual Review training materials online at Pack all food, drinks, reading materials, phone chargers, medications, etc. that you may need for the day. Go to bed early. 2

3 Table of Contents Before Election Day Checklist... 2 Table of Contents... 3 Reference Materials What s On the Ballot?... 6 Acceptable Voter ID Glossary of Terms Election Day Procedures General Reminders Before the Polls Open Polls are open Polls are closed Statement of Results (SOR) Directions SOR (sample) Call In Sheet (sample) Provisional Ballots Provisional Ballot Instructions Provisional Flowchart Provisional log, envelopes, information sheet, and notices (sample) Additional Notes

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5 Reference Guide What s on the Ballot? Acceptable Voter Identification Glossary of Terms 5

6 What s on the Ballot? November 5, 2013: General Election State Offices (4 Year Term) Governor: Terry McAuliffe-D Kenneth T. Cuccinelli II-R Robert C. Sarvis-L Lt. Governor: Ralph Northam-D E.W. Jackson-R Attorney General: Mark Herring-D Mark D. Obenshain-R Virginia House of Delegates (2 Year Term) 2nd District: Michael T. Futrell-D *L. Mark Dudenhefer-R 13th District: Atif M. Qarni-D *Robert G. "Bob" Marshall-R 31st District: Jeremy S. McPike-D *L. Scott Lingamfelter-R 40th District: Jerry L. Foltz-D *Timothy D. "Tim" Hugo-R Woodbridge School Board Member (conducted in all precincts in the Woodbridge District: ) *Steven Keen Loree Y. Williams Occoquan Town Council (conducted in the Occoquan Precinct, for Town residents only) *Barry G. Dean Joseph E. McGuire Jr. 50th District: Richard A. Cabellos-D *Jackson Hunter Miller-R 51st District: R. Reed Heddleston-D *Richard L. Anderson-R 52nd District: *Luke E. Torian-D 87th District: John J. Bell-D *David I. Ramadan-R (incumbent noted by *) 6

7 Voter Identification All voters will be asked to show one form of identification. Any voter who does not have identification required by state or federal law must vote a provisional ballot. Identification Virginia HAVA Photo IDs (Also see below for student IDs and Driver s License photo IDs) Photo IDs Current and valid** photo ID Government-issued ID card from federal, VA, or local subdivision (including political subdivisions) Yes, if issued by government, employer, or institute of higher education in VA. DMV-Issued Photo ID Card Yes Yes Tribal enrollment or other tribal ID Yes, if issued by one of 11 Yes tribes recognized by VA.*** US Passport or Passport Card Yes Yes Valid** employee ID card issued by voter s employer in ordinary course of business (public or private employer) Yes Yes Credit card displaying photograph No Yes Membership card from private organization No Yes Military ID Yes Yes Nursing home resident ID Non-Photo ID Card or Document Non-photo ID card or document Yes Yes, if issued by government facility. Virginia Voter Registration Card Yes Yes, if it displays current* name and address. Bank statement with current* name and Yes Yes address (includes credit card statement, credit union statement) Birth certificate Yes, if issued by state, No federal, or local government entity. Government check with current* name and Yes Yes address Government-issued ID card from federal, VA, or local political subdivision Yes Yes, if it displays current* name and address. Medicare Card Yes No Medicaid Card Yes No Membership card from private organization No No Paycheck with current* name and address Yes Yes Social Security Card Yes No Tribal enrollment or other tribal ID Yes, if issued by one of 11 tribes recognized by VA.*** Yes Yes Yes Yes, if issued by one of 11 tribes recognized by VA and displays current* name and address.*** US Selective Service Card Yes Yes, if it displays current* name and address. Utility bill with current* name and address Yes Yes Vehicle insurance card No No Virginia Concealed Handgun Permit Yes Yes, if it displays current* name and address. Virginia Motor Vehicle Registration Yes Yes, if it displays current* name and address. Virginia real estate tax assessment statement No Yes, if it displays voter s current* name and address. Nursing home resident ID Yes, if issued by government facility. Yes, if issued by government facility and displays current* name and address. SBE 9/18/12 7

8 Student IDs Student IDs Identification Virginia HAVA Valid** student ID issued by a public or private school located in VA displaying photo Valid** student ID issued by a public or private school outside of VA displaying photo Valid** student ID issued by a public or private school in VA with voter name and address Valid** student ID issued by a public or private school outside of VA with voter name and address Virginia public university letter to student at student s residential address Yes No Yes Driver s License or DMV-Issued Photo ID Card Driver s License or nonoperating state identification Valid** Virginia Driver s License or DMVissued Photo ID Virginia Driver s License expired within 30 days of election Virginia Driver s License expired more than 30 days before election Valid** out-of-state driver s license No Yes No No Yes Yes No Yes Yes Yes, if it displays current* name and address. No Yes Yes Yes No HAVA requirements: 42 USC 15483(b)(2); Va. Code (E) a current and valid photo identification; or a copy of a current utility bill, bank statement, government check, paycheck or other government document that shows the name and address of the voter. Virginia requirements: Va. Code (B) his Commonwealth of Virginia voter registration card; his social security card; his valid Virginia driver's license; concealed handgun permit; or any other identification card issued by a government agency of the Commonwealth, one of its political subdivisions, or the United States; any valid student identification card issued by any institution of higher education located in the Commonwealth of Virginia; any valid employee identification card containing a photograph of the voter and issued by an employer of the voter in the ordinary course of the employer's business; or a copy of a current utility bill, bank statement, government check, or paycheck that shows the name and address of the voter. * Address on ID must match voter s residence or mailing address in voter record. ** Valid = the document is unexpired or expired within the 30 days prior to the election. *** Political subdivisions include recognized Indian tribes and governmental divisions with authority to make rules and regulations having force of law. See Va. Code , Eleven tribes are: Cheroenhaka (Nottoway), Chickahominy, Eastern Chickahominy, Mattaponi, Monacan, Nansemond, Nottoway of Virginia, Pamunkey, Patawomeck, Rappahannock, & Upper Mattaponi. SBE 9/18/12 8

9 Glossary of Terms for Election Officers (and Explanation of Forms and Supplies) AB list- Absentee voter list. A report of voters who applied for absentee ballots. Also indicates when and if the ballot was returned. Not posted, but kept near Chief in case needed during the day. Activation (voter) Card- A plastic card programmed by card activator given to voter to activate ballot on touch screen machine. These may not be used in every election. Affirmation of Eligibility- Form completed by a voter when there is a special annotation on the EPB (the voter must complete the form before being allowed to vote): Address Confirmation status when the voter did not move a voter who is challenged by an officer or another voter a voter whose name is omitted from the EPB in error (Registrar must approve this) a voter who is marked as having already voted Ballot Bag- The bag used to hold all voted paper ballots, including Provisional and Outside Polls ballots. Must remain locked during the day using nylon tie provided. Cage- Used to store voting machines, card activator, EPBs, lap top, and other precinct equipment. CAP- Central Absentee Precinct where absentee ballots are counted and processed on Election Day (except Town Elections). Card activator- Machine used to program ballots onto voter activation cards which are used for voting on EDGE touch screen voting machines. Comment Forms- May be used by voter/election officer. (Place completed form in Env 8). Consolidation Tape- The final tape run at the end of the day that shows the total votes recorded on all the machines for the election for that precinct. Congressional Districts (CD)- PWC is divided into 3 different CD s: 1 st, 10 th, and 11 th ; each is represented by a member of the US House of Representatives. The CD affects a moved voter s eligibility or ineligibility to vote, refer to What Ifs. Curbside Voting- A voting method used by voters age 65 or older, or with a physical disability, who may vote at the polls from the convenience of their vehicle. Also see OP (Outside Polls). Disenfranchised- Deprived of the rights of citizenship, especially the right to vote. DRE Voting System- Direct Recording Electronic (Touch Screen) Machine. EAC- Election Assistance Commission EDGE- The name of the Touch Screen Voting Machine used by PWC Election Return Envelopes- Pre-numbered envelopes designated for specific official items (listed on the outside) from the election. Envelopes 1-7 must be sealed with a label signed by election officers and dated. Election Day Guide (EDG)- A multi-paged check off list and set of instructions for election officers which include duties from before polls open through the end of the day. 9

10 Electronic Pollbook (EPB)- Lap top computer set up as Pollbook, with alphabetical list of all registered voters in a precinct. Federal Election- A primary, special or general national election (US Senate, US House of Representatives or Presidential), held in even numbered years. Fled Voter- A voter who left before casting his ballot on the voting machine. Must be cancelled by the Chief and one other officer and recorded on the SOR. FPCA- Federal Post Card Application -Serves as a voter registration application and absentee ballot request for military and overseas voters. General Election A regularly scheduled November election (also May Town Elections). HAVA- (Help America Vote Act) a Federal election law incepted in 2002 due to the problems of the 2000 Presidential election in Florida. First-time voters (in a federal election who registered by mail after January 1, 2003) are required to present a federal-approved ID before voting. The voters are designated in the EPB by an H and a pop-up message stating that an ID is required; specifics are included in the What-Ifs and a poster of approved IDs is included with supplies. IDs- There are 2 different listings (posters) of IDs used in elections: VA required IDs are used in non-federal (local and Virginia) elections; Federal laws require specific IDs in federal elections and apply to those voters marked with an H (HAVA requirement) in the EPB. Also listed in the What-Ifs. Incident Report- Used to record any injury or special happening at polls which will require General Registrar/Electoral Board follow up. Place completed forms into Env. 8. Lap Top- An additional lap top computer used only to verify if a person is registered to vote in PWC or in surrounding regional areas. Also contains the list of PWC streets with Congressional Districts. Not used in every election; mostly replaced by EPBs. Notification of Death- Completed by family member or election officer. Place completed form into Env 8. Oath Form for Officers of Election: Form containing the official oath taken and signed by each election officer prior to serving on Election Day. Outside Polls Voter (OP)- (aka Curbside Voter) An elderly or disabled voter who requests that an election officer bring a paper ballot outside to the car so he/she may vote. The voter is marked in EPB with OP. (Set voter flag to OP). This ballot is counted in a separate category at the end of the day. Outside Polls Voter Envelope- Envelope taken to outside polls/curbside voter along with the ballot. Voter places ballot inside and seals this envelope. It is put into ballot bag until end of day when the ballot is counted. Paper Ballot Worksheet- (This is part of the SOR) Form used in processing the count of the paper ballots. Paper Ballots- Official ballots given to each polling place for use if ALL machines are inoperable, for outside polls voters, and for provisional voters. Pollbook (PB)- Alphabetical list of all registered voters in a precinct. Now provided on a lap top computer, the Electronic Pollbook (EPB). Prohibited Area Poster- Sign posted on each public entrance door to building and, if possible, in the voting room. 10

11 Protective Counter Number- The up to-date count of total voters who have ever voted on a voting machine (each DRE has a read-out of Public and Protective Counter Numbers). Provisional Vote- A vote that is cast on a paper ballot because the voter does not have identification, is already checked in on the pollbook, is not on the Pollbook, or for other reasons listed on the Provisional Vote envelope. These paper ballots are placed in the ballot bag but not counted at the precinct; they are reviewed after the election by the Electoral Board to determine if voter is qualified to vote. Public Counter Number- The total number of voters who have voted on the machine in that election. Should always be zero before polls open. Request for Assistance Form- Used by voters needing help in voting on machine or paper ballot. Both the voter (unless blind) and assistant must sign. Anyone 15 years of age or younger does not need to complete an Assistance form and may go behind the machine with the voter. Results Tape- A tape run at the end of the day to show the candidate (issue) totals from each machine for the election. Results Call-In Sheet- Document used to record the total number of votes cast per candidate/office/issue in each precinct (including the number of provisional ballots). Totals from this sheet (the results ) are called in to main office on election night. Sample Machine Ballots- Enlarged version of actual ballot for the election. Two must be posted at each precinct in a conspicuous place for voters to view prior to checking in at Pollbook table. Signature Verification Checklist- A chart listing ALL documents requiring signatures of officers. Each officer s name is written by a number and as that officer signs each document (in number order) a check is marked for that document. SOR- Statement of Results- The official record of your precinct s Election Day results and explanations of discrepancies and situations. All officers must sign all copies. Telephone Log- Form used by Chief to record all conversations with office staff regarding voter problems and situations at the polling place. VCM- Voter Changed Mind. A voter changes his mind regarding the primary in which he wishes to vote (applies to elections with Dual Primaries only). VERIS- Virginia Election and Registration Information System: Statewide system that is used for registering voters and to manage all information regarding elections. VRA- Voting Rights Act: Codifies the 15 th Amendment s guarantee that no person shall be denied the right to vote on account of race or color. Voided Machine Vote- The Chief Officer cancels the vote of a Fled Voter and marks it on the SOR to reconcile the Pollbook count. Voting Permit- Permit card issued to qualified voter after being recorded into EPB. Voter then gives the permit to the Card Activator Officer in exchange for a ballot activation card to then vote on machine. Pollbook Officer may issue activation card if permits are not used in your precinct. 11

12 What-Ifs- A quick reference to 20+ different problems with detailed explanations and action to take. Also includes explanation of symbols and abbreviations. What-If Condensed Chart- A single-page document itemizing each of the 20+ different problems in a chart format. This form is attached to the front of the What-If detailed version. What-If Flow Chart- A single-page document covering the moved rules in a comprehensive flow chart. Write-In Certification- Official document completed by Election Officer at end of day to record only those write-in votes cast on Paper Ballots. If none, write No Paper Ballot Write-Ins across sheet. Write-Ins are not permitted in Primary Elections. Zero tape- Machine tape printed before anyone votes on machine to show that the Public Counter Number was zero on the machine before polls opened. Three copies are printed per machine and by the Chief and one other Officer. The first copy is posted near the machine. The other two are left on machine until the end of the day. At the end of the day, one Zero tape from each machine is attached to each copy of the SOR and the Yellow Printed Return Sheet. 12

13 Election Day Procedures Before the Polls Open Polls are Open Polls are Closed 13

14 OFFICERS ELECTION DAY GENERAL REMINDERS Please remember Voters are allowed to take Sample Ballot Guides and Campaign Material with them into the voting booth. 1. Arrive at assigned polling place no later than 5 a.m. on Election Day. 2. You may not leave the precinct on Election Day until all closing duties are complete. 3. Any Officer working in his/her home precinct may vote there on Election Day. If you are working outside your home precinct, and wish to vote, you must vote absentee. 4. Voters are first! Please limit conversations and remember family and friends should not be visiting. 5. Be helpful, courteous, and professional with your coworkers and voters. A genuine smile will go a long way to diffuse tensions. 6. Continuously observe the polling area. 7. Do not eat at the pollbook desk or near any voting equipment. 8. Strictly adhere to the required 6 a.m. opening and 7 p.m. closing times. 9. Voters in line at 7 p.m. must be allowed to vote. 10. All Election Officers must check and sign both copies of the Statement of Results (SOR). REMINDER: Candidate apparel and buttons may be worn in the polling place by voters, but not by Election Officers. Sample ballots may be taken into the polling place by a voter but cannot be distributed and must not be left inside polling place. 14

15 Before the Polls Open Arrive at polling place no later than 5 am and be prepared to set up the polling place by 6 am. Chief administers the Oath of Office to all Election Officers. All Officer MUST sign the Oath. You will be assigned to one of the following teams: Team 1: Voting Equipment This team MUST follow the instructions in the Voting Machine Manual. The manual is located with the Election Day precinct supplies and can be referenced prior to Election Day, online at Basic Responsibilities Include: Follow the instructions in the voting machine manual to setup equipment. Immediately report unsealed equipment to the General Registrar. Verify by initialing on Part B of the SOR, that each machine s serial and seal, and protective and public counter numbers, and the numbers on the 7 Envelope match. Print and sign zero tapes; post one on the wall and leave 2 on each machine. Verify ballot on machine matches sample ballot. Connect the audio equipment to one machine for sight impaired voters. Voting machines are ready to vote on by 6 a.m. Team 2 - Electronic Pollbooks (EPBs) This team MUST follow the instructions in the EPB Manual. The manual is located in the navy blue EPB bag and can be referenced prior to Election Day, online at Basic Responsibilities Include: Set up tables for the EPBs. Follow the instructions in the EPB manual to setup the equipment. Review Summary Screen and complete Summary Screen Report forms. Verify the Absentee Voters on the final Absentee List are identified on EPBs. Call the General Registrar s office if there are any discrepancies. DO NOT post the AB List, but make it available for public inspection (by any person) upon request. Team 3-Set up Polling Room This team MUST follow the Chief instructions. Arrange tables and chairs for best flow of traffic. Place tables at least 4 feet from the voting machines and booths. Determine where Card Activator, if using, should be placed. Place a table and chair in a suitable location for paper ballot voters. Place tables for forms, food, envelopes, etc. Confirm the number of paper ballots on hand equals the number of ballots provided by the Electoral Board, and enter on SOR, Section A (confirm that ballots are for your precinct and match your sample ballots). 15

16 Ensure emergency ballot bag is available, emptied, and locked. Position in an obvious but secure location Post all Signs The Signs for Posting envelope includes the chart, Signs and their Posting Locations Open the polls Verify the correct time and check time on all voting machines, card activator and electronic pollbooks. At 6 a.m. the Chief will announce outside The polls are open. 16

17 Polls are Open: People and Functions in the Polling Place Chief and Assistant Chief Officers: The Chief oversees the procedures and functions of the precinct: Election Officers, voter issues, supplies and equipment, and interacts with the Registrar s Office. The Assistant Chief assists the Chief in these duties and can step in for the Chief as needed. Second Assistant Chief Officers: Assists the Chief and Assistant Chief. Pollbook Officer Pollbook Officers confirm voters are in the right precinct and are eligible to vote. After a voter is completely checked in on the EPB, Pollbook Officers give voters voting permits or activator cards for the voting machines. Card Activator Officer The Card Activator Officer will program an activator card to be used by the voter to operate the voting machine. Voting Machine Officer Direct the voter to an available voting machine; offer directions for using the machine and answers questions. Once the voter has voted, collect the Activator Card and give the voter an I Voted sticker. Greeter Officer For larger elections a greeter should be posted inside the entrance to the polling place. The greeter will provide voters with sample ballots and ensure they have identification ready for the EPB table. Student Pages (High School Senior Government Students) During November Elections, Student Pages may be available. The Pages cannot operate the voting equipment or use the Pollbooks, but they can help direct voters and answer general questions. They can be used to greet voters as they arrive in the polling place. Pages may: o help with setting up the polling place and cleaning up after the election. o use street file information to verify precincts (especially after redistricting). o distribute sample ballots and I Voted stickers. Poll Watchers Authorized Representatives Authorized Representatives must present a letter or authorization signed by a candidate or party chairman in order to stay inside the polling place. There are specific rules which apply to an Authorized Representative. Bystanders After the polls close, the Chief can announce that Bystanders may be allowed into the polling place to witness the counting of votes. Any bystanders will complete a Bystander form and must agree to remain inside the polling place until the process is complete. 17

18 POLLBOOK OFFICER The Electronic Pollbook (EPB) is the official record of registered voters in the precinct. Absentee Ballot Applicant List (AB List, given to the Chief Officer with supplies) is a record of voters issued absentee ballots before Election Day. Before the polls open, verify that all names on this list are marked as A/B in the Electronic Pollbook. BASIC PROCEDURES TO PROCESS VOTERS All voters are required to show a valid ID and meet certain requirements to be eligible to vote. (If the voter does not have acceptable ID they must vote a Provisional Ballot.) The voter must reside, and be registered to vote in your precinct. The voter must present a valid ID. The voter must state his/her full legal name and residence address. The Pollbook Officer asks for ID and repeats full name and address back to voter. (The address on the ID, DOES NOT have to match the pollbook, but the address the voter states DOES have to match the pollbook.) The voter s name is located in the EPB. The voter is checked in. Once the voter is completely checked in, the Officer hands the correct voting permit to the voter. CHECKING IN A VOTER ON THE EPB Voters are found in the EPB using the Search Bar at the top of the screen. Search for a voter using last name,first name Less is more when searching. Ex: If you are looking for Chester Alan Arthur. Type A,CH and all the voters with a last name starting with A and a first name starting with CH will appear. Once the voter s name is located, double click on the name to bring up the voter record. The voter s name is verified and the district is checked to ensure the voter is given the correct voting permit. The voter presents ID and state his/her full name and address and the Election Officer states it back to the voter. The voter can now be checked in by clicking Check Voter In 18

19 After clicking Check Voter In a confirmation screen will appear. Verify again this is the correct voter. (If you are in a split precinct please note the Congressional District in order to hand the voter the correct Voting Permit.) After verifying you must click Confirm to completely check in the voter. Once the bar across the voter s name turns red, hand the voter a Voting Permit and direct them to the Activator table. (Note since this manual is printed in black and white the gray bar signifies red.) Click the Clear button, in the top right corner, to start searching for the next voter. ELECTION DAY FLAGS: (The Chief will perform these functions.) IF... Voter votes outside the polls... Voter is required to sign the Affirmation of Identity statement... Voter is required to vote a paper ballot because of an emergency. (voting machines are inoperable) Flag Set As Click OP Click S Click P SEND THE VOTER TO THE CHIEF if The voter message shows something other than Ready to Check In (See Voter Messages on next page.) You cannot find the voter in the EPB. (Never turn a voter away). The voter does not have a valid ID. The voter needs to update their voter registration. The voter s name is marked as already voted 19

20 Electronic Poll Book Voter Messages updated9/18/13 Voter Message EPB Officer s Action Chief s Action Voter is Registered and Eligible! N/A Check them in! If voter has ID from HAVA list check in normally. If no HAVA ID Send to Chief! Follow Condensed What-Ifs? #1&2 for ID requirements. Without HAVA ID they vote provisionally. Voter was issued an Absentee ballot. Send to Chief! Allow voter to vote provisionally; if they bring their spoiled ballot allow them to vote on machine. Voter s Absentee vote was already counted. Send to Chief! Voter s Absentee ballot was already received. Send to Chief! Voter Requires Affirmation of Eligibility after Address Confirmation Send to Chief! Voter was previously registered as an overseas voter Send to Chief! Voter was previously registered overseas for federal elections Send to Chief! Voter approved to register at P.O. Box. Check in normally. Voter was previously checked in. Send to Chief! Voter is Registered in Another Precinct! Send to Chief! Explain they have already cast a ballot, call office if needed. Explain they have already voted, call office if needed. Follow Condensed What-Ifs? 3-7. Voter Must complete Affirmation of Eligibility form. Voter must complete new VRA; Follow Condensed What-Ifs? 3-7 if they have also moved. Voter must complete new VRA; Follow Condensed What-Ifs? 3-7 if they have also moved. If eligible Votes Federal Only Ballot. N/A Follow Condensed What-If 14. Voter must vote Provisional Ballot Inform them of where they are Eligible to Vote, call office if needed. 20

21 CARD ACTIVATOR OFFICER To be able to issue correct ballots, the Card Activator Officer must be familiar with the type of voting permits and ballot styles. EQUIPMENT Card Activator Unit (Programmable) Voter Cards Basket To Hold Voter Cards Voting Permits (from voters) The voter is handed a Voting Permit after check in at the pollbook table is complete. The voter brings the permit to the Card Activator Officer. Using the Activator, the Officer programs a voter card based on the type of permit given to him by the voter. PROCEDURES After receiving the Voting Permit from the voter, activate a Voter Card as follows: Insert a voter card into the top slot of the activator with the arrow on the card pointed down Press the card down until it clicks into place The Card Activator LCD message: Enter Ballot Code Press the designated number on the Activator keypad that matches the Voting Permit. When multiple ballots are required for an election, the Card Activator legend will match the Voting Permits. LCD Message: OK? Press YES LOOK before pressing YES: Verify the correct Code was selected before pressing YES If the wrong code is displayed, then hit NO or EJECT and start again. Message: Activate Card Now? Press YES AGAIN The card will eject. [Card is now activated with voter s ballot] Hand the activated (voter) card to voter Send voter to a Machine Officer NOTE: Card becomes inactivate after the voter has cast his ballot. Card also deactivates after 30 minutes of non-use. The Voting Machine Officer recycles used cards back to Card Activator Officer and voting permits back to Pollbook Officer. If a voter claims that the Voter Card will not work, or that the ballot is wrong, check the status of the Voter Card before issuing the voter a new card. See Activator Instructions. Insert the questionable Voter Card into the Card Activator as if programming a new card. Press the STATUS button and the LCD display will indicate which ballot was programmed on the card and the time that the last vote was cast. Verify the current time and report the status to the Chief for a determination of whether or not to issue a new Voter Card to this voter. 21

22 VOTING MACHINE OFFICER Equipment and materials Sample Machine Ballots Voting Machine Screen Shots Assistance Forms Voting machines (position all voting machines so that the screen cannot be seen by Officers or other voters). EDGE Voting Machine Manual Unsharpened Pencils I Voted Stickers Voters are permitted to take sample ballot guides and campaign material with them into the voting booth. Minor children age 15 or younger may accompany parent inside voting booth. For more instruction, please refer to the Voting Machine Manual. 1. Direct Voter to next available machine. Remind voters that they may ask for instructions or assistance at any time. 2. Instruct voter to insert card with arrow facing up into yellow slot as far as it will go. If using manual activation (no card activator), collect voting permit from voter. Activate ballot for voter by pressing yellow button in back of machine. (Refer to Voting Machine Manual) 3. Remind voters that they may ask for assistance at any time, but must complete Request for Assistance form if the person providing assistance will see the official ballot choice. 4. Remind voters to confirm choices and to press Cast Ballot box to ensure vote is cast. 5. If voters ask about write-in votes, tell them to touch the write-in button selection and a soft keyboard will appear on the screen which is used to type in the write-in candidate s name. 6. Stand near the voting machine to be readily available to assist voters, but do not invade their privacy. 7. Collect voter card, issue an I Voted sticker. Recycle voter cards/voting permits. 8. As soon as voter leaves machine, verify that the vote was cast. If the voter s ballot was not cast and the voter has walked away, try to locate voter to come back to the machine to complete casting his ballot. Only the voter may cast his own ballot. If he cannot be located, call the Chief Officer and do not allow anyone to use the machine until the Chief has noted the uncast ballot. The Chief Officer and another officer (preferably of the other political party) together will cancel the ballot by ejecting activator card (turn machine power off, then back on) and write up the situation on the SOR, Part C- 2 and Part F. 22

23 9. Remove any extraneous materials. 10. Clean and Calibrate screens every two hours or as needed. If Voter Requests Assistance in Voting Instructions inside voting machine Direct the voter s attention to the instructions on the privacy flaps of the voting machine (one side in English and the other in Spanish). If a voter requests further instruction on using the voting equipment: Two officers, from different political parties if possible, may enter the booth with voter. Explain to the voter how to use the voting equipment. (may use sample ballot to do so) Do not, in any manner, indicate how the voter should vote; leave the booth so the voter may vote in secret. ( ) If voter requires assistance voting the ballot: (Handled by Chief Officer) Ask voter and assistant to complete a Request for Assistance Form. An Officer may be the assistant if requested. If voter is blind, follow the special instructions on the bottom of Request for Assistance form. Blind Voter: If assistance is requested, the blind voter is NOT required to sign the Request for Assistance form. The person assisting the blind voter IS required to sign form. Voter Unable to Sign Write on voter s signature line (Section A) Voter Unable to Sign; then print voter s name; have assistant sign and print name and address in section B. Fled Voter If an Election Officer finds a Non-Cast ballot on the voting machine (a voter left without pressing the CAST BALLOT button) this is considered a Fled Voter. The Election Officer is not allowed to press the CAST BALLOT button, but must try to find the voter who did not complete the voting process. Also refer to Voting Machine Manual, Appendix C for more instructions. If the voter can be located, have the voter return to the voting machine and complete the ballot. ONLY THE VOTER CAN CAST HIS BALLOT If voter has vacated the polling place and cannot be located, the Chief or Assistant Chief and one other officer (preferably of a different political party) inspect the machine and CANCEL THE BALLOT by doing the following: Power voting machine off. Card will pop out. Wait a few seconds, power machine back on. Chief Officer documents on Statement of Results (SOR) in Part F Explanations. At end of day, these voters are recorded in Part C-2 of SOR. 23

24 Officers of Election Qualified Voters offering to vote and persons assisting them at their request A law change (effective 7/2009) allows a person who approaches or enters the polling place for the purpose of voting to wear a shirt, hat, or other apparel, or a sticker or button attached to his apparel, on which a candidate's name or a political slogan appears. [see (K)] Candidates may enter to vote or visit (but not to campaign) for no longer than ten (10) minutes per day per polling place Minors age 15 or younger accompanying a parent (may also enter voting booth with parent) Any member or authorized representative of the Electoral Board Any member or authorized representative of the State Board of Elections Any authorized party representative (See below for details) Any authorized candidate representative (See below for details) Voting equipment custodians News media representatives [see (J)] for permitted activities and limitations) Neutral observers or others as authorized in writing by Electoral Board [see (I)] High school election pages PERSONS ALLOWED INSIDE POLLING PLACE Minors voting in a simulated election [see (G)] ACTIVITIES PROHIBITED INSIDE POLLING PLACE CAMPAIGNING is NOT permitted by anyone inside the polling place No person may give, tender, or exhibit any ballot, ticket, or other campaign material to any person. No person may solicit or in any manner attempt to influence any person in casting his vote (See description above of new law allowing voters inside/approaching polling place to wear candidate or political apparel/stickers/buttons, under "Qualified Voters. ) No one may hinder or delay any Officer of Election or Voter Neutral observers [ (J)] and candidate or party authorized representatives [ (C)] are prohibited from assisting voters with voting, or wearing any indication that they are authorized to assist voters either inside the polling place or within 40 feet of any entrance to the polling place (law change, effective 7/2009) 24

25 STATE BOARD OF ELECTIONS Toll-free: (Voice) Bank Street, 1 st Floor (TDD) Richmond VA info@sbe.virginia.gov GUIDELINES FOR CAMPAIGNERS AND AUTHORIZED REPRESENTATIVES (REPS) , , , , AND of the Code of Virginia CAMPAIGNERS (INCLUDES CANDIDATE) - OUTSIDE POLLING PLACE AND PROHIBITED AREA MUST BE OUTSIDE 40 feet of ANY entrance to the building in which voting takes place. Only electoral board can authorize limited exceptions. NO LIMIT to the number of campaigners allowed OUTSIDE the polling place and prohibited area. CANNOT HINDER or DELAY a person from entering or leaving a polling place. LOUDSPEAKERS CANNOT be used within 300 feet of any polling place. CAMPAIGN MATERIAL, including SAMPLE BALLOTS: must be distributed OUTSIDE the polling place and prohibited area. must contain a statement indicating WHO PAID FOR/AUTHORIZED the printing (see SBE website, Campaign Finance) subject to a civil fine for failure to properly identify any campaign material SAMPLES of any Ballot CANNOT be printed on white or yellow paper and MUST contain the words SAMPLE BALLOT. AUTHORIZED REPRESENTATIVES (REPS) - INSIDE POLLING PLACE AND PROHIBITED AREA MUST be a qualified Virginia voter. Officers of election have the authority to verify identity and registration status of REP. MUST present to the chief officer of election a letter of authorization signed by the independent or primary candidate or party chair entitled to representation (see below) if list of REPs not previously provided. A copy of the signed letter of authorization is acceptable. NO CAMPAIGNING is permitted by anyone INSIDE the polling place building without electoral board exception. CANNOT HINDER or DELAY any officer of election or voter. CANNOT SIT at the check-in table with officer of election but must be positioned to see the check-in table and what is occurring. (REP may appeal to the local electoral board if dissatisfied with the Chief Officer s decision on placement.) MAY create their OWN LIST OF VOTERS & MARK OWN LIST (an officer CANNOT provide any list to REPS). CANNOT provide assistance to any voter or wear any indicator that he is available to assist any voter inside the polling place or within 40 feet of any entrance to the polling place. Officers of election HAVE AUTHORITY TO REMOVE any representative who does not adhere to above guidelines. BEFORE POLLS OPEN One REP of each political party having a nominee on the ballot in this election One REP of each independent candidate on the ballot in this election (or in a primary, each primary candidate on the ballot) [MAY be the candidate] WHILE POLLS ARE OPEN CANDIDATES may enter polling places only to vote, or to visit for NO LONGER than ten (10) minutes per day per polling place For each pollbook in use in the precinct: One REP of each political party having a nominee on the ballot in this election One REP of each independent candidate on the ballot in this election (or in a primary, each primary candidate on the ballot) [CANNOT be the candidate] *** If less than three (3) pollbooks in use, the Officers of Election, at their discretion, may allow a maximum of three REPS whether or not the pollbook is divided. AFTER POLLS CLOSE Two REPS of each political party having a nominee on the ballot in this election One REP of each independent candidate on the ballot in this election (or in a primary, each primary candidate on the ballot) [MAY be the candidate] *** The representative CANNOT LEAVE the polling place nor RELAY IN ANY MANNER the results of the election until AFTER final results are ascertained and Chief Officer of Election has opened doors and announced the results. There are NO exceptions to this rule. Representatives may witness the counting and ascertainment of results and make their own notes but MAY NOT touch or handle any ballot, voting equipment or official document, or interfere in any manner. 25

26 NOTES: 26

27 CLOSING PROCEDURES The Chief goes outside at 7 pm and announces The Polls are Closed. If there are no voters waiting in line, close and lock the doors. If there are voters waiting, the Chief will send an Election Officer to the end of the line with a clipboard, to write each person s name; start with the last person in line working toward the Pollbook table. Only those voters whose names are on the list are allowed to vote on the machines after 7 pm. After all the voters in the polling place have voted, begin closing the polling place. DO NOT start tabulating results while there are still voters in the precinct. Card activator Closing the Card Activator, EPBs, and Voting Machines. VERY IMPORTANT: Turn the machine off by pushing O on rear rocker switch. The Green Ready light will disappear, but the Red light will remain on until you unplug the power cord. NOTE: When you remove the power cord, if the Green light remains on, the rocker switch is in the wrong position. MAKE SURE THE GREEN LIGHT IS OFF. Unplug Activator from AC power source and disconnect power cord from Activator. Place Activator, Cord, Activator Cards and White Basket in the carrying case. Store in the cage. Electronic Pollbooks Follow the EPB Manual to properly export the pollbook and shut down the units. Voting Machines Follow the Voting Machine Manual to print results reports from each machine and successfully consolidate the election results. 27

28 Envelope Packing Checklist ENVELOPE NUMBER CONTENTS SIGNING & SEALING REQUIREMENTS ENVELOPE #1A * IF THERE IS PROVISIONAL BALLOTING DURING VOTING HOURS: PUT PROVISIONAL BALLOTS CAST DURING NORMAL VOTING HOURS IN SEALED PROVISIONAL ENVELOPE-1A CORRESPONDING INDIVIDUAL BALLOT LOGS ARE TO BE ATTACHED TO THIS ENVELOPE CERTIFICATION OF OFFICERS: ENTER NUMBER OF ENVELOPES ENCLOSED SIGN CERTIFICATION (2 OFFICERS) SIGN AND DATE LABEL (2 OFFICERS) SEAL WITH LABEL **IF NO PROVISIONAL VOTES CAST DURING NORMAL VOTING HOURS ENVELOPE #1B* USE ONLY FOR EXTENDED HOURS COMPLETE THE BLUE CERTIFICATION SHEET SHOWING NO PROVISIONAL BALLOTS CAST DO NOT SIGN 1A ENVELOPE PROVISIONAL BALLOT(S) CAST AFTER NORMAL VOTING HOURS DUE TO A COURT ORDER EXTENDING POLLING HOURS FOR VOTING SIGN CERTIFICATION SHEET (2 OFFICERS) NO SEAL REQUIRED ONLY CERTIFY ENVELOPE #1B IF HOURS EXTENDED BY COURT ORDER: SEAL WITH SIGNED AND DATED LABEL IF HOURS EXTENDED BY COURT ORDER ENVELOPE #2 OATH OF OFFICER FORM STATEMENT OF RESULTS [TWO IDENTICAL COPIES] WITH ATTACHED CONSOLIDATION, RESULTS & ZERO TAPES AND SUMMARY SCREEN REPORT ELECTION NIGHT CALL-IN SHEET ALL BALLOT WORKSHEETS EPB THUMB DRIVES IN THEIR OWN ENVELOPE SIGN AND DATE LABEL (2 OFFICERS) SEAL WITH LABEL ENVELOPE #2 A YELLOW PRINTED RETURN SHEET WITH CONSOLIDATION, RESULTS AND ZERO TAPES ATTACHED SIGN AND DATE LABEL (2 OFFICERS) SEAL WITH LABEL ENVELOPE #3 COUNTED PAPER BALLOTS COUNTED PAPER BALLOTS WITH WRITE-INS SIGN AND DATE LABEL (ALL OFFICERS) SEAL WITH LABEL IF NO BALLOTS, ONLY SIGN CERTIFICATION SHEET ENVELOPE #4 SPOILED BALLOTS VOID BALLOTS SIGN AND DATE LABEL (2 OFFICERS) SEAL WITH LABEL ONLY IF ENV. 4 USED ENVELOPE #5 USED Outside Polls Envelopes (the voted ballots have been removed and are in Env. #3) SIGN AND DATE LABEL (2 OFFICERS) SEAL WITH LABEL ONLY IF ENV. 5 USED ENVELOPE #6 UNUSED PAPER BALLOTS SIGN AND DATE LABEL (2 OFFICERS) [SIGN EVEN IF NONE ] SEAL WITH LABEL 28

29 ENVELOPE #7 EACH EDGE MACHINE S RESULTS CARTRIDGE CONSOLIDATION CARTRIDGE USED MACHINE SEALS CAGE KEY ENVELOPE WITH UNUSED SEALS AND CAGE KEY CUT BALLOT BAG TIES SIGN AND DATE LABEL (2 OFFICERS) SEAL WITH LABEL No Seal or Signature required for the following: ENVELOPE NUMBER CONTENTS SEALING AND SIGNING REQUIREMENTS ENVELOPE #8 ENVELOPE #9 ANY / ALL COMPLETED / USED FORMS INCLUDING: COMPENSATION FORM CORRESPONDENCE o o o o o o o o o o ELECTION OFFICER APPLICATION FORM TELEPHONE LOG SIGNATURE VERIFICATION FORM USED VOTER REGISTRATION APPLICATIONS DEATH NOTICE / COMMENT FORM USED REQUEST FOR ASSISTANCE FORMS USED AFFIRMATION OF ELIGIBILITY FORMS ELECTION DAY COMPLAINT FORM INCIDENT REPORT USED POLL WATCHER AFFIDAVIT FORM VIRGINIA ELECTION LAWS (FOUND IN BROWN ACCORDION FOLDER) NO SEAL REQUIRED NO SEAL REQUIRED ENVELOPE #10 OFFICER OF ELECTION NAME BADGES AND HOLDERS (FOUND IN BROWN ACCORDION FOLDER) NO SEAL REQUIRED NOTE: ENVELOPES 1 THROUGH 8 ARE RETURNED TO VOTER REGISTRATION IN THE BLUE GIANT BAG. 29

30 Review this checklist BEFORE leaving the precinct. Item Description Ballot Box-Provisional Ballots Each INDIVIDUAL Provisional Ballot sealed in its own green envelope and fully documented (unopened) All Provisional Ballots (in small green envelopes) sealed in large green Envelope #1A which is then signed on back by TWO officials. Provisional Ballot Logs are stapled to the back of Envelope 1A. Ballot Box -- Hand Counted Ballots Ballot Box emptied/verified empty All outside polls envelopes or any other paper ballots that are not provisional are opened and tallied on the Paper Ballot Worksheet. Worksheet is given to SOR officer. Counted Ballots are placed in Envelope #3. Used OP envelopes are placed in Envelope #5. Oath of Officer Verify all signatures have been obtained from each Officer. Place in Envelope #2. Statement of Results (SOR) #1 All entries complete and verified for mathematical errors Signed by ALL Election Officers The Consolidation tape, Result tapes, and Zero tape for EACH machine attached (tapes signed by at least 2 Officers.) Place in Envelope #2 Statement of Results (SOR) #2 Identical to SOR #1 including all tapes attached and signed Signed by All Election Officers Place in Envelope #2 Write-In Certification Sheet (THIS IS PART OF THE SOR) 2 Copies Write-in names obtained from COUNTED PAPER BALLOTS only. (Write-in candidates are not permitted in Primary Elections.) Attach one copy to SOR #1 and one to SOR #2 Yellow Printed Return Sheet Signed by All Election Officers Zero Tapes, Results Tapes, and Consolidation Tape attached Place in Envelope #2A 30

31 Election Night Returns Fill out Polling Place Call-in Sheet from figures on SOR Call in results to office: press 8 Place in Envelope #2 Results Cartridges, Seals and Cage Key Put ALL machine cartridges (results and consolidation), used seals, unused seals, and cage key into Envelope #7 Packing Envelopes Checklist Make sure all items are packed in accordance with the Envelope Packing Checklist. Signs All Outside Signs taken down (Candidate reps are to remove party signs) All Inside Signs taken down All tape removed from reusable signs Reusable signs packed for return EDGE Voting Machines Close down properly, stow in cage Laptops/Electronic Pollbooks/Card Activator Close down properly, put in cage All EPB thumb drives go in their own envelope which is then placed in Envelope #2 Voting Area Cleaned Organized THANK YOU FOR YOUR SERVICE AND GOOD NIGHT! 31

32 NOTES: 32

33 Statement of Results (SOR) After closing, two teams will separately complete each copy (2) of the SOR. Directions for Completing Sample SOR Call-In Sheet 33

34 DIRECTIONS FOR COMPLETING THE STATEMENT OF RESULTS FOR SPLIT PRECINCTS November 5, 2013 GENERAL ELECTION Parts A through G must be done in ink. The Worksheets W, X and Y may be done in pencil. PART A-1 PAPER BALLOTS (Use for OP voters; when all machines are inoperable; for provisional voters before polls close; or when polling hours are extended by order of the court.) A1. Record the number of Paper Ballots received from the Electoral Board before the polls open. There will be separate packets for each Congressional District. A2. Record, by Congressional District, any additional Paper Ballots delivered to the precinct during the day. If none are delivered, enter 0. A3. If you have to have more ballots copied because you ran out, that number goes here. Record by Congressional District. If none, write 0. A4. Total the columns for the 3 types of ballots for each Congressional District; sum these totals and enter in the Total for A4 column which designates how many paper ballots your precinct received. A5. Record the remaining Paper Ballots (that were not issued to voters) by Congressional District. A6. Record, by Congressional District, the count of Spoiled or Voided emergency paper ballots that were placed in Envelope #4. (These should be described on the SORs.) These are NOT the absentee ballots returned by voters. If none, write 0. A7. Record, by Congressional District, the number of ballots cast as Provisional votes placed in the Green Envelope #1A. If none, write 0. A8. Record, by Congressional District, the number of ballots cast as Provisional votes and placed in Envelope #1B because the voting time was extended by court order. If none, write 0. A9. Record, by Congressional District, the number of ballots cast Outside the poll as a regular ballot. A10. Record, by Congressional District, the number of ballots cast Inside the poll as a regular ballot. A11. Total the columns, by Congressional District, that show how the ballots were allocated. The sum of the columns should equal the Total in A4. PART B CERTIFICATION BY OFFICERS Place a zero in all empty boxes. B1. Verify the Voting Machine Serial Numbers already printed on the SOR. Initial the EO box. B2. Verify the Red Seal Numbers already listed on the SOR. Initial the EO box. B4. Verify the Protective Counter Numbers already listed on the SOR. Initial the EO box. IF THERE IS A DIFFERENCE BETWEEN ANY OF THE 3 ABOVE NUMBERS AND WHAT SHOWS ON ANY OF THE MACHINES, RECORD IT ON THE SORs. B3. Record the Protective Counter Number for each machine after the polls close. B5. Subtract Line B4 from Line B3 to find the total number of voters who voted on each machine. Sum these totals in the far right column. B6. Record the Public Counter Number for each machine after the polls close. B7. Record the Public Counter Number for each machine before the polls open. Initial the EO box. If this number is NOT ZERO on any machine, call the office immediately and record it on the SORs. B8. Subtract Line B7 from Line B6 to find the total number of voters who voted on each machine. Sum these totals in the far right column. Line B5 Total and Line B8 Total should be equal. B9. Record the Red Seal Number attached after the cartridges are removed from each EDGE. B10. These colors identify the laptops and the thumbdrives. B11. The number of voters on each laptop (pollbook) before the polls open (shown on each Summary Screen; should be 0). B12. The number of voters on each laptop (pollbook) after the polls close (as shown on each Summary Screen; these numbers should be identical). PART C-1 RECONCILIATION BETWEEN EPBS AND VOTING MACHINES C1. Record the Total Number of voters checked-in as listed on the EPB Summary Sheet. (Also from B-12) 34

35 C2. Record the number of ballots that were cancelled by the Chief Officer because the voter fled without casting his own ballot. If none, write 0. C3. Record the total number of Outside Polls paper ballots cast (from Line A10). Do NOT include provisional ballots. C4. Record the total number of Inside Polls paper ballots cast (from Line A11). Do NOT include provisional ballots. C5. Subtract (Line C2+Line C3+C4) from C1 to reconcile the Electronic Pollbook Count with the number of voters on the EDGE voting machines. C6. Record the number of voters who used the voting machines (from B5 and/or B8). If C5 and C6 differ, provide an explanation on Part F. PART E TOTAL VOTERS PRESENTING THEMSELVES TO VOTE AT THIS PRECINCT E1. Record Public Counter Number from Consolidation tape or the Sum of Public Counter Numbers from Results Tapes. (B8 or W1) by Congressional District. E2. Record Paper Ballots cast Outside Polls (C3) by Congressional District. E3. Record Paper Ballots cast Inside Polls (C4) by Congressional District. E4. Record the number of Fled Voters (C2) by Congressional District. E5. Record the sum of the column as Total Voters by Congressional District. E6. Record the Total number of voters who came to the precinct to vote. PART D VOTES CAST FOR EACH CANDIDATE *** Consolidate all the voting machines. Record votes by CD on separate sheets.*** D1. From the Consolidation Tape, copy the vote totals for each candidate by Congressional District. Add individual totals in last column. OR Add the totals from W1 and W2 from the Results Tapes. D2. From your Paper Ballot Worksheet (Part X of SOR), record the number of votes for each candidate by Congressional District. Total these in the Total Vote column by candidate race. If none, write 0. D3. Sum the total candidate votes in D1 and D2 for Total Votes Cast in D3. PART W WORKSHEET FOR MANUAL CONSOLIDATION OF VOTE TOTALS Use these sheets only if Consolidation is unsuccessful. If unused, draw a line in ink across the table from lower left to upper right and write unused above the line. When recording, 3 EOs will be involved: one for each Worksheet (from SOR 1 and SOR 2) and another as a reader of the numbers. The agreement of all 3 is required. If they do not agree, the CO will be required to make the decision. W1. On the Manual Consolidation sheet for each Congressional District, record the Public Counter Number from each Results Tape. Total that column and record the number on Part E, Line E1. W1. Record totals from Results Tapes for each race. Total the votes, by Congressional District, and transfer to Part D1 in appropriate race. W2. Record totals from Results Tapes for each race. Total the votes, by Congressional District, and transfer to Part D1 in appropriate race. PART X PAPER BALLOT TALLY WORKSHEET Use this worksheet only if there are paper ballots to be counted. Provisional Ballots are NOT counted in the precinct on election night. If there are no paper ballots, draw a line in ink across the table from lower left to upper right and and write unused above the line. Follow these directions even if there is only one paper ballot. Count the envelopes which contain paper ballots. Open the first envelope. Record a Number 1 (#1) on the ballot. Read out the votes cast on that ballot. Each EO for the 2 SORs will record each vote in the correct column for that ballot on Line Number 1. Turn the ballot and envelope over in separate piles on the table. Open the next ballot and 35

36 number it as #2. Repeat the process. Do this until all the votes on the paper ballots have been recorded. If there is a question about the validity of the paper ballot tally, the count can be repeated in the same manner because the number on the ballot will be the same as the line number on the Tally Sheet. Total the rows and columns by Congressional District. The grand total of all the columns should equal the grand total of all the rows. Enter the totals for each candidate on Line D2 of Part D for each Congressional District. If there is an overvote for an office, none of the votes for that one office count; if the other votes for offices are valid, these would count. Only the overvoted office would not count. After you have recorded the votes on the paper ballots, if there are blank lines remaining, draw a large X through these unused lines. PART F EXPLANATION OF DISCREPANCIES Document and describe all irregularities that occur during the voting process on the carbon pack set for Part F of the SOR. You only have to write these comments once. If there are NO discrepancies, write NONE on the carbon set and place whole set in Envelope 2 with the SORs. Please return other unused carbon sets in the Number 8 Envelope. The WHITE sheet is returned to the office in Envelope 8. The PINK sheet is attached to SOR-1. The YELLOW sheet is attached to SOR-2. PART G CERTIFICATION SECTION The Certification is signed by all Officers of Election who worked in the precinct. All Officers MUST SIGN before leaving the polling place. The Chief Officer signs on the first line; the Assistant Chief Officer signs on the second line; and the rest of the EOs sign in the order in which they have been signing the other documents. There is now a box to enter the finish time for the precinct (beneath the signatures). If a Special Assistant assists you in closing, he or she must sign on the specified line. If you have a voting machine that is closed and results are taken off by a Technician before 7:00 pm, there is a box to mark with an X. In the next box down, please mark with an X if the EPBs were closed with a password and the EPB Summary Report is signed and properly attached to the SOR. The large box below the above box is for Electoral Board use-only during Ascertainment. THANKS FOR ALL YOUR HARD WORK!!! 36

37 ATTACH SET OF TAPES HERE PRECINCT: STADIUM PART A STATEMENT OF RESULTS (SOR) FOR DIRECT RECORDING ELECTRONIC VOTING SYSTEMS USING ELECTRONIC POLLBOOKS COUNTY: PRINCE WILLIAM 1 ST CONG. DIST. HD 51 ELECTION TYPE: GENERAL ELECTION NOVEMBER 5, TH CONG. DIST. HD 13 PART A -- PAPER BALLOTS RECEIVED (CURBSIDE, PROVISIONAL & EMERGENCY) 1 st CD HD TH CD HD 13 TOTAL BALLOTS REC D A1 Ballots Received With Supplies A2 Ballots Received After Polls Open A3 Ballots Reproduced While Polls Open (Provide explanation in Part F) Total for A5: A4 Total Paper Ballots Received --- = 37 PART A -- PAPER BALLOTS HOW USED (CURBSIDE, PROVISIONAL & EMERGENCY) A5 Unused Ballots Remaining at End of Day A6 A7 A8 A9 A10 A11 SAMPLE Ballots Spoiled or Voided Placed in Envelope 4 (Does NOT include any spoiled ballots brought in and left by voters) Used as Provisional Ballots (Number Ballots Placed in Envelope 1A) Used as Provisional Ballots if Hours Extended by Court (Number Ballots Placed in Envelope 1B) Paper Ballots Cast Outside the Polls (NOT as Provisional Ballots) Paper Ballots Cast Inside the Polls (NOT as Provisional Ballots) Total Paper Ballots Accounted For at End of Day (Sum of A5 thru A10 Should Equal A4 Total) = DIRECT RECORDING ELECTRONIC VOTING SYSTEMS USING ELECTRONIC POLLBOOKS TOTAL BALLOTS REC D Total for A12:

38 38 PART B STATEMENT OF RESULTS (SOR) PLACE A ZERO IN ALL EMPTY BOXES Rev 9/11/2013 dcd RETURN IN ENVELOPE 2 FOR DIRECT RECORDING ELECTRONIC VOTING SYSTEMS USING ELECTRONIC POLLBOOKS COUNTY: PRINCE WILLIAM 1 ST CONG. DIST. HD 51 ELECTION TYPE: GENERAL ELECTION 10 TH CONG. DIST. HD 13 ELECTION DATE: NOVEMBER 5, 2013 Certification of Numbers B1 Voting Machine Serial Numbers * B2 Red Seal number Before polls open * *EO INITIALS PROTECTIVE COUNTER NUMBERS (EO INITIAL WHERE * INDICATED) B3 On Machine After polls close B4 On Machine Before polls open * B5 Protective Counter Difference (must equal B8) = B3 minus B4 PUBLIC COUNTER NUMBERS (EO INITIAL WHERE * INDICATED) MACHINE A MACHINE B MACHINE C MACHINE D MACHINE E MACHINE F MACHINE G B6 On Machine After polls close TOTAL B7 B8 On Machine Before polls open If not zero, call office immediately Public Counter Difference (must equal B5) = B6 minus B7 B9 Red seal number After polls close Electronic Pollbook OPEN and CLOSE Numbers (from Summary Screen) * ZERO ZERO ZERO ZERO ZERO ZERO ZERO TOTALS TOTAL VOTING ON VOTING MACHINES: SUM COL. A-G VOTING ON VOTING MACHINES: SUM COL. A - G B10 EPBs Color Code RED YELLOW BLUE GREEN IF ALL ARE NOT AT ZERO AT OPENING & DO NOT B11 Check-In Totals Before Polls Open B12 Check-In Totals After Polls Close * COLUMN FOR EO INITIALS ONCE THE NUMBERS HAVE BEEN VERIFIED SAMPLE SYNC, CALL THE OFFICE. ALL EPBS MUST BE EQUAL IF USED FOR CHECKING IN VOTERS.

39 39 PART C STATEMENT OF RESULTS (SOR) PLACE A ZERO IN ALL EMPTY BOXES Rev 9/11/2013 dcd RETURN IN ENVELOPE 2 DIRECT RECORDING ELECTRONIC VOTING SYSTEMS USING ELECTRONIC POLLBOOKS COUNTY: PRINCE WILLIAM 1 ST CONG. DIST. HD 51 ELECTION TYPE: GENERAL ELECTION 10 TH CONG. DIST. HD 13 ELECTION DATE: NOVEMBER 5, 2013 PART C: RECONCILIATION BETWEEN EPB AND VOTING MACHINES Electronic Pollbook Count vs. Voting Machine Reconciliation C1 Enter Total Voters Checked in on EPBs From B12 C2 Total Cancelled Votes on VMs (Fled Voters) From Part F C3 Paper Ballots Cast O P (NOT Provisional Ballots) From A10 C4 Paper Ballots Cast Inside Poll (NOT Provisional Ballots) From A11 C5 Voters Checked in Less Those Not Voting on Machine C1 C2 C3 C4 = C6 Voters Using VMs (From B5 which equals B8) (If C5 and C6 differ, provide explanation on Part F) PART E: TOTAL VOTERS PART E -- TOTAL VOTERS (Should be the same as EPB Total) TOTAL E1 Public Counter on Consolidation Tape (B8 Total) OR Sum of Public Counter Nos. from Results Tapes (From W) E2 Paper Ballots Cast Outside Poll (From C3) E3 Paper Ballots Cast Inside Poll (From C4) E4 Number of Fled Voters (From C2) E5 TOTAL VOTERS in 1 st and 10 th (E1 + E2 + E3+ E4) E6 GRAND TOTAL VOTERS 1 st and 10 th from E5 (+) (-) (-) (-) 1 st 10 th SAMPLE

40 40 PART D STATEMENT OF RESULTS (SOR) FOR DIRECT RECORDING ELECTRONIC VOTING SYSTEMS USING ELECTRONIC POLLBOOKS COUNTY: PRINCE WILLIAM 1 ST CONG. DIST. HD 51 ELECTION TYPE: GENERAL ELECTION 10 TH CONG. DIST. HD 13 ELECTION DATE: NOVEMBER 5, 2013 PART D. VOTE TOTALS FOR 1 ST CONGRESSIONAL DISTRICT PART D Votes Cast SOR FOR SUCCESSFUL CONSOLIDATION D1 D2 OFFICES 1 ST CONGRESSIONAL DISTRICT CANDIDATES TERRY R. MCAULIFFE (D) Results from Consolidation Tape OR Transferred from Results Tapes on Part W Results from Paper Ballot Worksheet -- Part X D3 TOTAL VOTES CAST (D1 + D2) GOVERNOR LT. GOVERNOR KEN T. CUCCINELLI II (R) ROBERT C. SARVIS (L) WRITE INS TOTAL VOTES CAST RALPH S. NORTHAM (D) E. W. JACKSON (R) RETURN IN ENVELOPE 2 WRITE INS TOTAL VOTES CAST SAMPLE

41 41 PART D STATEMENT OF RESULTS (SOR) FOR DIRECT RECORDING ELECTRONIC VOTING SYSTEMS USING ELECTRONIC POLLBOOKS COUNTY: PRINCE WILLIAM 1 ST CONG. DIST. HD 51 ELECTION TYPE: GENERAL ELECTION 10 TH CONG. DIST. HD 31 ELECTION DATE: NOVEMBER 5, 2013 PART D. VOTE TOTALS FOR 1 ST CONGRESSIONAL DISTRICT PART D Votes Cast SOR FOR SUCCESSFUL CONSOLIDATION OFFICES 1 ST CONGRESSIONAL DISTRICT D1 D2 CANDIDATES Results from Consolidation Tape OR Transferred from Results Tapes on Part W Results from Paper Ballot Worksheet -- Part X D3 TOTAL VOTES CAST (D1 + D2) MARK R. HERRING (D) ATTORNEY GENERAL 51 ST HOUSE DISTRICT MARK D. TOTAL R. REED RICHARD L. WRITE OBENSHAIN VOTES HEDDLESTON ANDERSON INS (R) CAST (D) (R) WRITE INS RETURN IN ENVELOPE 2 TOTAL VOTES CAST SAMPLE

42 42 PART D STATEMENT OF RESULTS (SOR) FOR DIRECT RECORDING ELECTRONIC VOTING SYSTEMS USING ELECTRONIC POLLBOOKS COUNTY: PRINCE WILLIAM 1 ST CONG. DIST. HD 51 ELECTION TYPE: GENERAL ELECTION 10 TH CONG. DIST. HD 13 ELECTION DATE: NOVEMBER 5, 2013 PART D. VOTE TOTALS FOR 10 TH CONGRESSIONAL DISTRICT PART D Votes Cast SOR FOR SUCCESSFUL CONSOLIDATION D1 D2 OFFICES 10 TH CONGRESSIONAL DISTRICT CANDIDATES TERRY R. MCAULIFFE (D) Results from Consolidation Tape OR Transferred from Results Tapes on Part W Results from Paper Ballot Worksheet -- Part X D3 TOTAL VOTES CAST (D1 + D2) GOVERNOR LT. GOVERNOR KEN T. CUCCINELLI II (R) ROBERT C. SARVIS (L) WRITE INS TOTAL VOTES CAST RALPH S. NORTHAM (D) E. W. JACKSON (R) RETURN IN ENVELOPE 2 WRITE INS TOTAL VOTES CAST SAMPLE

43 43 PART D STATEMENT OF RESULTS (SOR) FOR DIRECT RECORDING ELECTRONIC VOTING SYSTEMS USING ELECTRONIC POLLBOOKS COUNTY: PRINCE WILLIAM 1 ST CONG. DIST. HD 51 ELECTION TYPE: GENERAL ELECTION 10 TH CONG. DIST. HD 13 ELECTION DATE: NOVEMBER 5, 2013 PART D. VOTE TOTALS FOR 10 TH CONGRESSIONAL DISTRICT PART D Votes Cast SOR FOR SUCCESSFUL CONSOLIDATION OFFICES 10 TH CONGRESSIONAL DISTRICT D1 D2 CANDIDATES Results from Consolidation Tape OR Transferred from Results Tapes on Part W Results from Paper Ballot Worksheet -- Part X D3 TOTAL VOTES CAST (D1 + D2) MARK R. HERRING (D) ATTORNEY GENERAL 13 TH HOUSE DISTRICT MARK D. OBENSHAIN (R) WRITE INS TOTAL VOTES CAST ATIF M. QARNI (D) ROBERT G. BOB MARSHALL (R) WRITE INS RETURN IN ENVELOPE 2 TOTAL VOTES CAST SAMPLE

44 44 PART W. STATEMENT OF RESULTS (SOR) Use only if Consolidation is UNSUCCESSFUL FOR DIRECT RECORDING ELECTRONIC VOTING SYSTEMS USING ELECTRONIC POLLBOOKS WORKSHEET FOR MANUAL CONSOLIDATION OF VOTE TOTALS RETURN IN ENVELOPE 2 1 ST CONGRESSIONAL DISTRICT NOVEMBER 5, 2013 GENERAL ELECTION PART W SOR Worksheet 1 ST CONGRESSIONAL DISTRICT CANDIDATES: Sorry your Consolidation failed. Enter votes from each of Results Tapes from Voting Machines. W1 Results from Vot Mach A Results from Vot Mach B Results from Vot Mach C Results from Vot Mach D Results from Vot Mach E Results from Vot Mach F Results from Vot Mach G Pub Ctr No. TERRY R. MCAULIFFE (D) GOVERNOR LT. GOVERNOR KEN T. CUCCINELLI II (R) ROBERT C. SARVIS (L) WRITE INS TOTAL VOTES CAST RALPH S. NORTHAM (D) W1 TOTAL VOTES * TRANSFER TO PART D * Put this total on Part E, Line E1, for 1 st Cong. Dist. if you were unable to Consolidate. E. W. JACKSON (R) WRITE INS TOTAL VOTES CAST SAMPLE

45 45 PART W. STATEMENT OF RESULTS (SOR) Use only if Consolidation is UNSUCCESSFUL FOR DIRECT RECORDING ELECTRONIC VOTING SYSTEMS USING ELECTRONIC POLLBOOKS WORKSHEET FOR MANUAL CONSOLIDATION OF VOTE TOTALS RETURN IN ENVELOPE 2 1 ST CONGRESSIONAL DISTRICT NOVEMBER 5, 2013 GENERAL ELECTION PART W SOR Worksheet 1 ST CONGRESSIONAL DISTRICT CANDIDATES: Sorry your Consolidation failed. Enter votes from each of Results Tapes from Voting Machines. W1 Results from Vot Mach A Results from Vot Mach B Results from Vot Mach C Results from Vot Mach D Results from Vot Mach E Results from Vot Mach F Results from Vot Mach G W1 TOTAL VOTES TRANSFER TO PART D Pub Ctr No. MARK R. HERRING (D) ATTORNEY GENERAL 51 ST HOUSE DISTRICT DISTRICT MARK D. OBENSHAIN (R) WRITE INS TOTAL VOTES CAST R. REED HEDDLESTON (D) RICHARD L. ANDERSON (R) WRITE INS TOTAL VOTES CAST SAMPLE

46 46 PART W. STATEMENT OF RESULTS (SOR) Use only if Consolidation is UNSUCCESSFUL FOR DIRECT RECORDING ELECTRONIC VOTING SYSTEMS USING ELECTRONIC POLLBOOKS WORKSHEET FOR MANUAL CONSOLIDATION OF VOTE TOTALS RETURN IN ENVELOPE 2 10 TH CONGRESSIONAL DISTRICT NOVEMBER 5, 2013 GENERAL ELECTION PART W SOR Worksheet 10 TH CONGRESSIONAL DISTRICT CANDIDATES: Sorry your Consolidation failed. Enter votes from each of Results Tapes from Voting Machines. W1 Results from Vot Mach A Results from Vot Mach B Results from Vot Mach C Results from Vot Mach D Results from Vot Mach E Results from Vot Mach F Results from Vot Mach G Pub Ctr No. TERRY R. MCAULIFFE (D) GOVERNOR LT. GOVERNOR KEN T. CUCHINELLI II (R) ROBERT C. SARVIS (L) WRITE INS TOTAL VOTES CAST RALPH S. NORTHAM (D) W1 TOTAL VOTES * TRANSFER TO PART D * Put this total on Part E, Line E1, for 10 TH Cong. Dist. if you were unable to Consolidate. E. W. JACKSON (R) WRITE INS TOTAL VOTES CAST SAMPLE

47 47 PART W. STATEMENT OF RESULTS (SOR) Use only if Consolidation is UNSUCCESSFUL FOR DIRECT RECORDING ELECTRONIC VOTING SYSTEMS USING ELECTRONIC POLLBOOKS WORKSHEET FOR MANUAL CONSOLIDATION OF VOTE TOTALS RETURN IN ENVELOPE 2 10 TH CONGRESSIONAL DISTRICT NOVEMBER 5, 2013 GENERAL ELECTION PART W SOR Worksheet 10 TH CONGRESSIONAL DISTRICT CANDIDATES: Sorry your Consolidation failed. Enter votes from each of Results Tapes from Voting Machines. W1 Results from Vot Mach A Results from Vot Mach B Results from Vot Mach C Results from Vot Mach D Results from Vot Mach E Results from Vot Mach F Results from Vot Mach G W1 TOTAL VOTES Pub Ctr No. MARK R. HERRING (D) ATTORNEY GENERAL 13 TH HOUSE DISTRICT DISTRICT MARK D. OBENSHAIN (R) WRITE INS TOTAL VOTES CAST ATIF M. QARNI (D) ROBERT G. BOB MARSHALL (R) TRANSFER TO PART D SAMPLE WRITE INS TOTAL VOTES CAST

48 48 STATEMENT OF RESULTS PRINCE WILLIAM COUNTY NOVEMBER 5, 2013 GENERAL ELECTION PART X. CONGRESSIONAL DISTRICT 1 PAPER BALLOT TALLY SHEET For any office that has an overvote, do not mark any candidate votes for that office Paper Ballot No Vote Totals TERRY R. MC AULIFFE (D) GOVERNOR LT. GOVERNOR KEN T. ROBERT C. TOTAL RALPH S. E. W. CUCCINELLI II SARVIS WRITE VOTES NORTHAM JACKSON (R) (L) INS CAST (D) (R) WRITE INS SAMPLE TOTAL VOTES CAST RETURN IN ENVELOPE 2

49 49 STATEMENT OF RESULTS PRINCE WILLIAM COUNTY NOVEMBER 5, 2013 GENERAL ELECTION PART X. CONGRESSIONAL DISTRICT 1 PAPER BALLOT TALLY SHEET For any office that has an overvote, do not mark any candidate votes for that office Paper Ballot No Vote Totals MARK R. HERRING (D) ATTORNEY GENERAL 51 ST HOUSE DISTRICT MARK D. TOTAL R. REED RICHARD L. OBENSHAIN WRITE VOTES HEDDLESTON ANDERSON WRITE (R) INS CAST (D) (R) INS TOTAL VOTES CAST SAMPLE RETURN IN ENVELOPE 2

50 50 STATEMENT OF RESULTS PRINCE WILLIAM COUNTY NOVEMBER 5, 2013 GENERAL ELECTION PART X. CONGRESSIONAL DISTRICT 10 PAPER BALLOT TALLY SHEET For any office that has an overvote, do not mark any candidate votes for that office Paper Ballot No Vote Totals TERRY R. MC AULIFFE (D) GOVERNOR LT. GOVERNOR KEN T. ROBERT C. TOTAL RALPH S. E. W. CUCCINELLI II SARVIS WRITE VOTES NORTHAM JACKSON (R) (L) INS CAST (D) (R) WRITE INS SAMPLE TOTAL VOTES CAST RETURN IN ENVELOPE 2

51 51 STATEMENT OF RESULTS PRINCE WILLIAM COUNTY NOVEMBER 5, 2013 GENERAL ELECTION PART X. CONGRESSIONAL DISTRICT 10 PAPER BALLOT TALLY SHEET For any office that has an overvote, do not mark any candidate votes for that office Paper Ballot No Vote Totals MARK R. HERRING (D) ATTORNEY GENERAL 13 TH HOUSE DISTRICT MARK D. TOTAL ATIF M. ROBERT G. OBENSHAIN WRITE VOTES QARNI BOB WRITE (R) INS CAST (D) MARSHALL INS (R) TOTAL VOTES CAST SAMPLE RETURN IN ENVELOPE 2

52 52 G Officers of Election MUST Sign Precinct Number---> Certification of Results 1 Chief x 2 Assistant Chief x Precinct Name- -> County: Prince William NOVEMBER 5, 2013 GENERAL ELECTION By our signatures below, we hereby certify that the two (2) copies of the Statement of Results and attachments are a complete record of this election and that all information hereon is true and correct to the best of our ability. ALL OFFICERS MUST SIGN RETURN IN ENVELOPE 2 X -- if VM was closed and results obtained prior to 7PM by technician. Attached to SOR is the chain of custody privacy envelope. Add additional notes to Part F. X--indicates EPBs were closed with password and EPB Summary Report is signed and attached to SOR 3 2 nd Assistant Chief x Ascertainment Only 4 Officer x Comments 5 Officer x 6 Officer x 7 Officer x 8 Officer x Special EB Assistant in attendance at closing: Special EB Assistant Time EOs Dismissed pm End Time SAMPLE Results of Precinct Call Back

53 Nov. 5, 2013 General & Special Elections ELECTION NIGHT CALL-IN SHEET Precinct Name: Precinct Number: Return in SBE ENV #2 Congressional District(s): (circle) 1st 10th 11th Report time: 1st CD 10th CD 11th CD Total Voters (From SOR, Part E Line E-5) Provisional Votes AB'S: AB Never Received AB Lost AB Returned Damaged or Spoiled AB Returned Unused AB Marked Already Voted AB Poll Book AB Open Late NOT AB'S: No ID Poll Book Open Late Marked Already Voted Total Provisional Voters Outside Polls (from SOR Line A-10) Candidate 1st CD 10th CD 11th CD Terry McAuliffe Ken Cuccinelli Robert Sarvis Write In SAMPLE Candidate 1st CD 10th CD 11th CD Ralph Northam E.W. Jackson Write In Governor Lieutenant Governor Attorney General Candidate 1st CD 10th CD 11th CD Mark Herring Mark Obenshain Write In 53

54 Return in SBE ENV #2 House District 2 House District 13 Candidate CD 1 CD 11 Candidate CD 1 CD 10 Michael Futrell Mark Dudenhefer Write In Atif Qarni Bob Marshall Write In House District 31 House District 40 Candidate CD 1 CD 11 Candidate CD 10 Jeremy McPike Scott Lingamfelter Write In Jerry Foltz Tim Hugo Write In Candidate CD 1 Candidate CD 1 CD 10 CD 11 Richard Cabellos Jackson Hunter Miller Write In Reed Heddleston Richard Anderson Write In Candidate CD 1 CD 11 Candidate CD 10 Luke Torian Write In John Bell David Ramadan Write In Candidate CD 11 Candidate CD 11 Barry Dean Joseph McGuire, Jr. Write In House District 50 House District 52 Special Occoquan Town Council Steven Keen SAMPLE Were you able to consolidate your machines? YES NO Loree Williams Write In Did you close the pollbooks using the Chief's password? YES NO House District 51 House District 87 Special Woodbridge School Board Are you returning supplies tonight before 9 pm? YES NO If YES, give a working cell phone # If NO, supplies must be returned Wednesday before 11 am. Chief calling in: Results taken by: 54

55 Provisional Ballots Handled by Chief/Assistant Officers Although this is a Chief function, understanding how to issue a Provisional Ballot is important. Directions for Completing Provisional Flow Chart Provisional Log Sample Provisional Envelope Samples Provisional Notice Samples 55

56 NOTES: 56

57 PROVISIONAL BALLOT INSTRUCTIONS Determine the voter s eligibility to vote a Provisional Ballot 1. Reason 1: Voter is not on the pollbook and moved within Virginia after Nov. 6, Reason 2: Voter is not on the pollbook, moved & is qualified under the Moved Rules 3. Reason 3: Voter is voting after polls close because court order has extended hours 4. Reason 4: Absentee Ballot was issued for this voter 5. Reason 5: Voter is marked on pollbook as having already voted 6. Reason 6: Other** No ID: Voter has no ID No ID H: Voter has no valid HAVA ID (Mark an H on the envelope under the voter s signature) **If the voter is not eligible by means of the Moved Rules but insists on voting at your precinct, even though not eligible (moved too long ago/to different CD, etc.) allow him to vote a Provisional Ballot after completing a Voter Registration Application and an Affirmation of Eligibility, if so indicated in the EPB. Voter Information Sheet: (Chief) Complete the following information along the left margin: Voter s name as it appears on the EPB Precinct Number Congressional District Ballot (Full, Fed-Only, or Pres-Only). Check all reasons why this voter is casting a Provisional Ballot, Provide voter with any other form required (VRA or Affirmation of Eligibility). If another officer is handling the balloting, direct the voter to this officer (see the Provisional Officer directions below.) After the Voter Completes the Provisional Ballot: (Chief) Voter will return to you with a Provisional Vote envelope containing the voted ballot. Review the envelope: o Ensure it is complete o Administer the oath o Sign the envelope If voter is on the pollbook: o Check voter into the Pollbook as a Provisional Voter o If the pollbook indicates that this is a HAVA voter, check that an H has been clearly written on the envelope under the voter s signature Provide the voter with: o the Electoral Board s Provisional Meeting Notice, or o Instructions for submitting an ID to the Electoral Board Place the Provisional Vote envelope into the Ballot Bag Provisional 10/20/2012 2:51 PM 57

58 Voting the Ballot: (Provisional Officer) Voter will hand you a Provisional Ballot Voter Information Sheet from the Chief Verify the form is complete (the voter completes the block at the top of the form), If the voter wants to include more details to support his case, there is a section at the bottom of the form (NOTES:). If the Voter Information Sheet indicates that the voter must also complete an Affirmation of Eligibility or a Voter Registration Application, collect the completed form(s) and place in the manila Provisional Ballot Log Return Envelope with the Voter Information Sheet. Determine the appropriate Provisional Vote envelope for the voter s ballot. o Pale green envelope lists the first six reasons for voting provisionally. Check all reasons that apply (information on Voter Information Sheet) o Bright green envelope is only used if the provisional reason is only no ID (all other voters get the other envelope). If this voter is a first time HAVA voter, also write a large H on the envelope under the line for the voter s signature. o Write the precinct number and Congressional District on the front of the envelope. Find the correct paper ballot for this voter, matching the congressional district and full, federal or presidential-only ballot style. Hand both the ballot and the envelope to the voter and instruct him to: o Complete the front side of the envelope and sign and date the back; o Mark the ballot, place it inside the envelope, and seal it; o Take the voted ballot to the appropriate officer for placement in the Ballot Bag. Complete the Precinct Provisional Log, using the Voter Information Sheet. Place the Voter Information Sheet (with any completed forms) in the manila Provisional Ballot Log Envelope. Place completed Logs (containing sensitive information) in the manila Provisional Ballot Log Envelope, as well. At the end of the day: Any unused Provisional Supplies can be left in the envelopes in which you received them. All completed Voter Information Sheets and Provisional Ballot Logs will be placed in the manila Provisional Ballot Log Envelope (along with any other forms the voters completed). The voted ballots will be in the Ballot Bag. At the end of the day these ballots are not opened, but transferred to the SBE 1A envelope; and sealed and signed by two officers. Attach your manila Provisional Ballot Log Envelope to the SBE 1A, using a binder clip, rubber band, or paper clip (depending on how many forms/ballots you collect). Please don t staple the envelopes, and please DO NOT seal the manila Provisional Ballot Log Envelope inside the SBE 1A Envelope. Provisional 10/20/2012 2:51 PM 58

59 Election Day Work Flow for Provisionals Chief has determined that Voter will vote a Provisional Ballot. Voter has been given the Provisional Voter Information Sheet with voter's name, precinct number and ballot type completed by the Chief, checking all boxes that apply. If the Voter is voting Provisionally because of an address issue, the voter should also be given a Virginia Registration Application (VRA). If the voter must complete an Affirmation of Eligibility (AoE) the chief would provide that form to the voter. The voter is directed to the Provisional Officer. Voter first completes info sheet and any other paperwork given by the Chief including a VRA or Affirmation of Eligibility Voter completes both sides of provisional envelope and signs. Voter votes ballot and places it in the provisional ballot envelope and gives both to the Chief Provisional Officer reviews info sheet and verifies that information is complete and accurate. Provisional Officer signs at the bottom Provisional Officer reviews any other paperwork from the voter such as a VRA or Affirmation of Eligibility Provisional Officer gives the correct ballot and ballot envelope to the voter Provisional Officer completes Log with info from Voter Info sheet Info sheets are placed in Provisional Supply Envelope Chief verifies the envelope is complete and SIGNS If the voter is on the pollbook, the Chief checks the voter into the EPB as a Provisional Voter Chief places voted provisional ballot into the ballot bag Voter receives Provisional Ballot Meeting Notice Chief gives Voter appropriate Provisional Meeting Notice Chief Officer Provisional Officer Voter All provisionals are returned to the Main Office in the appropriate 1A or 1B envelope Logs, VRAs, Affirmations of Eligibility and Voter Information Sheets are returned in the Provisional Supply Envelope with the 1A and 1B envelopes 59