The Guide ALAMEDA COUNTY REGISTRAR OF VOTERS Fallon Street Oakland, CA 94612

Transcription

1 The Guide ALAMEDA COUNTY REGISTRAR OF VOTERS 1225 Fallon Street Oakland, CA 94612

2 Table of Contents Who Do I Call... 3 Inspector Instructions...4 Opening the Polls... 9 Setting Up Checklist Setting up the Voter Information Center 12 Scanner Touchscreen...16 V-VPAT Printer...16 Audio Unit...20 Card Activator...23 Setting Up the Polling Place st Voter...28 Checklist Election Day...30 Troubleshooting...31 Closing the Polls...36 Closing Checklist...38 Scanner Touchscreen...41 Roster Ballot Tally Sheet...45 Finishing Up...47 Complete Official Tally Sheet...48 Pack Plastic Bag # Pack Red Bag...52 Pack Gray Ballot Box...54 Return Center Glossary

3 I m a Poll Worker WHO DO I CALL FOR HELP? GENERAL QUESTIONS RANKED CHOICE VOTING QUESTIONS URGENT QUESTIONS PRECINCT COORDINATOR ALAMEDA COUNTY REGISTRAR OF VOTERS Before Election Day: (510) Inspector Hotline (510) ALAMEDA COUNTY REGISTRAR OF VOTERS Before Election Day: (510) Inspector Hotline: (510) I am a Voter... WHO DO I CALL FOR HELP GENERAL QUESTIONS ALAMEDA COUNTY REGISTRAR OF VOTERS (510) RANKED CHOICE VOTING (510) I SUSPECT VOTER FRAUD (800)345-VOTE(8683) 3

4 INSPECTOR INSTRUCTIONS 4

5 Inspector s Responsibilities Review The Guide and What To Do If The Inspector is responsible for supervising all activities at the polls Primary tasks include: Picking up polling place supplies before Election Day Review all supplies given in the Gray Ballot Box Overseeing all paperwork: auditing, reconciliation and security procedures Assigning tasks Reviewing Closing procedures Remaining organized throughout the day in preparation for Closing the polls Returning items to Return Center Election Night (with another Poll Worker) Pre-Election Day Responsibilities Contact your Election Day Team Call your team as soon as you receive your Notice of Appointment Confirm they have: A commitment to serving on Election Day Attended or are scheduled to attend poll worker training class Know when and where to report on Election Morning Exchange home and cell phone numbers Pick up Supplies Pick up your supplies by 2:00 p.m. on the Saturday before the election. If you cannot pick up supplies on or before this date, call the Registrar of Voters to make alternate plans. Write the TOTAL number of Official Ballots received (see front flap of box #1) on Line 1 of the Roster Index Official Ballot Tally sheet. After picking up supplies, open Gray Ballot and confirm all supplies have been given by using the Supply Checklists in front of each supply bag Confirm and Check Precinct Numbers Double-check that the precinct number(s)/sequence number(s) on the scanner, Touchscreen, Gray Ballot Box, the Red Bag, the Roster Index, and the labels on boxes of Official Ballots are your assigned precinct. Check Forms and Paperwork Inventory all items in Supply Bags against the checklist found in each bag. If any item is missing, call the Registrar of Voters as soon as possible. 5

6 Inspector s Responsibilities (cont d) Prepare Roster-Index Locate the YELLOW Vote By Mail Roster in the Official Table Supply bag. Names in the YELLOW roster need to be highlighted YELLOW in the white roster. ONLY HIGHLIGHT VOTER S NAME DO NOT HIGHLIGHT IF BY MAIL APPEARS BY NAME! Label Bags Write your Precinct Number on all plastic bags. Review the Procedure Cards for Official Table tasks Review the Procedure Cards located in the Official Table Supply bag. Inspectors are responsible for assigning: Street Index Officer - Roster Index Officer - Ballot Officer - Demonstration Officer. Rotate these roles throughout the day. Confirm Access to Your Polling Place You may visit your Polling Place once you have received your Key Instructions. Arrange for access to set up the polling place the day/night before the election Arrange access for 6:00 a.m. Election Morning DO NOT leave the Roster Index, Ballots or the Gray Ballot Box at the polling place Monday night! These items must be stored securely at all times and bought to polling place on election morning. DO NOT SET UP Touchscreen or Scanner Monday night! 6

7 Election Day Responsibilities Reminders to Your Team All problems regarding the operation or security of the Scanner, Touchscreen or Card Activator must be reported to your Precinct Coordinator ASAP. Review procedures for the First Voter. Review instructions on how to set-up Voter Information Center (VIC) Identification is not required UNLESS they are FIRST-TIME voter, voting in a federal election Refer to the What To Do If handbook for instruction on processing voters. Three (3) Poll Workers must be at the Official table at all times. Poll workers get a one hour morning break and one hour afternoon break. After 5:00 pm. All poll workers must be present until Closing Poll duties are complete. Provisional Ballots are NEVER scanned!! All Provisional Ballots are placed in a properly completed Provisional envelope, and deposited into the Gray Ballot Box. Oversee the three (3) Security Seal audit checks during the day. Reverse side of Seal Verification form should be signed and dated. No food or drinks are allowed at the Official Table. No Poll watchers, observers or children are allowed to sit at the Official Table. Children can accompany parents in the voting booths. Voters can have no more than two people assisting them. Voters can use the Official Sample Ballot in the voting booth. Security Seals must be verified and Seal Verification form signed three (3) additional times on Election Day by two (2) poll workers. See back of Seal Verification form for times: (PW1 PW2 = pollworker1/pollworker2) Personal Conduct Because you, the Inspector and your team represent the Registrar of Voters, it is important that you be courteous, alert and show respect to all voters and fellow Poll Workers. This means being respectful of persons from different cultures, ethnicities and socioeconomic backgrounds. Also, remember to avoid sensitive and controversial topics including politics and any subject of a personal nature. 7

8 BREAK SCHEDULE Inspector: Try to incorporate Poll Workers preferences as you complete schedule. Arrange for orderly breaks. Post Break schedule. Three (3) poll workers should always be present at the Official Table. Poll workers receive two (2) one hour breaks. No breaks should be scheduled after 5:00 p.m. MORNING BREAK SCHEDULE Name: Time Name: Time Name: Time Name: Time Name: Time AFTERNOON BREAK SCHEDULE Name: Time Name: Time Name: Time Name: Time Name: Time Poll worker riding to Return Center with Inspector (Remember to circle poll workers name on payroll form) Name 8

9 9 OPENING THE POLLS

10 Setting Up Checklist (before the Polls open) Poll Workers have been given the Oath and have signed the Combined Certificate of Performance, Oath of Office and Payroll form. REMOVE ALL ITEMS FROM SCANNER BINS Assign two poll workers to set up the Scanner using the instructions located within the lower scanner bin door. Assign two poll workers to set up the Touchscreen using the instructions located within the Touchscreen leg compartment. Assign a poll worker to set up the voting booths using the instructions located in the Disabled Adapter Bag in the Grey Ballot Box. Set up Voter Information Center (V.I.C) using the instructions provided inside your Guide Set up the Official Table and Polling Place using the diagrams in The Guide. Make sure Language Assistance Table Top sign is properly displayed on Official table Bilingual - Chinese, Spanish, Tagalog and Vietnamese ballots are located. Poll workers are wearing badges. Bilingual poll workers are wearing their bilingual badges SCANNER Scanner public counter display reads zero Red Security seal number verified to Seal Verification Form, form signed by 2 poll workers Vote Totals Report (Scanner tape) reads zero, precinct number, date and time are correct. Scanner tape has been signed by all Poll Workers Inspector has Blue Security seal (for scanner side door) and white pull tight (for ballot box) these will be used during 1 st Voter procedures. 10

11 11 Setting Up Checklist (before the Polls open) cont d Touchscreen Must be set up by 7:00am when polls open RED pull-tight security seal serial number verified against Seal Verification Form, form signed by 2 poll workers POLLS OPEN/CLOSED rear cover is sealed with new Blue seal. Removed blue seal taped to the reverse side of the Seal Verification Form Public Counter reads zero Audio Unit is in Touchscreen well as described in The Guide under Setting Up the Audio Unit Touchscreen s cover, the cases for V-VPAT printer, Audio Unit, and Card Activator secure and safely stored Card Activator Card Activator set up on or near Official Table Voter Cards near Card Activator Voting booths have been set up Voting booths set up (including: voters with disabilities, and wheelchair accessibility) Signs Posted (Follow Checklist for Posting Signs located in Opening Polls Supply Bag Voter Information Center is assembled and Sample Ballots placed in the pockets according to language Ranked Choice Voting brochures are placed inside pockets on Voter Information Center in front of Sample Ballots according to language Spanish Voter Information Guide/ Sample Ballot booklet posted Signage posted outside polling place Tri-fold is placed outside, visible to all voters All signs must be posted (including language specific signs) Reminders Plastic Bag #6 for VOIDED Vote By Mail envelopes near Official Table Plastic Bag #7 for SPOILED Ballots near Official Table Poll Workers have Official Table Procedure Cards and Election Pins Poll Workers are wearing Official Name Badges including an I Speak... (Spanish, Chinese, Tagalog or Vietnamese) name badge if applicable Remaining plastic supply bags are out of sight, but within easy reach for Closing Miscellaneous Break/Lunch schedule posted Poll worker assigned to ride to Return Center with Inspector What To Do If booklet and The Guide are close at hand

12 12 SETTING UP THE VOTER INFORMATION CENTER (V.I.C) The Voter Information Center (V.I.C) will be delivered with the Voting Equipment and the Registrar of Voters cart. The Voter Information Center will look like this, election morning: Bring left and right vertical wings (in back), forward: Lower and lock the two (2) horizontal wings, to fit into vertical wings:

13 13 SETTING UP THE VOTER INFORMATION CENTER (V.I.C) Now lift the top of the Voter Information Center up: Fold sides forward, to make Voter Information Center to stand straight. After correct assembly, Voter Information Center will look like this: AFTER ASSEMBLY OF THE VOTER INFORMATION CENTER, PLACE SAMPLE BALLOTS ACCORDING TO EACH LANGUGE, INSIDE SLEEVES, IN THE FRONT OF THE VOTER INFORMATION CENTER. PLACE RCV BROCHURES INSIDE SLEEVES ON THE VOTER INFORMATION CENTER, INFRONT OF SAMPLE BALLOTS, ACCORDING TO EACH LANGUAGE. PLACE THE VOTER INFORMATION CENTER INSIDE THE POLLING VISIBLE TO ALL VOTERS.

14 Scanner: Setting Up and Opening the Polls California Secretary of State Guidelines require two (2) Poll Workers perform the following procedures: Opening the Polls on the Scanner Set up the Scanner using the instructions located within the lower scanner bin door. Visually confirm Blue seal, white pull tite and black outer plastic strap encircling the Scanner have no signs of tampering. Cut black plastic strap and discard it. Tape Blue seal and trimmed white pull tight to the reverse side of the Seal Verification Form. Confirm RED security seal on Rear Access Lid has not been tampered with. Verify the RED seal serial number matches the number on the Seal Verification Form. DO NOT remove seal. Both poll workers sign the Seal Verification form. Security seal must be verified and Seal Verification form signed by two (2) poll workers three (3) additional times Election Day. See times on reverse of Seal Verification Form (PW1 PW2 = pollworker1/pollworker2) 14

15 Scanner: Setting Up and Opening the Polls cont d Locate Scanner key in Opening the Polls Supply Bag. Unlock Scanner s side door. Remove all items in the Scanner bins. Plug the power cord in. The Public Counter display window will light up. The Red Power light will light up. The Vote Totals Report will automatically begin printing. If printing does not start, check Scanner power cord connections and try again. DO NOT tear off the report! Verify Precinct Number, Date and Time are correct on Vote Totals Report tape. Verify TOTAL BALLOTS CAST on tape is zero as in 000. ALL POLL WORKERS MUST SIGN bottom of the Vote Totals Report. DO NOT TEAR REPORT OFF! Fold tape with precinct number visible at the beginning of the tape. Place tape in the scanner well area. Confirm Public Counter display reads zero, as in Confirm Green ready light is on, indicating the Scanner is ready to accept ballots. **After 1 st Voter has verified Scanner bins are empty, secure Scanner s side door with BLUE security seal. (see 1 st Voter Procedures) Scanner tape will advance after the 1 st ballot is scanned. The tape will now only advance if there is an error message or to print a report. 15

16 Touchscreen: Setting Up and Opening the Polls California Secretary of State Guidelines require two (2) Poll Workers perform the following procedures: Setting up the Touchscreen Set up the Touchscreen using the instructions located within the Touchscreen leg compartment. Visually confirm black plastic strap and white pull tight on Touchscreen have no signs of tampering. Cut black plastic strap and discard it. Trim and tape white pull tight to the reverse side of the Seal Verification Form. Place Touchscreen yellow socket side up on the floor. Turn the four cover clasps to a 45 degree angle to open leg storage cover. Remove cover and main leg assembly and extensions. Replace storage cover and secure latches to original position. Expand main leg assembly and insert the connector pin into the hole. Insert yellow tipped ends into the yellow sockets and black-tipped ends into the black sockets. Insert leg extensions into main leg assembly by pressing silver retention pins and turning the leg until the pins snap into place. Two Poll Workers, one in front, one at the rear, using the Touchscreen body not the Touchscreen legs, roll the Touchscreen onto its side. Reposition your hands on Touchscreen body, not the legs. Lift Touchscreen to an upright position. Power cables (in rear) should be facing the wall. 16

17 Touchscreen:Setting Up and Opening the Polls cont d Standing in front of Touchscreen, unfasten two latches on the right side of Touchscreen case and remove cover. Do not lift the AC POWER CORD STORAGE flap inside cover. Remove power cord by slipping it out of the flap. Locate the power receptacle at rear of Touchscreen. Plug (un-pronged end) into the AC IN power receptacle. Plug pronged-end into a power strip or wall outlet. Touchscreen s Green AC power light (AC ON) next to power cord receptacle should be illuminated (Note: the CHARGING light might also be illuminated). Stand in front of Touchscreen. Place both hands on the side of LCD screen raising it gently towards you. Move black LCD positioning bar behind screen to the center groove. Keep privacy panels closed. Verify serial number on RED pull-tight seal (rear of Touchscreen) matches the Seal Verification Form. If it matches, two (2) Poll Workers sign Seal Verification Form. DO NOT remove RED pull tight security seal! Red security seal must be verified and Seal Verification form signed by two (2) poll workers three (3) additional times Election Day. (See times on reverse of Seal Verification Form) 17

18 Touchscreen:Setting Up and Opening the Polls cont d V-VPAT Printer: Attaching to Touchscreen Do Not Cut White Pull Tite Security Seal - NEVER OPEN V-VPAT V-VPAT = Voter Verifiable Paper Audit Trail NEVER OPEN V-VPAT PRINTER! The printer is mounted on the left side of the Touchscreen as you face the Touchscreen. It is used to produce a paper print-out known as the Voter Verifiable Paper Audit Trail. Voters do not receive a printout of this paper record, but they can see their choices before casting their ballot. Remove V-VPAT printer from its canvas case, store case in a safe location (case was removed earlier from the small Scanner bin). Visually confirm white pull-tight security seal located on side of V-VPAT Printer is intact. With paper facing forward, white pull-tight security seal on the left and printer cord to the right, slide printer into bracket sleeve starting at the top and moving the printer down gently, but firmly into place. Run V-VPAT printer power and printer cable UNDER black LCD positioning bar. 18

19 Touchscreen:Setting Up and Opening the Polls cont d V-VPAT Printer: Attaching to Touchscreen Do Not Cut White Pull-Tite Security Seal - NEVER OPEN V-VPAT PRINTER! Connect power cable and printer cables to their corresponding color-coded ports. Without tightening the screws, secure each cable firmly. Open privacy panels on LCD screen. Locate and tape Tampering Warning document to the right inside panel on the Touchscreen. (Document located in Opening Polls Supply Bag ) Remove black privacy curtain from left privacy panel. Attach privacy curtain to outside of left privacy panel and to the outside of V-VPAT printer using the four (4) Velcro tabs (two on panel, two on printer, creating a tented area). 19

20 Touchscreen: Setting Up and Opening the Polls (cont d) Visually confirm Green AC ON power light is still illuminated at rear of Touchscreen. Raise switch cover marked POWER ON/OFF and turn switch to ON. NOTE: It takes approximately 30 seconds for Touchscreen to boot up. V-VPAT printer power is on if Green light on face of V-VPAT printer is illuminated Common Error message: PAPER LOW Check cables and or remove V-VPAT printer and reattach. Visually confirm Blue security seal on switch cover marked POLL OPEN/CLOSED has no signs of tampering. If tampering is found, call Precinct Coordinator ASAP. If seal is intact, remove Blue security seal and tape it to the reverse side of the Seal Verification Form. Raise switch cover marked POLLS OPEN/CLOSED and turn switch to OPEN. Go to front of LCD screen, confirm screen is lit. NOTE: If screen is dark, check all power connections; Touchscreen rear, power strip and wall outlet. The Official Zero Proof Report will display on the screen and begin printing. If it does not print, touch Print Report on the screen. After printing begins, confirm all contests have zeros. You may need to press the Next button to see additional pages. 20

21 Touchscreen: Setting Up and Opening the Polls (cont d) Press Done on LCD screen when printing is complete. A message stating To Begin Voting, Insert Voter Card into Slot Below will appear. Yellow bar means running on battery Verify no Yellow bar appears at the bottom of the LCD screen. If a Yellow bar appears, the Touchscreen is running on battery power.touchscreens can only run for 1½ hours on battery power. Recheck all power connections. Verify Public Counter located at bottom left-hand corner of LCD screen, reads zero (0). If it does not read zero, contact your Precinct Coordinator ASAP! DO NOT USE THE TOUCHSCREEN! Secure POLLS OPEN/CLOSED switch cover with a new Blue security seal, located in Opening Polls Supply Bag. 21

22 Touchscreen: Setting Up and Opening the Polls (cont d) Setting up the Audio Unit During the day, you will leave the Audio Unit unattached until a voter requests to vote an Audio ballot. You will connect the Audio Unit before the voter inserts the Voter Card. Remember to disconnect the Audio Unit when the voter has completed voting. Remove Audio Unit from its canvas case and store case in a safe location. Connect headphones to lower left of audio voting keypad and place both headphones and keypad in the well behind the LCD screen. Do not connect unless a voter requests to use an audio ballot. 22

23 CARD ACTIVATOR OPENING PROCEDURES IMPORTANT: Keep Voter Cards in a secure location on Official Table. DO NOT ACTIVATE VOTER CARDS IN ADVANCE Voter Cards remain activated for 30 minutes. Remove Activator from Main Bin of Scanner, Plug-in power cord. Locate power switch on bottom left underside and turn on. Insert Voter Card into Blue slot until it stops (make sure Yellow arrow on card is pointing down and towards you). Insert card to be activated The following message will appear on the screen: The following message will appear on the screen: Card activated. Please remove. Press Activate Card Press Green button YES OR, if you made a mistake press the NO button and make corrections If you made a mistake press NO button and make corrections. Hand Voter Card to the voter and instruct them in the following: How to insert card into the Yellow slot of Touchscreen. To follow the instructions on the screen. To ask if there are any questions. 23

24 24 ACTIVATING AUDIO FOR A VOTER CARD 16 CLOSING PROCEDURES After inserting Voter Card, press MENU button, then press #2 for Audio 1. Power off the Activator Unplug power cord. 2. Place Voter Cards and Activator in canvas case. The following message will appear on the screen: To activate card press YES Press Green YES button. 3. Place case in Write-in Bin of the Scanner. Card activated. Please remove. Remove Voter Card from Activator. Before voter s card is inserted into the Touchscreen, plug in the keypad/headphones. Remember to unplug keypad/headphones when audio voter is finished.

25 25 Setting Up the Polling Place Set up the Official Table using the diagram below. Language Assistance sign

26 Setting up the Polling Place Set up the polling place as suggested in the diagram below. Remember to think about the flow of voter traffic. * ALL LANGUAGE SPECIFIC SIGNS ARE POSTED ON THE VOTER INFORMATION CENTER Voter Information Center Street Index Roster (posted outside Polling Place entrance) PLACE THE VOTER INFORMATION CENTER INSIDE POLLING PLACE, VISIBLE TO ALL VOTERS 26

27 27 You are ready to Open the Polls! At 7:00 a.m. the Inspector goes to the main entrance of the Polling Place and declares aloud: The Polls are Now Open

28 1st Voter Procedures As required by the California Secretary of State, the 1st Voter in each polling place must verify the Scanner bins and Ballot Boxes are empty, the Public Counters of the Scanner and Touchscreen machines read zero. Follow the directions below for processing the 1 st Voter Locate 1 st Voter in Street Index Locate 1 st Voter in Roster-Index 1 st Voter signs the Roster-Index, but is not issued a ballot 1 st Voter confirms both scanner bins are empty Inspector locks Scanner door and secures door with a BLUE security seal. Direct 1 st Voter s attention to the LCD display on Scanner and confirm display reads 0000 (zeros) 1 st voter verifies Scanner tape displays correct precinct number, correct date and time and that all poll workers have signed the Scanner tape. 28

29 1 st Voter Procedures (cont d) 1 st Voter confirms Ballot Box is empty. Inspector closes Ballot Box and secures lid with a white pull-tight security seal. 1 st Voter verifies Touchscreen Public Counter reads zero. Verifies blue security seal is on the rear Open/Closed flap. 1 st Voter is taken to Official Table 1 st Voter is issued a ballot and directed to voting booth 29

30 Election Day Checklist Follow procedures in the Guide Follow procedures in the What To Do If booklet Touchscreen set up and available 12:30pm 5:30pm 7:55pm 1 st Security Seal Audit, Seal Verification form signed 2 nd Security Seal Audit, Seal Verification form signed 3 rd Security Seal Audit, Seal Verification form signed Roster Book audited throughout the day If voter signed roster, is the bubble filled in? Poll Workers using Roster Correction Notice form to record voter corrections? Official Table audits Poll Workers referring to Official Table Procedure Cards? Provisional voters are being processed per procedures? Vote By Mail voters are being processed per procedures? Sufficient bi-lingual ballots for all languages? Bi-lingual English - Spanish, Chinese, Tagalog, and Vietnamese ballots near Ballot Officer? Sufficient number of personnel? 3 poll workers are always at the Official Table? Bilingual staff wearing identification badges? Demonstration/Scanner Patrol Officer audit Ballots that should be in Provisional envelopes are not being scanned Voters with Provisional envelopes are directed to Ballot box after Provisional envelopes are reviewed Pens and Secrecy Sleeves are being returned? 30

31 Troubleshooting Section for Voting Equipment Troubleshooting: Power Issues Scanner and Touchscreen IF Not receiving power. Scanner will not print or a yellow or red bar appears at bottom of Touchscreen. No power cord in the Touchscreen. Power failure at polling place. THEN Check that the power cord is plugged into the power strip or wall outlet properly. If connections are ok, but there is still no power, you need to find a new power source. If no other power source is available, call the Registrar of Voters. 1. Turn on the Touchscreen and prepare it for voting in the normal manner. 2. Call the Registrar of Voters to report a missing power cord. Note: Touchscreen will run on battery power until replacement cord arrives. (1½hrs) 1. Call the Registrar of Voters immediately and await instructions. Note: Touchscreen can operate on battery for approximately 1½ hours. When power is restored, the Scanner will automatically power-up. The LCD screen will show the last ballot counted and scanning ballots may resume. NO VOTES HAVE BEEN LOST. 31

32 Scanner IF Ballot is rejected and prints: OVER-VOTED OFFICE Ballot is rejected and prints: UN-VOTED BALLOT Ballot is rejected and prints: DEFECTIVE BALLOT THEN 1. Explain OVER-VOTED to voter (voter has voted for more candidates/measures than allowed) 2. Issue voter another ballot (follow procedures in the What To Do If handbook for Spoiling a Ballot ). 3. If voter insists on voting OVER-VOTED ballot, move to the rear of the Scanner where an opening will display the number 3 on the keypad. 4. Press 3 while inserting ballot. 5. The ballot will now be accepted by the Scanner. 6. All votes except the Over-Voted office will count. 1. Explain UN-VOTED BALLOT (voter has not marked ballot, ballot is blank). 2. Remove ballot from Scanner. 3. Allow voter to review and complete ballot and re-insert ballot into Scanner. 4. If Voter insists on voting UN-VOTED ballot, move to the rear of the Scanner where an opening will display the number 3 on the keypad. 5. Press 3 while inserting ballot. 6. The ballot will now be accepted by the Scanner. If the voter HAS voted the ballot but the Scanner is unable to recognize the selections, SPOIL the ballot (per procedures) and issue voter a 2 nd ballot. If the voter does not wish to mark a new ballot, place the ballot in the Gray Ballot Box. This message means the ballot has been marked or torn on the timing marks at top or bottom, left or right. Remove ballot and explain to the voter that a new ballot needs to be issued. 1. Issue voter a 2 nd ballot (follow procedures in the What To Do If handbook for Spoiling a Ballot ) and explain that no tears or marks other than for candidates or issues can be made on the ballot. If Voter insists on voting DEFECTIVE ballot, place ballot in Gray Ballot Box for return as an un-scanned ballot. If this is a polling place with more than one precinct (A-side, B-Side) the voter must scan their ballot in their precinct scanner. 32

33 33 Scanner IF Ballot jammed while attempting to return it to voter. Printer jams and front display reads: PRN1 Printer jams and front display reads: PRN2 THEN TO BE DONE BY PRECINCT COORDINATOR ONLY!! The word PULL will appear on the LCD display screen. Raise front of the Scanner using handle and remove ballot. The Scanner will then print: DEFECTIVE BALLOT Ballot returned to voter! BALLOT PULLED OUT Spoil ballot and issue voter a 2 nd ballot. If voter does not want to take time to re-vote the ballot, place ballot in Gray Ballot Box for return as an un-scanned ballot. TO BE DONE BY PRECINCT COORDINATOR ONLY!! Remove RED security seal from rear access door to Scanner and tape to the front of the Seal Verification Form. Use key on lanyard to open rear door and follow information on the diagram inside labeled Paper Feed Assembly to remove jam. Make sure Gear lever is down so that the paper is held securely. Relock door, and place new RED security seal on the access door. Record new serial number on front of Seal Verification Form. TO BE DONE BY PRECINCT COORDINATOR ONLY!! Remove RED security seal from rear access door to Scanner and tape to the front of the Seal Verification Form. Use round key on lanyard to open rear door and follow information on the diagram inside labeled Paper Feed Assembly to remove jam. To straighten tangled paper, raise the Gear lever, and then turn clockwise to roll paper up and out of paper display area. Relock door and place new RED security seal on the Access door. Record new RED security serial number on front of Seal Verification Form.

34 Touchscreen, V-VPAT Printer, Audio, Card Activator IF Screen not responding to touch Voter s Card will not eject once ballot is cast Touchscreen Reads: VOTER CARD IS NOT VALID PLEASE ASK FOR ASSISTANCE Voter requests ballot be cancelled Voter walks out without pressing CAST BALLOT Audio does not work Screen does not respond while in Audio mode THEN Call the Registrar of Voters immediately and await instructions. 1. Confirm voter pressed the Cast Ballot button. 2. If card still does not eject, go behind the Touchscreen and raise Power On/Off switch cover. 3. Turn the Touchscreen off, wait 5 seconds and turn on again. 1. Go behind Touchscreen and raise Power On/Off switch cover. 2. Turn Touchscreen off, wait 5 seconds and turn on again. 3. Card will eject automatically. Note: If this occurs with the 1 st Voter using the Touchscreen, make sure the precinct number displayed on the Voter Card Activator is correct. If the Touchscreen displays the message again after you have reactivated the card, set that card aside and try a different card. 1. Verify that the ballot has not been CAST (see question regarding whether ballot was CAST below). 2. Go behind Touchscreen and raise Power On/Off switch cover. 3. Turn Touchscreen off, wait 5 seconds and turn on again. 4. Card will eject automatically. 1. Two Poll Workers must go to the Touchscreen. 2. One Poll Worker advances the ballot to the summary screen and touches the Cast Ballot option. 3. Remove the ejected Voter Card from the Touchscreen. 1. Confirm all connections are securely attached. 2. Try adjusting the volume. 3. If Steps 1 and 2 do not work, cancel the ballot. 4. Go behind Touchscreen and raise Power On/Off switch cover. 5. Turn Touchscreen off, wait 5 seconds and turn on again. 6. Card will eject automatically. 7. Issue the voter a paper ballot and offer assistance. 1. Go behind Touchscreen. Raise Power On/Off switch cover. 2. Turn Touchscreen off, wait 5 seconds and turn on again. 3. Touchscreen should automatically return to regular voting. 4. Issue the voter a paper ballot and offer assistance. 34

35 Touchscreen, V-VPAT Printer, Audio, Card Activator IF There s a question as to whether ballot was cast Accidentally Close the polls Call Registrar of Voters office immediately. V-VPAT printer not working on Touchscreen LOW PAPER message Card Activator becomes inoperable Screen reads: CARD NOT DETECTED TRY AGAIN Screen reads INSERT A VALID CARD PROPERLY AND TRY AGAIN THEN 1. Insert the Voter Card in question into the Card Activator. 2. Press the Status button. 3. The display will state Voted or Used and the time and number of the Touchscreen used. Note: If above is true, a ballot has been cast using that Voter Card. The voter may not vote again. 1. If the alert message is displayed, immediately change the Polls switch back to the Open position. 2. Reseal the compartment door. 3. If there is no alert message or warning sound and the results report begins to print, the Touchscreen will not be allowed to re-open. Note: The security seal should NEVER be removed during voting hours and thus the polls should never be closed prior to 8:00 p.m. Confirm connections are secure (power and printer cable) make sure V-VPAT printer is properly attached. 1. Offer voter a paper ballot and offer assistance. 2. Call the Registrar of Voters to report issue and resolution. 1. Make sure card is fully inserted. Yellow arrow facing forward and pointing down. 1. Remove the card and make sure card is re-inserted correctly. If this does not resolve the issue, activate another card. 35

36 36 CLOSING THE POLLS

37 37 8:00p.m. A poll worker announces: The Polls Are Now Closed. A Poll Worker stands behind the last voter in line to ensure no one votes after 8:00p.m.

38 38 Closing Checklist 8:00p.m. Take Down Signs and Street Index Assign 2 poll workers to perform Closing tasks on Scanner Assign 2 poll workers to perform Closing tasks on Touchscreen Bring in A-frame U.S. flag sign (and A-frame Accessible Entrance sign if applicable) Place A-frame(s) on the Registrar of Voters cart Dismantle the Voter Information Center and place near Registrar of Voters cart Remove Tri-fold from outside and place near the Registrar of Voters cart Take down all signs, inside and outside the Polling Place Place signs back into the Opening the Polls Supply Bag Place ALL three copies of Street Index in Red Bag Pack items on Official Table (except Official ballots and official Table Street Index) in the Official Table Supply bag Put supply bags in scanner bins Dismantle Blue Voting Booths (Leaving all signage posted inside) Dismantle blue voting booths Pack legs inside each booth and secure S-hook across privacy shield Unlock adapters from Accessible Voting Booth by lifting locking tab on back of adapter Remove adapters and place in Disabled Adapter Bag Disabled Adapter Bag goes in Scanner bin Stack Blue voting booths on the Registrar of Voters cart Record Numbers on the Roster Index - Official Ballot Tally Official Ballot Tally must be completed! Assign a poll worker to collect the various totals and record totals on Official Ballot Tally See Finishing Up in the Closing section of The Guide for detailed information On the Combined Certificate of Performance, Oath of Office and Payroll form circle the name of the poll worker riding with Inspector to the Return Center

39 Scanner: Closing the Polls Election Night SEAL While another Poll Worker observes, collect scanner vote total shown on LCD screen on front of Scanner. Give this total to poll worker completing the Ballot Tally. Remove RED security seal from scanner rear access lid and tape it to the front of the Seal Verification Form. NOTE: You will print three (3) Scanner reports! Remove BLUE security seal from scanner s side door and tape seal to the rear of the Seal Verification form. Using round scanner key, unlock Scanner rear access lid. On keypad, press Print Totals then press zero (0). The Scanner will automatically start printing the Vote Totals Report. Carefully tear off Vote Totals Report tape when printing is complete. All Poll Workers sign the bottom of Vote Totals Report tape. Place signed report in the Pink Anti-static bag marked Scanner Memory Pack. Print a second Vote Totals Report. Tear off second report, do not sign this copy. Post unsigned Vote Totals Report outside the polling place making it visible to the public. Print Electronic Log Report. Press the nine (9) key four (4) times on Scanner keypad. The Electronic Log is the scanner audit log. Tear off Electronic Log Report, do not sign. Place Electronic Log Report in Pink Anti-static bag marked Scanner Memory Pack. Unplug Scanner from electrical outlet. 39

40 Removing the Memory Pack from the Scanner Unplug Scanner prior to beginning the following steps! Use scissors to remove white pull-tight security seal from Memory Pack door. Trim and tape pull-tight to the reverse side of the Seal Verification Form. Open and lower plastic door. Raise, and then slide Memory Pack Slot Lever all the way to the right to release Memory Pack. Pull Memory Pack out and place in Pink Anti-static bag marked Scanner Memory Pack. Seal Anti-static bag and place inside the #1 plastic Bag. When all contents for the #1 plastic Bag are inserted, place #1 bag in Red Bag. Raise, and then slide the Memory Pack Slot Lever back to its center position. Close plastic door. Close and lock scanner rear access lid. Coil power cord and place in scanner well. Using flat Scanner key, open side door and pull out the bins. DO NOT MIX ballots from the small and large bins! Remove Write-In Ballots from small bin. Count Write-Ins, write the total number on the #2 bag label. Place Write-Ins in the #2 plastic bag. Place #2 bag in Red bag. Remove regular ballots from large bin. DO NOT COUNT!! Place regular ballots in box labeled Scanned Voted Official Ballots. Locate the Official seal and have all poll workers sign Official seal. Affix Official seal to the box and place box in Gray Ballot Box. 40

41 Touchscreen: Closing the Polls Election Night Close the Polls on the Touchscreen While another Poll Worker observes, visually confirm Blue security seal on switch cover marked POLL OPEN/CLOSED has no signs of tampering. If the seal has no signs of tampering, remove Blue security seal and tape it to the reverse side of the Seal Verification Form. Lift up switch cover and turn the POLLS switch to the CLOSED position. Deliver number of total votes cast on Touchscreen s Public Counter to the poll worker completing the Roster Index Ballot Tally. Press Print on LCD screen. The Official Results Report should begin printing immediately. If the report does not automatically print, touch Print Totals on the front of screen. Locate both Touchscreen Vote Totals Report forms. Write number of votes cast on Touchscreen for each candidate and contest in the appropriate row or column on Touchscreen Vote Totals Report. Each Poll Worker must sign one report. Place the signed report in Pink Anti- Static bag marked Touchscreen Results Cartridge. Post the unsigned copy outside polling place next to the Scanner Vote Totals Report. Once recording totals is completed, press Done on Touchscreen. On the rear of Touchscreen, lift POWER ON/OFF switch cover, turn switch to OFF. 41

42 Removing Results Cartridge Card Using scissors cut the RED pull-tight security seal and remove it from the Results Cartridge door. Trim and tape the removed RED security seal to the front of the Seal Verification Form. While one Poll Worker observes, another is to lower the Results Cartridge door and remove the Results Cartridge by pulling it out. Place Results Cartridge card into Pink Anti-static bag for Touchscreen and then into the #1 plastic bag. When the #1 plastic bag has all its contents, place #1 bag in Red Bag. Close Results Cartridge door and re-seal door with a new RED pull-tight security seal. Record the serial number of the new RED pull tight security seal on the front of the Seal Verification Form. The back of the Seal Verification Form should be completely filled out. 42

43 Removing the V-VPAT Printer Remove the privacy curtain Attach privacy curtain to privacy panel Visually confirm the white pull-tight security seal located on side of V-VPAT printer is still intact. DO NOT CUT THE SEAL! NEVER OPEN THE V-VPAT PRINTER! If seal is intact, move to back of Touchscreen and detach the V-VPAT printer power and cables. Raise V-VPAT printer up along the bracket sleeve until it is fully removed. Place V-VPAT printer in its black canvas storage case and place near other Return Center items. DO NOT PUT PRINTER IN RED BAG!!! 43

44 Removing the Audio Unit from the Touchscreen Remove Audio Unit from the well area behind Touchscreen and place in its black canvas bag. Audio Unit is placed in Scanner bins. Disassemble the Touchscreen Unplug power cord from wall and back of Touchscreen. Place power cord into the AC Power Cord Storage flap in Touchscreen cover. Close privacy panels. Lower LCD screen to the original flat position. Replace top cover by aligning and securing the four latches. With one Poll Worker in the front and another at the rear, roll and lift Touchscreen, placing it topside-down onto the floor. Press silver retention pin for each leg extension and turn to remove legs from main leg assembly. Remove main leg assembly from yellow and black sockets on bottom of Touchscreen by pressing each of the silver retention pins. Release main leg assembly by disconnecting the connector pin from the hole. With yellow tips facing down, keep connector pin above hole creating a diamond shape and close. Remove leg storage cover and return main leg assembly and four leg extensions to storage compartment. Replace cover, securing the four claps to their original locking position Roll Touchscreen unit to delivery cart. 44

45 45

46 46

47 Finishing Up Complete Official Ballot Tally Cut white pull tight security seal on Ballot Box. Trim and tape pull tight security seal to reverse side of the Seal Verification form. Record totals in every box: Box 1 Total number of ballots received Box 2 Total number of Spoiled ballots. Count Spoiled Ballots in #7 plastic bag. Write total on bag label and in box 2. Bag #7 goes in the Gray Ballot box Box 3 Unused Official Ballots. (A, B, C) or (A, B, C, D) Box 4 Count Un-scanned Ballots (if any) Write total on bag label. Place in #5 plastic Bag. Bag #5 goes into the RED bag Box 5 All Provisional envelopes. Count all Provisional Ballot/Envelopes. Write total on bag label and in box 5. Place in #3 plastic bag along with any completed Voter Registration forms. Bag #3 goes into the RED bag Box 6 Total Voted ballots. Write number showing on Scanner LCD display. Line 7 Total Signatures on white and pink Roster pages. Line 8 Total Votes Cast on Touchscreen. Write the number showing on Touchscreen Public Counter. (Lower left hand corner) Count Voided Vote by Mail envelopes in #6 plastic bag. Write total on the bag label. Bag #6 goes into the Gray Ballot box. Count Vote by Mail envelopes. Write number on bag label, place in #4 plastic bag. Bag #4 goes in the RED bag. NEVER OPEN Vote By Mail or Provisional Envelopes! 47

48 Packing Bag #1 Pink anti-static bag containing Scanner Memory pack Signed scanner Vote Totals Report Unsigned scanner Electronic Log report 48

49 Packing Bag #1 (cont d) Pink anti-static bag containing Touchscreen Results Cartridge Signed completed Touchscreen Vote Totals Report form. 49

50 Packing Bag #1 (cont d) Rosters white, Pink, and Yellow 3 copies 50

51 51 Packing Bag #2 Write In ballots Packing Bag #3 Voted Provisional Envelopes Packing Bag #4 Vote By Mail envelopes Packing Bag #5 Un-scanned voted ballots Scanner keys - put in Red Bag

52 RED BAG CHECKLIST - confirm all items are packed Red Bag Packing Checklist #1 Bag Scanner Anti-Static Bag with Memory Pack, signed Vote Totals Report tape, unsigned Electronic Log Report tape Touchscreen Anti-Static Bag with Results Cartridge card, signed Touchscreen Vote Totals report form Roster-Index including Pink and Yellow Rosters COMPLETED BALLOT TALLY Street Index 3 copies # 2 Bag Write-In Ballots (from small Scanner bin) # 3 Bag Voted Provisional Envelopes, completed Voter Registration forms # 4 Bag Voted Vote by Mail Envelopes Un-scanned Voted Ballots # 5 Bag Misc. Scanner keys (after scanner bins have been packed and scanner locked) 52

53 RED BAG Bag #1 with pink anti-static bags visible (see picture below) Behind bag #1, bags #2, #3, #4, #5 Scanner keys (in bag) SECURE BAG WITH WHITE PULL TIGHT SECURITY SEAL AFTER ALL REQUIRED CONTENTS ARE INSIDE 53

54 Packing Gray Ballot Box All Poll Workers must sign Official Voted Scanned Ballots seal. Affix seal to box as shown. Place box in Gray Ballot box along with below items. Secure ballot box with a white pull tight! Security Seals Envelope (Completed Seal Verification form enclosed) 54

55 55 Gray Ballot Box Checklist # 6 Bag Voided/Surrendered Vote By Mail Ballot envelopes (if any) # 7 Bag Spoiled Ballots (if any) Sealed boxes of Voted Scanned Official Ballots Security seals envelope with completed Seal Verification Form The Guide Language Assistance Tally Form Precinct Coordinator/Inspector Sign Off Sheet Secure Ballot Box with a white pull tight security seal

56 56 Using the checklist below, confirm you have packed all items in large and small Scanner bins. ITEMS TO LEAVE AT THE POLLS Scanner Bins (Small Write-In Bin and Large Bin Checklist) Audio Unit (in scanner bin) Card Activator (in scanner bin) Plastic bags of supplies (scanner bins) Sample Ballots (in scanner bins) Unused Provisional Envelopes (scanner bins) Empty Official Ballot Boxes (on cart) Lock scanner door Roll Scanner to safe location near the Registrar of Voters cart. Place A-frame sign(s),tri-fold & Voter Information Center by the Registrar of Voters cart.

57 57 RETURN CENTER

58 58 WHAT GOES TO THE RETURN CENTER? The Inspector and one Poll Worker deliver the following items: RED Bag ( sealed with a white pull tight) Gray Ballot Box (sealed with a white pull tight) V-VPAT printer in canvas case Sealed Boxes of Unused Official Ballots Door wedges (if any) Rubber mat (if any)

59 GLOSSARY 59

60 Glossary Accessible Voting Booth Assisted Voter Assisted Voters List Audio Mode Audio Voting Ballot Stub Card Activator Chain of Custody Charging light Cover Clasps Curbside Voting Directional Signs A voting booth that allows voters having specific needs a physical location to vote a secret ballot. A voter requiring assistance in casting his/her ballot may be assisted by up to two individuals of the voters choosing. The assistant(s) may include friends, family or Poll Workers. See your What To Do If handbook for further details. Note: An assisted voter must be identified on the Assisted Voter List. A document inside the Roster-Index onto which the names of voters who use the aid of another person or persons is recorded. A Touchscreen setting which, when combined with audio voting hardware components allows a voter to vote a ballot presented through headphones and navigated via a keypad. A means by which a voter can listen to, navigate, and cast a ballot through the use of a keypad and headset connected to the Touchscreen. A perforated, sequentially numbered tab on a voter s paper ballot that is retained by the voter. A machine used to initialize a Voter Card for the Touchscreen. Written record that tracks the transfer of election materials, including voting equipment, from person to person; it is used to prove that materials and equipment has not been altered since it was obtained. Documentation includes the identity of all handlers, date of receipt, the manner in which supplies are transferred to subsequent custodians each time such transfer occurs, that all supplies are accounted for, and the signed verification that the integrity of all security seals remained intact at each transfer. Small, red light on the power panel at the rear of the Touchscreen that, when illuminated, indicates the unit s battery is charging. The four latches on a Touchscreen cover which lock the cover to the Touchscreen body. A voter who, because of a barrier or other disability, cannot enter the polling place may have the ballot delivered to him/her at the curb. Signs that direct the voter to the room in which voting is taking place. 60

61 61 Election Officer s Digest Electioneering Language Assistance LCD Screen Leg Extensions Observers/ Poll watcher Official Ballot Tally Over-Voted Ballot Positioning Bar Precinct Precinct Board Printer Provisional Ballot Envelope Provisional Voting An abridged collection of Election Laws, compiled in booklet form by the Attorney General and the Secretary of State. The practice of trying to influence a voter to vote in a specific way or for a specific measure or candidate. Section 203 prohibits discriminatory practices and procedures that effectively exclude language minorities from participating in the electoral process and provides for appropriate remedies. The screen on the Touchscreen unit, similar to that on a microwave or ATM machine, which allows the voter to make selections on contests and measures. Aluminum tubes which, when attached to the base legs of the Touchscreen, raise the unit to the appropriate height for use. Anyone may observe the voting process from the start of setup at 6 a.m. until the polls close and the Poll Workers leave in the evening. See the What To Do If handbook for details. A document which, when completed, accounts for all ballots originally issued: spoiled, unused, voted and provisional. A ballot the voter has marked with more than the maximum number of choices allowed in a given contest. The black bar on the back of the Touchscreen that allows the screen to be adjusted to three different positions. A geographical area in which voters reside. Persons appointed by the Registrar of Voters to serve as election officers in an election. A sealed compartment containing a paper tape that allows a voter to review a printed version of his/her selected candidates and measures prior to casting the ballot. The Printer is attached to a Touchscreen Unit and is used to maintain a paper audit trail. Envelope filled out by the voter and the Precinct Officer. A Precinct ballot or a VBM ballot is placed inside. Provisional Ballot Envelope is placed into the Gray Ballot Box. A Provisional envelope is issued along with a precinct ballot when a voter s right to vote cannot be immediately determined. The voted ballot is placed in the Provisional Ballot envelope and placed in the Gray Ballot box. These ballots are counted after research by the Registrar of Voters affirms the voter s eligibility.

62 62 Registered Voter Residence Address Scanner Signature Line Spoiled Ballot Street Index Touchscreen Two-Person Rule Under-Voted Ballot Un-Voted Ballot Vote by Mail Ballot Voter Assistance Cards Voter Bill of Rights Voter Card An individual who has filed a sworn Affidavit of Registration is then eligible to vote at the next election occurring 15 or more days after the affidavit is executed. Voters must be U. S. citizens, residents of the State and at least 18 years of age on or before the next election. The physical address at which the voter resides. The machine into which a ballot is inserted, scanned and automatically deposited into a locked ballot box below. A line adjacent to the voter s name on which he/she signs name and residence address. This line may contain information regarding Vote by Mail requests. A ballot on which a voter makes a mistake and then returns for a new one. A voter may receive up to three ballots, including the first (two additional). A voter who has spoiled a ballot must be advised that he/she may receive only two more. See the What To Do If handbook for details. A list of voters, registered in a precinct, arranged alphabetically by street name and number. A voting machine that allows a voter to cast an electronic ballot without assistance. A requirement by the Secretary of State to ensure all voting equipment is secure at all times and all procedures concerning the equipment are performed correctly by two poll workers. A ballot on which a voter marks fewer than the maximum number of choices allowed in a contest. A ballot on which a voter leaves all choices for a contest unmarked. A paper ballot mailed to a voter upon written request. The voted ballot must be mailed in time to arrive at the Registrar of Voters office or delivered to any polling place on/by Election Day. See the What To Do If handbook for details. A tri-lingual informational card listing phone numbers for contacting the Registrar of Voters on Election Day. A list of guaranteed rights which ensure voters full enfranchisement. A plastic card which, when properly activated, allows a voter access to the Touchscreen.