Telephone Numbers for Election Day Eve and Election Day. Poll Worker s Manual. For Primary & General Elections

Transcription

1 Telephone Numbers for Election Day Eve and Election Day Poll Worker s Manual For Primary & General Elections

2 Telephone Numbers for Election Day Eve and Election Day Monday before election: If you do not have all your supplies or you have materials belonging to another District: Monday night before election until 8pm: Polling Place problems, voting equipment problems: Election Day (6:00 AM until 9:30 PM) Our office will be staffed by the Registration & Elections work group and also by members of the telephone bank Judges of Election ONLY The following direct numbers are special lines available to the Judges of Election ONLY for quick response, and will be staffed beginning at 6:00 AM on Election Day. Please do not give these numbers out to the Public. (The Public should call with any questions) If you are unable to get through to one or more of these phone numbers, please call and your call will be answered by the next available staff member. Election Night from 9:30 PM on Call with questions. Revised September

3 Table of Contents Election Day Telephone Numbers Absentee Ballot Reminder Head Start Task List Passwords & Ballot Box Keys Pre-Election Day Voting Equipment Check List Primary Instructions Ballot & Seal Certificate Seal and MBB Removal Materials to be Posted Opening Polls Check List JBC & eslate Setup and Open Polls escan Setup and Open Polls Operating Voting Equipment: Adding Voter from JBC eslate Voting Write-in Feature Helping Voters Checking an Access Code Canceling a Booth JBC Cancelled Booth Log escan Scanning & Casting Ballot Paper Ballot Spoiled Ballot Log During Voting Hours First Time Voter Provisional Ballot: When to Issue a Provisional Ballot Provisional Ballot Action Steps Assistance to Vote Affirmation of Elector Sample Poll Book Page Challenge of Voter Poll Watchers Absentee Ballots Closing the Polls: JBC/eSlate escan Completing Return Sheet Election Day Envelopes: Absentee Voting Return Envelope Envelope A Envelope B Envelope W Envelope X Envelope Y Poll Closing Checklist Changing Paper Rolls: JBC escan Miscellaneous Information: Election Officials FAQ Emergency Information MBB Reminder! Back Cover Revised October

4 DEFINITIONS JBC JUDGES BOOTH CONTROLLER DAU DISABLED ACCESS UNIT E-SLATE DIRECT RECORDING ELECTRONIC VOTING DEVICE (DRE) E-SCAN ELECTRONIC SCANNER MBB MOBILE BALLOT BOX IDENTIFYING FLAGS IN THE POLL BOOK ATV Identifies the person who needs assistance to vote. AFFIRMATION REQUIRED Indicates that an Address Verification Notice was not returned by the voter or could not be delivered by the post office. They need to fill out the Affirmation of Elector form prior to voting. AFFIRMATION OF ELECTOR FORM Form used to change address for next election if different than the one listed in poll book. QUESTION ONLY - Indicates a voter that is not registered as a Democrat or Republican in a Primary Election and may only vote for the question that appears on the ballot in their precinct. NO SIGNATURE ON FILE Indicates a voter s signature has not been currently scanned into the SURE Data Base. VOTING ABSENTEE Indicates a voter who has applied for an Absentee Ballot. NOT ELIGIBLE Indicates a voter that is not registered as a Democrat or Republican in a Primary Election and is not eligible to vote in that election. 4

5 Note: If you are not working in your home polling place, please be sure to apply for an Absentee Ballot if you have not already done so. The deadline to apply is 5:00 PM on the Tuesday prior to every election. 5

6 PROPER WAY TO MARK YOUR BALLOT 6

7 Head-Start Task List (Recommended tasks to complete prior to Election Day.) Completed All supplies are accounted for. Put Alphabetical Tabs on Poll Books - tabs are provided. Mark Poll Books for Voters who submitted Absentee Ballots. Take the names from your Absentee Ballots List and either write Absentee Ballot (in pencil) on the signature line for the voter or use a Post-it note. Print Poll Workers Names on the Election Officials Oath Sheet on the appropriate line on BOTH copies and clip one copy to Envelope G and one to Envelope H. Locate all four (4) of General Return of Votes Cast sheets; verify the precinct information is accurate. Locate the Numbered List of Voters and Complete Cover in Duplicate. Remember to use the cardboard separator sheet. Locate Affirmation of Elector Forms, complete the TOP portion only (County, District, and Election Date) and keep them with the Affirmation Envelope. Additional Suggestions: Locate Challenges/Elector s Affidavit Forms and place in the bottom of your supply box so you will be able to locate quickly if necessary. Locate Spoiled Ballot Log and attach it to the Spoiled Ballot Envelope, Envelope Y. Locate all Envelopes that will be returned to the County in your Blue Bag at the end of the day. You may write COUNTY on all of these envelopes. Locate all Envelopes that will be given to your Minority Inspector at the end of the day. You may write MINORITY INSPECTOR on these. Revised July

8 Passwords & Ballot Box Keys You will need this envelope when you go into the polling place the day before the election. LANCASTER COUNTY REGISTRATION & ELECTIONS 150 NORTH QUEEN STREET SUITE 102 LANCASTER, PA T escan Ballot Box Keys LANCASTER COUNTY REGISTRATION & ELECTIONS 150 NORTH QUEEN STREET SUITE 102 LANCASTER, PA U LANCASTER COUNTY REGISTRATION & ELECTIONS 150 NORTH QUEEN STREET SUITE 102 LANCASTER, PA V OPEN POLLS PASSWORD DO NOT OPEN until ELECTION DAY MORNING CLOSE POLLS PASSWORD DO NOT OPEN until ELECTION NIGHT 8:00 PM Revised July

9 Pre-Election Day Voting Equipment Check List Use this check list to verify equipment prior to the day of the election. Do not power equipment up during the pre-election inspection. We do not want equipment powered up before Election Day because we do not want anyone to accidentally open the polls on the equipment. Initials Task 1. Verify seal on side of escan is not broken. If seal is broken, contact the County to dispatch someone to inspect the device. They may reseal or replace it. DO NOT REMOVE THE SEAL. 2. Verify zero tape is present on escan. 3. Examine escan zero tape to verify it is set for your poll location AND for the appropriate election. 4. Remove Ballot & Seal Certificate from the crisper. Verify Serial & ID numbers on all equipment against Certificate. Verify correct paper ballots (for your precinct number AND for the appropriate election) and complete those portions of the Return Sheet. 5. Verify the manila folders (privacy sleeves) are in the scanner tub. 6. Verify the escan power cord and three rolls of paper are in the crisper drawer. 7. Replace items in scanner tub, lock it, and retain key. 8. Verify seal on side of JBC is not broken. If seal is broken, contact the County to dispatch someone to inspect the device. They may reseal or replace it. DO NOT BREAK SEAL. 9. Verify zero tape is present on JBC. 10. Examine JBC zero tape to verify it is set for your precinct number AND for the appropriate election. 11. Review electricity availability. Notify the Election Office if you need additional extension cords or power strips. 12. Physically set up the Poll Location for the Election. Machines to be set up ONLY if room can be secured (locked). After completing the checklist, if you encounter any problems, please contact the Elections Office and identify all problems encountered. 9

10 Primary Instructions Verifying Paper Ballots for PRIMARY Election ONLY: Democratic - ballots have grey stripe on top Republican - plain white ballots, no stripe Referendum - (if applicable) have black stripe on top of ballot 10

11 Ballot & Seal Certificate Ballot & Seal Certificate to be returned in the BLUE BAG. 11

12 Seal and MBB Removal 12

13 Seal and MBB Removal MBB Seal Location for Judge s Booth Controller ( JBC) and escan This is the location of the SEALS with the number to be checked against the Ballot & Seal Certificate and recorded on your Return Sheet. DO NOT BREAK SEAL until the end of voting! 13

14 Seal and MBB Removal This is a picture of the seals after the polls are closed and the MBB s are ready to be removed. Revised September

15 Materials to be Posted The following items must be posted in a conspicuous location within the Polling Place so that voters can see them before they begin the voting process. - Election News Important Information for You (English and Spanish Versions). - Three (3) Penalties Cards. - Three (3) Instructions Cards. - Five (5) Sample Ballots. - Plain English and Spanish Statements for Ballot Questions (if applicable). - Provisional Voting Instructions. - Notice of Voter s Rights. - There may be items added to this list before Election Day. Please check your supplies for these. Absentee Ballot List Reminder: Please DO NOT post your Absentee Ballot List on the wall at your Polling Place. Please DO keep it available for inspection at the table. Revised September

16 Opening Polls Checklist 1. If not previously done, Judge follows Poll Location Pre-Election Day Voting Equipment Check List. 2. Judge arrives at the polling place with: Ballot Box keys in envelope T. JBC/eScan Poll Opening Password in sealed envelope U. JBC/eScan Poll Closing Password in sealed envelope V. Election Day Digest. Absentee Ballots & absentee voters list are in the Brown Supply bag. Poll book(s). Provisional balloting materials. Return sheets (4). Sample ballots (5). Oath and Pay Voucher. Affirmation and declaration forms. Plastic bag (pens, tape, etc.). Large envelope W marked MBB & Tally Tapes. Large envelope X marked Voted not Scanned. Large envelope Y marked Spoiled Ballots. Envelope Z marked Zero Tapes. JBC Cancelled Booth Log sheet. Spoiled Ballot Log sheet. 3. Minority Inspector swears in the Judge of Election. 4. Judge of Election swears in all other poll workers. 5. If vacancy occurs on your board call the Elections Office immediately ( ) and refer to the Filling Vacancies on the Election Board section of the Election Day Digest 6. Review physical set up of poll location for the election. 7. Prepare voting machines for election. Revised September

17 Opening Polls Checklist 1. The Minority Inspector swears in the Judge of Elections. 2. The Judge then swears in the Board. The swearing-in must be done on Election Day BEFORE the polls open. Once signed, one copy of this form goes in Envelope G which is then placed in Large Envelope A for return to Election Headquarters. Once signed, one copy of this form goes in Envelope H which is then placed in Large Envelope B for Minority Inspector. WPP-FORM 21 Election Officers will enclose herein One copy ELECTION OFFICERS OATH. To be placed in Large Return Envelope A. Ward District CITY BOROUGH OF TOWNSHIP ELECTION OFFICERS OATH. WPP-FORM 22 PLACE IN ELECTION RETURN ENVELOPE A 17 TH. A. Election Officers will enclose One copy ELECTION OFFICERS To be placed in Large Return Env Ward District CITY BOROUGH OF TOWNSHIP ELECTION OFFICERS OATH. PLACE IN ELECTION RETURN ENVELOPE B

18 Opening Polls Checklist The numbered list will be in your supply bag. The list is on NCR paper. Use the cardboard provided at the back of the pad to separate the list sets. Please be sure NOT to place the voters name on this list until after you have verified that they are in your poll book and have provided proper ID if required. Please put an asterisk * next to the name of any voter whose vote has been cancelled and lightly draw a single line through it. This will help you identify discrepancies on your return sheet at day s end. 18

19 Pay Voucher Opening Polls Checklist INSTRUCTIONS FOR COMPLETING THE PAY VOUCHER If you are a Pre-Assigned Member of an Election Board, your Name, Address, and Phone Number will be Pre- Printed in the Left-Hand Column of the Pay Voucher assigned to your designated Election Board Position. Simply sign on the Signature Line under your Name. If you are a Substitute and your name does not appear in the Left-Hand Column of the Pay Voucher, complete the required information under SUB in the Right-Hand Column in the Election Board Position which you are serving. Also sign on the Signature Line. If you are serving as a CLERK and are only working 1/2 Day, be sure to Check the 1/2 Day Block directly below your Signature. REMEMBER NO SIGNATURE = NO PAY. You must sign to get paid. 19

20 JBC & eslate Setup Setting up: JBC and eslate 1. Place the Judge s Booth Controller (JBC), its black power cable, and the JBC cable (gray) on a table near an electrical outlet. Do not connect the JBC to any power source yet. 2. Plug one end of the JBC cable into the "Booth Out" port on the back of the JBC and tighten the thumbscrews. (This may have already been completed at the warehouse.) 3. Arrange the voting booth cases in the polling place. Disabled Access Unit (DAU) booths are identified with a red stripe near the handle. If using more than one booth in the polling place, place the DAU booth at the end of the row. 4. Set up the legs of each booth. See the instructions found on the brace of each booth. 5. Use two people to turn each booth upright. Be sure that each booth's feet are extended. 6. Stand in front of each booth and release the locks located on either side of the handle. Raise the lid and press on the brace to lock the lid upright. Repeat for all booths, if applicable. 7. Plug the black end of the JBC cable into the back of the first booth. Tighten the thumb screws. 8. If using more than one booth in the polling place, stand in front of the first booth and open the storage compartment above the eslate. Run the eslate cable out of the booth and connect it to the back of the next booth in the row. Repeat for all booths, if applicable. 9. Unfold the fabric privacy screens. See following pages for setup steps. 10. Proceed to the "Opening Polls" sequence. 20

21 JBC & eslate Setup Setting up: eslate booth Match the steps with the numbers on the picture to set up the eslate booth. 1. Release the three Velcro straps. 2. Position the LEFT BACK leg: a) Grasp the leg (do not grasp leg brace). b) Press and hold the button down. c) Raise the leg. d) Slide the leg out. e) Align arrows to lock the button. 3. Position the RIGHT BACK leg (same as left back leg). 4. Lock the leg braces together (fit the button into the hole). 5. Position the FRONT legs (same as back legs). 6. Lock the straight tubes in place. 7. Extend the foot tubes and lock their buttons. 8. Lock the feet onto the straight tubes. The foot tubes extend toward the front of the booth where the handle and latches are located. 9. Turn the booth over so that it is standing up. Unlatch and lift the top of the booth. 10. Assemble the privacy screen. If the booth has a fabric privacy screen, follow the assembly instructions on the tag attached to the screen. If the booth has plastic privacy wings, insert them into the notches on the sides of the booth. Special Note: A video is available on our website which details eslate assembly. Check it out: Click on the red icon on the lower left side of County Home Page labeled Election Information. On the next page click on the Poll Workers link on the upper left corner and then select Training Videos. 21

22 Setting up: eslate booth Follow these steps to set up the fabric privacy screen. JBC & eslate Setup 22

23 JBC & eslate Open Polls 1. Connect the JBC battery key. A JBC Initialized report prints. Leave the report on the JBC; it will be filed at the end of Opening Polls. Be sure eslate and JBC are connected to each other before plugging in battery key and connecting power cord to wall outlet! 2. Connect the JBC to AC power by inserting the power cord into the back of the JBC and plugging the cord into a power outlet. If using a power strip, make sure it is turned on. 3. Assign booth numbers. Go to the first eslate and press ENTER to assign that booth as number 1. Continue until all eslates delivered to your location are assigned. *Remember to walk over to the booth and actually hit ENTER. The white 01 (as seen to the left) will change to a black 01 with a yellow box around it. The yellow box is key. Otherwise, you will be given a Booth is Unavailable error message. Hit Enter on each booth, if applicable. 4. Notice the booth status lights on the JBC. (There should be one status light lit for each eslate at your location.) Press the next to Done then Press the beside Next. 5. Press the next to Print Zero Tapes. Please be sure to print 2 Zero Tapes at this point in your set up. Check the report to verify your polling place and/or precincts. They will be filed at the end of the Opening Polls check list; one in Envelope Z and one in Envelope B. 23

24 JBC & eslate Open Polls 6. Enter the JBC Private Count (PVT) on the Return Sheet. 7. Check the time. Press the next to Open Polls. 8. Enter the Open Polls Password. Use Open Poll Password that is in Envelope U. Press the next to Accept. 9. The JBC displays the Open Polls menu. 10.Check the JBC AC and battery power by viewing the power status at the bottom of the JBC screen. Both should indicate [OKAY]. 11.On the eslate(s), look for the word Battery in the lower right corner of the Language page to confirm that the voting machine s backup batteries are functioning correctly. You have completed the set up of the eslate and JBC. 24

25 Setting up: escan 1. Roll the escan ballot box to its desired location in the polling place. The escan must be located close to an AC power outlet. escan Setup When placing the escan in the polling place, consider traffic flow and privacy for voters as they cast ballots. When the escan ballot box is in its desired location, lock the wheels to prevent the device from rolling, if applicable. There are screws under the ballot tub that let you lock the wheels. 2. Unlock the escan cover. Ballot Box keys are in envelope T. Be sure to store escan keys in a secure location. 3. Remove the escan cover and store it in a safe place. Do NOT place the escan cover inside the ballot box, as it may interfere with cast ballots as they drop into the ballot box. 4. Unlock the ballot box door, keys are in Envelope T, and remove the power supply, paper ballots, and any other items that may be stored in the escan ballot box. Be sure to remove both the AC power cord and the power "brick." 5. Verify the emergency ballot slot is closed. 6. Reinsert the Crisper by sliding it onto its rails. 7. Close the ballot box door and lock it securely. 8. If you did not do this the night before the election, count the quantity of ballots and record this on the Return Sheet. 25

26 escan Open Polls 1. Insert the power cord into the AC power "brick." 2. Insert the round end of the power cord into the back of the escan. 3. Plug the power cord into a power outlet. If using a power strip, make sure it is turned on. 4. Press the power switch on the escan to ON. After approximately 1 minute, the escan screen appears on the console and the escan Power up report is printed. 5. The escan displays the Ready to Open Polls screen. Press the button next to PRINT ZERO and print 2 tapes. Check the Zero Tape Report to verify your polling place and/or precincts. File one Zero Tape in Envelope Z and one in Envelope B. 6. Enter the escan Private Count (PVT) on the Return Sheet. 26

27 escan Open Polls 7. Check the time. Press the button next to OPEN POLLS. 8. Use Open Poll Password from Envelope U. Enter the Password and press the button next to ACCEPT. How to enter numbers of a password: 1. Press the console button next to the up arrow as often as necessary to display the first number you want to enter. 2. Press the console button next to the right arrow to advance to the next entry position. 3. Press the console button next to the up arrow as often as necessary to display the next number you want to enter. 4. Repeat steps 2 and 3 above until all numbers are entered. 5. Press the console button next to ACCEPT. 9. The escan displays the Ready to Scan screen. The escan is ready to scan voters ballots. Polls are now opened. 27

28 escan Open Polls Run TWO SETS of ZERO TAPES on EACH DEVICE. One set goes in Envelope Z ; one set goes in Envelope B for the Minority Inspector. Put ENVELOPE Z in your BLUE BAG now. You will not need it again. 28

29 Operating Voting Equipment Adding voters from the JBC Adding a voter to generate an ACCESS CODE is similar to issuing the proper ballot style for the voter s precinct. Follow these steps to add a voter after: The voter has been qualified. An open booth is available. 1. To add a new voter to the system, on the JBC Polls Open screen, press the next to Add Voter. 2. Note that the JBC screen displays the ACCESS CODE and precinct prior to printing. In the event that the JBC printer is disabled, simply hand-write the ACCESS CODE displayed onto any piece of paper before continuing to Step 3. In a PRIMARY ELECTION, immediately after the JBC operator selects ADD VOTER, the operator will be prompted to select Voter s Party (Democrat, Republican, or NP- No Party). This is the only procedural difference for obtaining an Access Code from the JBC in the General and Primary Elections. Once Party is selected, you can then print the access code. 3. Press the next to Print. The JBC prints a slip of paper with the ACCESS CODE. Only print an ACCESS CODE if there is an open booth. 29

30 4. Verify the voter's precinct number on the ACCESS CODE slip. Give the ACCESS CODE to the voter, and instruct the voter to go to any open booth. Access code will time out after 30 minutes. Once the code is in use it will not time out. The JBC screen returns to the Polls Open menu and you are ready to add the next voter. Polls Open 07:00 AM Election Name Codes Active: Other Add Voter Check Code PVT: AC [OKAY} Batt [OKAY] PUB:

31 Disabled Access Unit (DAU) Voter Instructions Disabled Access Unit voters have a variety of options to mark and enter choices: a) Voters with mobility impairments may bring their own personal tactile input switches or a sip-and- puff device to connect to the eslate. Connection is on the right side of the DAU eslate beneath the headphone connector. b) Voters without mobility impairments, including voters who are blind, use the SELECT wheel and ENTER button to navigate ballot. Headphones are stored in the compartment above the eslate and should be displayed as shown and set-up. The volume adjustment for the headphones is on the cord. c) To assist voters with vision impairment, the buttons are labeled in Braille from left to right CAST BALLOT, PREVIOUS, HELP, NEXT, ENTER and SEL. All voters follow these steps: 1) Select your language (as a multilingual ballot is available). 2) Enter your ACCESS CODE by turning Select wheel, or have an assistant enter the ACCESS CODE. 3) Navigate the highlight bar to see or hear choices on the ballot, and enter your choices. Repeat for each contest. 4) Read or listen to the Ballot Summary Page carefully, or Review Ballot by returning to the first page. 5) After reviewing your choices, select CAST BALLOT to finish voting. You have finished voting when the waving American flag is displayed, or when the audio indicates that your vote has been recorded. 31

32 Other features for voters - Press HELP once for an on-screen help message. - Press HELP twice for help from a poll worker. - Use PREV or NEXT to move between pages of the ballot. - Voters do not need to vote in all contests, if they choose not to. - Voters may cast a blank ballot, if they choose to. The eslate displays a warning page to alert voters if they are about to cast a blank ballot. - Cancel a choice by highlighting the choice with the SELECT wheel and then press ENTER. - Change a choice by turning the SELECT wheel to your new choice and then press ENTER. - Change a choice from the BALLOT SUMMARY by turning the SELECT wheel to highlight the contest you wish to change and then press ENTER. You will go back to that contest. Additional tips for navigating the eslate ballot: - In multi-page ballot summaries, turn the SELECT wheel, or press NEXT, to move to the final page and then press CAST BALLOT. - If a Straight Party option is available, and you make a selection in that contest, you may use the NEXT button to move through the pages of the ballot after choosing your party. 32

33 Write-In feature To vote for a write-in, when a Write-In option is available: 1. Turn the SELECT wheel to the Write-In option and press ENTER. 2. Turn the SELECT wheel and press ENTER to spell out the name of the candidate you wish to write in. The cursor indicates your place in the text box. 3. Turn the SELECT wheel to highlight Accept and press ENTER. 4. Other choices are Clear Last to go back a space, Space to skip a space, and Cancel to return to the ballot without entering a choice. 33

34 Helping Voters Along the top of the JBC are lights, numbered Each light corresponds to an eslate booth to inform you of its status. These lights must be monitored while voters are in booths. When the booth is open, the light is GREEN. When the booth is in use, the light is RED. When a voter needs help, the light flashes GREEN and RED. To Help a Voter: 1. Go to the booth where a voter has requested help, or for which a flashing light appears. 2. Stand beside the privacy screen, to protect the voter s secret ballot. 3. Ask the voter how you may assist him or her. 4. Ask appropriate questions to learn what part of the voting process the voter needs help with (e.g.), What page is visible? ACCESS CODE page, ballot, summary page, etc. 5. If necessary, ask the voter to press ENTER on the blue Help page to return to the voting process. 6. If a white ballot page is visible, a voter may press HELP twice to mask the ballot with the blue Help page. 7. ALWAYS ask for the voter s explicit permission before seeing the ballot or touching the voter s eslate machine. 8. Follow state and local guidelines to complete appropriate assistance forms, if required. 34

35 Checking an access code Check Code allows you to check the status of an ACCESS CODE. The status of a code may be: Not assigned Assigned and in use Assigned and expired Assigned and cast Assigned and canceled Assigned and open Code was not printed from the current JBC. Code is associated with a ballot currently active on an eslate. Code was not entered into an eslate within time limit. Code is associated with a ballot recorded in the electronic ballot box. Code is associated with a booth that was canceled prior to casting the ballot. Code is "live," and it has not yet been entered into an eslate. To check an ACCESS CODE 1. On the JBC Polls Open screen, press the next to Check Code. 2. On the Access Code Check screen, use the keypad to type in the ACCESS CODE. 3. The status of the ACCESS CODE appears on the screen. 4. If necessary, press the next to Print to print. 5. Press the next to Done when you are finished. 35

36 Operating Voting Equipment Canceling a Booth Cancel a booth if: - A voter gets the wrong ballot style or language. - A voter is using an eslate unit, but needs a DAU eslate feature. - A voter walks away from the booth with an active ballot, without pressing CAST BALLOT. Cancel Booth Enter Booth to cancel. Cancel 1. On the JBC Polls Open Menu, press the next to Other. 2. Press the next to Cancel Booth on the next screen. Enter the number of the booth you wish to cancel (e.g., 01, 02, 03) on the Cancel Booth screen. 3. Go to that booth and press ENTER on the eslate. 4. Return to the JBC and press the next to Continue. 5. Press the next to Polls Open Menu. 6. Record the cancellation on the Canceled Booth Log. 36

37 Operating Voting Equipment JBC Cancelled Booth Log If a voter decides, after you have issued an access code for a booth and the voter has begun the voting process on the eslate, they would rather vote on a paper ballot, the booth/ code must be cancelled. If a voter walks out without completing his/her vote on the eslate, that booth/code must be cancelled. Anytime you must cancel a booth, you must log the access code issued for the voter/booth on this log. Date/Time/Name of Election Official Canceling and the Reason for the Cancellation. At the end of the day, this sheet goes in Envelope Y and into your Blue Bag. 37

38 Operating Voting Equipment Scanning and Casting a Ballot 1. The escan displays Ready to Scan when the machine is available for the next ballot. 2. Insert the ballot into the ballot feed slot. The escan scans ballots inserted in any orientation. ( If available, voters may use privacy sleeves while inserting ballots into the ballot feed slot.) 3. Wait while the Scanning Ballot... message is displayed 4. If the ballot is properly marked, escan accepts the ballot and displays the waving American flag to indicate that the ballot has been recorded. 5. Respond to any Voter Instruction messages. 38

39 Operating Voting Equipment 6. To see information about the next contest not properly marked, the voter may select Next Contest. Repeat step 5 to see information about additional mismarked contests, as desired. 7. To cast the ballot as-is, the voter must request assistance from a Poll Worker. 8. Poll workers should confirm that the voter wishes to cast the ballot as-is by asking, "Are you sure you want to cast your ballot?" 9. To override the escan, the RED poll worker (PW) button is pressed while the ballot is still under the scanner feed wheels. If the ballot has been removed from the scanner, it needs to be reinserted as if attempting to vote the ballot. Allow the scanner to reject the ballot again. While being certain the ballot is still under the scanner feed wheels, press the RED poll worker (PW) button and allow the ballot to be pulled back into the scanner. 10. The escan displays the waving American flag, indicating that the ballot has been accepted and recorded. 11. The escan will display Ready to Scan to indicate that the escan is ready to accept the next ballot. Revised October 2014 Under NO CIRCUMSTANCE are you, or ANY poll worker, to look at the voted ballot. Ask questions while standing away from the scanner and answer using these instructions. 39

40 Operating Voting Equipment Paper Ballot The person distributing the ballots will fold and tear at first perforation, leaving the first receipt on the tablet, and will then hand the ballot to the voter along with a Privacy Folder. Once the ballot has been voted, BEFORE it is scanned and while still in the Privacy Folder, a Poll Worker will remove the remaining receipt at the final perforation, hand the ballot back to the voter (in the Privacy Folder), and step aside while the voter scans the ballot. 40

41 During Voting Hours 41

42 During Voting Hours If an elector comes to your polling place to vote and you do not have him/her in your poll book or in your Supplemental Poll Book Sheets, PLEASE call the Elections Office. (Consult Phone list provided) 1. Review Voting Procedures in front of poll books. 2. Review Operating Voting Equipment section of the manual. 3. NOTE ON PROVISIONAL BALLOTS: If a person s name cannot be found in the poll book or in your Supplemental Poll Book Sheets, FIRST call the designated phone line to the Elections Office. If the voter does not have proper ID or it cannot be determined that the person is eligible, that person may vote a provisional ballot. DO NOT ADD A PROVISIONAL BALLOT VOTER ON THE NUMBERED LIST OF VOTERS. 4. Follow instructions on processing the provisional ballot and PLEASE, do not include in vote count. Refer to page Suggested positioning of Poll Workers: A. - All poll books (signature books & ID verification if needed) B. - Numbered list and hand out paper ballots and manila folders (privacy sleeves). C. escan attendant D. - JBC attendant E. - Floater 6. Refer to the Election Day Digest, Specifically POLLING PLACE REGULATIONS. 7. Watchers will carry a Watcher s Certificate signed by the County Board of Elections. Watchers shall be required to show their certificate when requested to do so. However, Watcher retains watcher s certificate at all times when in the poll. 8. Inspect your polling place for campaign material. (Periodic inspections should be made throughout the day.) NO POLITICAL ACTIVITY within the polling place. 42

43 During Voting Hours After Voter has been verified as eligible to Vote (Voter in Poll Book and has proper ID): If voter selects paper ballots: A. Place Voter s name on numbered list, if the voter does not request to vote via eslate, assume they will be voting via paper ballot. 1. Numbered list handler distributes paper ballot and manila folder (privacy sleeve) to voter. The paper ballot must be carefully torn off the tablet of paper ballots. There are two stubs at the bottom. One stub should remain on the ballot tablet and the other should remain attached to the ballot given to the voter. Caution voter not to fold the paper ballot or to attempt to scan manila folder (privacy sleeve) or remove ballot stub. REMIND THE VOTER TO VOTE BOTH SIDES OF THE BALLOT (if applicable). 2. Voter stands in line waiting for privacy booth. 3. Voter fills out ballot in privacy booth. 4. Voter stands in line for escan. 5. Immediately prior to allowing the voter to scan his/her ballot, ASK THE VOTER IF THEY HAVE VOTED BOTH SIDES, an election officer must remove the stub by a means that insures the secrecy of the ballot. Once the stub is removed the voter shall insert the ballot into the scanner. 6. If the ballot contains an over vote, voter can: a. Have ballot spoiled and request another - Return to numbered list handler with spoiled ballot. The ballot must be marked Spoiled across the face of the ballot by the poll worker and placed in the envelope marked Spoiled Ballots. That ballot will go immediately into the SPOILED BALLOT ENVELOPE - ENVELOPE "Y" OR b. Advise voter of consequences of an over vote which is that all votes are counted, except for the over-voted contest. c. Have judge/poll worker override over-vote. 7. If voter changes his/her mind on which device to vote before voting: a. Return to numbered list handler with spoiled ballot. The ballot must be marked Spoiled across the face of the ballot by the poll worker and placed in the envelope marked Spoiled Ballots. That ballot will go immediately into the SPOILED BALLOT ENVELOPE - ENVELOPE "Y" b. Voter gets in line for the JBC to be given an access code for voting on the eslate. 43

44 During Voting Hours If voter selects an eslate or DAU B. Numbered list handler directs voter to JBC attendant. 1. Voter stands in line and waits for an access code to be issued by JBC - only one active access code should be produced at a time for each eslate/dau at the polling place. Voter should keep the access code at least until he/she has completed voting. 2. Voter is issued an access code from JBC and goes to eslate to cast a ballot. 3. If over vote - Not possible - eslate will not permit this. 4. If voter changes his/her mind on which device to vote before voting: a. Voter brings back access code to JBC attendant. b. JBC attendant takes access code (ticket), cancels Booth (on JBC) and records access code on the Canceled Booth Log. Any access code issued that is not voted should be recorded on the Canceled Booth Log. c. Voter goes to numbered list handler to obtain a paper ballot. In case of Power or Device Failure - The eslate voting machines have batteries in them so they can continue to operate for a limited time on batteries in the event of a power failure. If there is a power failure or one of the devices no longer operates do the following: 1. Contact Elections Office immediately. 2. If the JBC or eslate fail, allow voters to vote using paper ballots on the escan. 3. If the escan fails, allow voters to vote on eslate. If they still wish to vote on a paper ballot, have the completed ballots inserted into the slot on the side of the ballot box. Advise voters of consequences of an over vote as the subsequent scanning of their paper ballot will not provide an opportunity to correct over votes. 4. If all devices fail, allow voters to vote on a paper ballot. The completed ballots must be inserted into the emergency ballot slot on the side of the ballot box. Advise voters of consequences of an over vote as the subsequent scanning of their paper ballot will not provide an opportunity to correct over votes. 5. At the end of the night, ALL VOTES MUST BE COUNTED, except Provisional Ballots, which are counted at the central site. Election Office staff will make their best effort to have an operating escan at your site to scan the paper ballots not previously scanned. If this does not happen, you will be required to manually tally the votes from the ballots not processed. 44

45 First Time Voter First Time Voter Requirements Federal & State laws require all voters who appear to vote in an Election District for the FIRST TIME to provide District Election Officials with proof of ID. Voters who fall into this category are: New Voters Individuals voting for the first time Individuals who have voted before but never in your district before this election 45

46 During Voting First Time Voter APPROVED FORMS OF VOTER ID Approved forms of Photo ID (ID must be current/valid) PA driver s license or ID card issued by PennDOT ID issued by any other Commonwealth agency ID issued by the US Government US Passport US Armed Forces ID Student ID Employee ID ID is only required for the 1st time voters. Approved forms of Non-photo ID (ID must include voter s name and address) Voter ID card issued by the Voter Registration Office Non-photo ID issued by the Commonwealth Non-photo ID issued by the US Government Firearm Permit Current Utility Bill (must show voter s name and address) Current Bank Statement Current Paycheck Government Paycheck ID Required will appear in the poll book with the voter s name to alert you to this need. 46

47 Provisional Ballots When to issue a Provisional Ballot (When in doubt fill one out!) If a voter s name does NOT appear in your poll book or your supplemental poll book sheets and his/her registration status cannot be determined, ALWAYS call the Election Office to ascertain whether or not the voter is registered to vote and in what district he/she is registered. We may be able to re-direct the voter to the correct polling place. If the Election Office is not able to determine the correct voter registration information for your voter, he/she may vote with a Provisional Ballot at your precinct. In a Primary Election, if a voter insists that he/she is registered in a party other than the party listed in the poll book, give that voter a Provisional Ballot of the Party of which they believe to be registered. If a first time voter cannot supply the proper ID for voting 47

48 Provisional Ballots PROCEDURES FOR ALL PROVISIONAL BALLOT VOTERS An individual voting by provisional ballot does NOT sign the Poll Book and his/her name is NOT entered on the Numbered List of Voters. If a voter is not in your poll book, please call the Election Office. If a voter is found to be registered in another district, he/she should be advised to vote in the district where they are registered. If for any reason, they choose not to go to the polling place location where they are registered, they may be permitted to vote on a provisional ballot. This voter must be informed that some or all of the contests on the ballot may not be counted. Votes may only be counted for those contests that appear on the ballot for the precinct in which they are registered. Judge of Election please be sure that you have placed a Provisional Ballot sticker on the left side of the paper ballot. See page 51 for this image. Once ready to vote, the voter is given a ballot, secrecy envelope (small green envelope), Provisional Ballot envelope (larger 9 x 12 green envelope). Those voters who are voting Provisional Ballot due to not being able to produce the proper ID are required to be given an Affirmation Form. It is also important to supply these voters with an official instruction sheet which will outline the follow-up procedures required of voters who cannot produce the proper ID. See Affirmation on page 56. All Provisional Ballot voters must complete and sign the Provisional Ballot Voter Affidavit on the larger green envelope. This is section # 1 FOR THE VOTER. This must be completed in the presence of the Judge of Election AND the Minority Inspector BEFORE the ballot is voted. Please be certain that the voter has completed all information in this section. The Judge of Election AND the Minority Inspector must complete and sign section # 2 FOR THE ELECTION OFFICIALS. This must be completed BEFORE the ballot is voted. The voter is to be directed to a privacy screen or other accessible voting area in the polling place to vote his/her ballot in private. Revised December

49 Provisional Ballots After the ballot is completed, the voter should place THE BALLOT in the secrecy envelope and place the secrecy envelope in the larger 9 x 12 Provisional Ballot Envelope. Seal the envelope. A sealed envelope cannot be opened under any circumstance. The voter is to sign and date section # 4 FOR THE VOTER and return all completed materials to the Judge of Election. The Judge of Election must place the Provisional Ballot receipt bar-coded sticker in the space provided on the envelope marked AFFIX BALLOT ID NUMBER HERE. Give the voter their portion of the receipt. See page 52 for this image. This receipt enables the voter to determine the status of their provisional ballot. They may call a toll-free number VOTES-PA ( ) or visit the Pennsylvania Department of State Website at Follow the instructions to determine the status of your provisional ballot. Your ballot will be fully counted, partially counted or not counted. The Judge of Election must indicate reason why the individual cast a provisional ballot in Section # 2 FOR THE ELECTION OFFICIALS. The Judge of Election must also verify that the voter has not cast an absentee ballot by consulting the poll book and/or the Absentee Voters List. At the end of the day, please gather all your green Provisional Ballot Envelopes and place them in the White Provisional Voting Return Envelope. Section # 1 is to be completed by the Judge of Election and Section # 2 is to be completed by the Minority Inspector of Elections. Place this white envelope in the Blue Bag and deliver to the County Board of Elections. See page 53 for this image. 49

50 Provisional Ballots The Voted Provisional Ballot is placed in this envelope by the Voter. OFFICIAL PROVISIONAL BALLOT (Papeleta Provisional) SECRECY ENVELOPE (Sobre Confidencial) 50

51 Provisional Ballots Judge of Election will affix the sticker that says Provisional Ballot Affix here 51

52 Provisional Ballots This portion of the receipt is peeled off and affixed to the lower right corner of FRONT of the large green envelope. This portion of the receipt is given to the voter. 52

53 Provisional Ballots Place a Zero beside number 1 Ballots received from Election Board. Place total in Line 2 in Green Total Provisional Ballots Completed block on return sheet. If Zero Insert 0. SEAL SECURELY AND DELIVER TO COUNTY BOARD OF ELECTIONS IN BLUE BAG 53

54 Assistance to Vote A voter requiring assistance in the polling place may have such fact recorded on his/her voter registration record in advance of the election. If there is no declaration on the voter registration card or in the poll book that indicates the need for assistance, he /she can complete a declaration at the Polling Place on Election Day. If the voter is not pre-approved to receive assistance, he/she must complete the Declaration of need for Assistance to Vote form. The Judge of Election and the voter must sign this. The voter may choose one person to assist them in voting. This individual may NOT be the Judge of Election, an officer or agent of the voter s union or the voter s employer or an agent of that employer. Regardless of whether the Assistance to vote is on the voter record or the voter completes the Declaration of need of Assistance to vote at the polls, the Judge of Election must enter the voter s information in the Record of Assisted Voters that is kept to track all voters who receive assistance. 54

55 Assistance to Vote 55

56 Affirmation of Elector Fill out a few of these the weekend before the election. 56

57 Affirmation of Elector At the end of the day, please tuck this envelope in the front of your poll book. This assures the necessary changes will be made to the voters records. WPP - 8 City Boro. of Twp. Ward District AFFIRMATION OF ELECTORS Place Signed Affirmation of Electors in this Envelope. Judge of Election - Note: Seal this envelope and return to the County Board of Elections to be delivered to the Registration Commission immediately following the Primary or Election. 57

58 Sample Poll Book Page 58

59 Challenge of Voter A person is not entitled to vote unless his registration appears in the district register (poll book). Any election officer, qualified elector, overseer or poll watcher has the right to challenge an elector for the following reasons: The individual s identity The individual s residence in the election district Any alleged violation of the law pertaining to the signing of the voter s certificate Any alleged violation of the law prohibiting bribery at elections This challenge does not, in itself, prevent the individual from voting but the following steps must be taken before he/she is permitted to vote: Anyone so challenged must be put under oath by the Judge of Election The challenged voter must then produce one qualified voter of the district who shall make affidavit to the individuals identity or residence in the district (if that is the basis of the challenge) The proper challenge and/or bribery form must be signed by said voter 59

60 Challenge of Voter Challenge of Voter 60

61 Challenge of Voter Challenge of Voter On Election Day, Judges of Election at polling places may be faced with challenges to persons who come to vote. These challenges may take several forms. Based on the relevant Pennsylvania and Federal law, the Department of State is providing the following guidelines to help Judges of Election to understand the scope of their authority and decide challenges to the right to vote. It would be advisable that these guidelines be provided to Judges of Election for their use and reference on Election Day. Challenges to the Right to Vote and Resolution of Challenges A person is presumed to be a bona fide qualified elector and must be allowed to vote if his or her name appears on the list of registered electors provided to the elections officers for an election district by the county board of elections. Any qualified elector, Judge of Election, an Inspector of Election, an Election Officer, Overseer or a properly certified Watcher may challenge the right of a registered elector to vote. Challenges are limited to the identity of the elector, the residence of the elector, and alleged violations of the procedural requirements prescribed by 25 P.S of the Pennsylvania Election Code, governing the voting process in the polling place. No one may challenge the right of an elector to vote based on the process of voter registration or the approval of the elector's application for voter registration on Election Day. Such challenges cannot be made at the polling place, but must be filed with the voter registration commission, in accordance with 25 Pa.C.S If challenged, a registered elector must be allowed to vote after the procedural requirements of 25 P.S of the Pennsylvania Election Code have been met and the elector establishes his or her identity or residence to the satisfaction of the Judge of Election. No other person or official at the polling place has the authority to make a final determination regarding the identity or residence of a challenged elector. Challenges must be made in good faith. It is the job of the Judge of Election to make sure that no elections officer or watcher or any other person inside or outside of the polling place challenges the identities or residences of electors routinely, frivolously or without a stated good faith basis. When a Judge of Election cannot decide in good faith the identity or residence of a challenged elector, the Judge of Election under the authority of 25 P.S. 3050(d) of the Election Code may require a challenged elector to get another qualified elector to sign an affidavit vouching for the challenged elector's identity or residence. 61

62 Challenge of Voter Challenge of Voter Authority and Responsibility of Judges of Election and Inspectors of Election Under the Election Code, the elected constitutional officers of the election district (the Judge of Election and the Inspectors of Election) have the responsibility to determine the qualifications of persons who present themselves to vote at the polling place. No other person in the polling place has the authority to make this determination. When the Inspectors of Election disagree upon the right of a person to vote, the Judge of Election must decide the question. The two Inspectors of Election must swear an oath that they will not, without just cause, delay or refuse to permit any person to vote whom they believe to be entitled to vote. The Judge of Election must swear that he or she will use his or her best endeavors to prevent any fraud, deceit or abuse in carrying on the election process in the election district, including challenges made to electors' identity, residence or other qualifications to vote. Penalties Anyone who intentionally refuses to permit a person to vote who is entitled under the law to vote commits a crime under the Federal Voting Rights Act of 1965 and the Pennsylvania Election Code. IMPORTANT: If an individual's identity or residence in the election district is challenged by a qualified elector, Elections Officer, Overseer or Watcher and the Judge of Election finds the challenge to be well-founded, under Federal and Pennsylvania law the individual must be offered the opportunity to cast a provisional ballot, if the individual affirms in writing that he or she is a registered elector and qualified to vote in the election district. 62

63 Poll Watchers Poll Watchers Requirements & Responsibilities Requirements Must be qualified registered voters of the County. Must show their certificate of authorization upon request. Authorized Poll Watchers are permitted to observe the voting process at any election district in the County. Poll Watchers may NOT carry any political material into the polling place (this includes the wearing of hats, buttons, etc. bearing candidates names). Responsibilities Watchers may be present in the polling place from the time the District Election Officials meet before opening the polls until the counting of votes is completed after the polls close and election materials have been sealed and locked for return to the County Board of Elections. Primary: NOTE - Each Candidate is entitled to two (2) Watchers, but no Candidate shall be represented by more than one (1) Watcher in the same Voting Room at any one time. CANDIDATE MAY NOT BE A POLL WATCHER (Special Note: Parties are not entitled to Watchers in a Primary) Municipal/General: NOTE - Each Party or Policy is entitled to three (3) Watchers, but no Party or Policy shall be represented by more than one (1) Watcher in the same Voting Room at any one time. Candidates are entitled to two (2) Watchers. Only one (1) shall be permitted in the Voting Room at any one time. CANDIDATE MAY NOT BE A POLL WATCHER 63

64 Poll Watchers COMMONWEALTH OF PENNSYLVANIA COUNTY OF LANCASTER WATCHER'S CERTIFICATE THIS IS TO CERTIFY THAT... residing at...has been regularly appointed as a WATCHER for the...election District of the County of Lancaster by... (Name of Candidate) representing the...party to serve at the Election to be held on the xth day of (month), A.D., 20xx Chief Clerk, Board of Elections NOTE- Each Candidate is entitled to two (2) Watchers, but no Candidate shall be represented by more than one (1) Watcher in the same Voting Room at any one time. CANDIDATE MAY NOT BE A POLL WATCHER 64

65 Absentee Ballots 65

66 Absentee Ballots If a Voter shows up at the polls that appears on your absentee list use this form 66

67 Absentee Ballots PROCESSING ABSENTEE BALLOTS After last Voter has finished Voting and before Closing the Polls on the Scanner: Open all Envelopes ABE FORM 3. Read the name of the absentee voter aloud. If no objection open the outer envelope and remove OFFICIAL ABSENTEE BALLOT Secrecy Envelopes. Shuffle all OFFICIAL ABSENTEE BALLOT Secrecy Envelopes before opening. Open all OFFICIAL ABSENTEE BALLOT Secrecy Envelopes and remove Ballots. Place each Absentee Ballot into Scanner. If Scanner does not accept an Absentee Ballot - DO NOT OVERRIDE. Place all Absentee Ballots rejected by Scanner in Envelope X VOTED-NOT SCANNED. Place in Blue Bag. Remove all Scanned Absentee Ballots from Scanner Tub and Count. Write this Number on Line 2 of General Return Sheet. Place all Scanned Absentee Ballots into large ABSENTEE VOTING - RETURN ENVELOPE (WPP-FORM 61c) which is provided in your Supply Box. Place in Blue Bag. See page 77 for instructions on completing Absentee Voting Return Envelope. You may now proceed to Close Polls on Scanner. IT IS EXTREMELY URGENT THAT YOU OPEN & SCAN YOUR ABSENTEE BALLOTS PRIOR TO CLOSING POLLS. THESE RESULTS MUST APPEAR ON YOUR RETURN SHEETS AND TALLY TAPES. 67

68 Closing the Polls JBC/ESLATE 1. CLOSE polls at 8:00 PM, however, all voters in line at that time, if found qualified, must be permitted to vote. Once all voters have cast their vote, secure the poll location. All steps should be completed by two members of the election board, preferably from different political parties. 1. On the JBC, press CLOSE POLLS. It is located below the JBC screen. 2. The JBC confirms that you want to close the polls. Press the next to CONTINUE 3. Follow the prompts on the JBC screen to enter the Close Polls Password. The Close Poll Password can be found in Envelope V. Press the next to ACCEPT. 68

69 Closing the Polls 4. A "Polls Closed" summary report prints. Please give this to the Minority Inspector. 5. Print four (4) Tally Reports. Two (2) Tally Reports go in Envelope W. One (1) Tally Report goes in Envelope B for Minority Inspector and one (1) Tally Report is POSTED at the polling place with a copy of the Return Sheet. 6. Print four (4) Write-In Reports. Two (2) Write-In Reports go in Envelope W. One (1) Write-In Report goes in Envelope B for Minority Inspector and one (1) Write-In Report is POSTED at the polling place with a copy of the Return Sheet. 7. Print one (1) Tally report to be left on the JBC. 8. Check the end-of-day Public Count (PUB) and Private Count (PVT) and record these on the Return Sheet. 9. File reports in the appropriate envelopes. Revised February

70 Closing the Polls 10. Check that you have all Election Day reports: Open Polls Reports filed Close Polls Reports filed Final Tally report left on the JBC 11. Unplug the JBC s battery key and black AC power cable. Disconnecting equipment at the end of the Election Day: 1. After disconnecting all equipment from all power sources: Disconnect the JBC cable from the first eslate booth. Coil the JBC cable and power cable and set them to the side of the JBC. 2. Remove Mobile Ballot Box (MBB) from JBC by cutting and removing seal with scissors (dispose of seal) and place the Mobile Ballot Box (MBB) in Envelope W. Envelope W must be placed in the Blue Bag to be transported to Election Central. 3. Pack the headphones, booth cable, and AC power cord into the booth storage compartment. 4. Disassemble each booth's fabric privacy screen by releasing it from its posts, curling the screen, and fastening it with the plastic clip. Lower the booth top and secure the latches. 5. Turn the booth over and disassemble the booth legs in reverse order. 6. Prepare appropriate envelopes, logs, and all other paperwork for transport to Election Central. 70

71 Closing the Polls ESCAN. 1. CLOSE polls at 8:00 PM, however, all voters in line at that time, if found qualified, must be permitted to vote. Process Ballots not previously scanned during the day (if any). Remove all VOTED ballots from the escan "Tub" and immediately place them in your BLUE BAG. 2. Open and scan absentee ballots. (See procedure for opening Absentee Ballots on page 67). Remove all scanned Absentee Ballots from the escan Tub and place in the Absentee Voting Return Envelope which goes in your BLUE BAG. If you have no absentee ballots to scan, proceed to step While the Ready to Scan screen is displayed, press the Red Poll Worker Button on the back of the escan. 4. Enter the Close Poll Password found in Envelope V and press the button next to ACCEPT. Note: passwords always have six numbers. 5. Press the button next to CLOSE POLLS. 71

72 Closing the Polls 6. The escan confirms that you want to close polls. Press the button next to YES. 7. Enter the Close Polls Password found in Envelope V, and press the button next to ACCEPT. Note: passwords always have six numbers. The Polls Closed report prints. Leave this on the escan to be filed with other end of day reports 8. Press the button next to CONTINUE 72

73 Closing the Polls 9. Wait while the escan reads the MBB 10. Press the button next to FINISHED to prepare an unofficial Tally. 11. Press the button next to PRINT TALLY. Print four (4) copies. Two (2) Tally Reports go in Envelope W with 2 copies of the Return Sheet; O n e ( 1) Tally Report goes in Envelope B for Minority Inspector. One (1) Tally Report is posted at the polling place with a copy of the Return Sheet. 73

74 Closing the Polls 12. Check the end-of-day Public Count (PUB) and Private Count (PVT) and record these on the on the Return Sheet. 13. File reports in the appropriate envelopes. 14. Check that you have all Election Day reports: Open Polls Reports filed Close Polls Reports filed Final Tally report left on the escan 15. Press the button next to Print Tally and Print one (1) more Tally report to be left on the machine. 16. To properly shut down press the power switch on the escan to OFF. 17. Unplug the escan s black AC power cable & disconnect from all power. 18. Remove the MBB by cutting and removing seal with scissors (dispose of seal). Remove MBB from e-scan and place in Envelope W. Envelope W must be placed in the Blue Bag to be transported to Election Central. 19. Prepare appropriate envelopes, logs, and all other paperwork for transport to Election Central. Revised July Count unused ballots and then lock them in the ballot tub and record number on the Return Sheet line (b). Count the number of spoiled ballots and record on the Return Sheet line (d). Calculate line (c) and line (e) and record the results on the Return Sheet. 74

75 Completing the Return Sheet 1. Review the pre-printed label to confirm the precinct information. 2. Indicate the ID and Seal Numbers of each machine. The numbers are located on the Ballot & Seal Certificate in the Escan tub and imprinted on the machines. 3. Indicate the total amount of paper ballots delivered in the Escan tub. Ballots are bundled with the quantity noted on each package. 4..Indicate the JBC and Escan Private Count (PVT) numbers of each machine before printing the Zero Tapes and Open Polls on Election morning. 5. Indicate the last number used on the Numbered List of Voters document. 6. Indicate the amount of Absentee Ballots scanned. 7. Indicate the sum of Lines 1 and 2 on the Return Sheet. 8. Indicate the Private (PVT) and Public (PUB) Count numbers from the JBC and Escan after Polls Closed. 9. Indicate the sum of the Public Counter readings. PLEASE NOTE: The TOTAL PUBLIC COUNTER amount should match the amount on Line 3 of Return Sheet. 10. Conduct an inventory of the paper ballots by following the directions in the PAPER BALLOT COUNT section. In Box (b) indicate the total(s) Unused. In Box (c) indicate the total(s) Used. The amount(s) in Box (c) must also include ballots issued as Provisional Ballots. In Box (d) indicate the total(s) Spoiled. The difference between (c) from (d) is the Voted amount. 11. Indicate the total amount of Provisional Ballots issued. If none were created indicate a zero. 12. Signatures of the Election Officials. 13. On one Return Sheet, tape a set of escan and JBC Tally Tapes as well as a JBC Write-In Tape. The Return Sheet with the taped reports must be posted outside the entrance of the polling location. Two Return Sheets are returned in Envelope W. One Return Sheet is placed in Envelope B for the Minority Inspector. Revised July

76 Completing the Return Sheet Revised July

77 Election Day Envelopes Absentee Voting Return Envelope Please place all SCANNED Absentee Ballots, along with their own envelopes, back in this envelope to return to Election Headquarters in the BLUE BAG. If you have an absentee ballot with an over vote, do not override. Place ballot in the voted not scanned envelope to send back to us and we will try to determine voter intent. 77

78 Election Day Envelopes 78

79 Election Day Envelopes Envelope B Envelope B, containing F and H and one set of ZERO TAPES, is given to the MINORITY INSPECTOR at the end of the evening along with: Envelope B One set of zero tapes (from JBC and all escans) One copy of the Completed Return Sheet One copy of the JBC Tally Tape. One copy of the JBC Write-in Tape One copy of the escan Tally Tape. 79

80 Election Day Envelopes Envelope W should contain: TWO copies of Return Sheet TWO Tally Tapes from JBC TWO Write-in Tapes from JBC TWO Tally Tapes from escan MBB from JBC MBB from all escans used or not used on Election Day No need to tape these to Election Headquarters copies of Return Sheets. Just fold and put in Envelope W with Return Sheets. This Envelope goes in your BLUE BAG to return to Election Headquarters. Failure to return ALL MBB s will result in a return trip to your polling place 80

81 Election Day Envelopes Envelope X should contain: All paper ballots that were voted but NOT scanned (This includes OVER VOTED Absentee Ballots.) This Envelope goes in your BLUE BAG to return to Election Headquarters. 81

82 [Type text] Election Day Envelopes Envelope Y This Envelope goes in your BLUE BAG to return to Election Headquarters. 82

83 Election Day Envelopes Revised October

84 Changing Paper Rolls JBC 1. Open the lid to the printer by pressing on the tab on the back of the lid and lifting. Before removing the old roll, notice how the spindle is inserted through the paper roll and observe the routing of the paper under the rubber roller. 2. On the right-hand side of the printer compartment, there is a feed lever. In order for the printer to print, it must be DOWN. In order to change the paper, you must lift it UP. Lift the lever. 3. Take the old paper off the spindle (like changing paper towels) and insert the spindle into the new roll of paper. Gently peel the free end of the paper off the roll and insert the new roll into its place in the printer compartment so that the roll feeds from the bottom. The spindle tips go into the slots (See picture at left). 4. Slip the free end of the paper under the rubber roller and turn the roller by hand to feed the paper through. Printer tape rolls out from the bottom. 5. After you get enough paper fed through (around the rubber roller and past the silver shield) pull some extra paper out, and thread this through the slot on the printer cover so that you have some lead when you close the lid. 6. Push the feed lever DOWN and close the lid. You are ready to print. 84

85 Changing Paper Rolls escan 1. Open the lid to the printer compartment. Before removing the old roll, notice how the spindle is inserted through the paper roll and observe the routing of the paper under the rubber roller. 2. On the right-hand side of the printer compartment, there is a feed lever. In order for the printer to print, it must be DOWN. In order to change the paper, you must lift it UP. Lift the lever. 3. Take the old paper off the spindle (like changing paper towels) and insert the spindle into the new roll of paper. Gently peel the free end of the paper off the roll and insert the new roll into its place in the printer compartment so that the roll feeds from the bottom. The spindle tips go into the slots (See picture at left). 4. Slip the free end of the paper under the rubber roller and turn the roller by hand to feed the paper through. 5. After you get enough paper fed through (around the rubber roller and past the silver shield) pull some extra paper out, and thread this through the slot on the printer cover so that you have some lead when you close the lid. 6. Push the feed lever DOWN and close the lid. You are ready to print. 85

86 Miscellaneous Information Local Election Board Officials Judge of Election ~ 4 Year Term Elected by Voters Majority Inspector ~ 4 Year Term Elected by Voters Receives highest number of votes cast Not based on Party Affiliation Minority Inspector ~ 4 Year Term Elected by Voters Receives second highest number of votes cast Not based on Party Affiliation Clerks One appointed by Majority Inspector and one appointed by Minority Inspector As needed Election to Election Machine Inspector Appointed by County Board of Election Constable ~ 6 Year Term Elected by Voters Deputy Constable Approved by Judge of Court of Common Pleas upon petition filed by the Constable of the Municipality. 86

87 Miscellaneous Information Frequently Asked Questions Q. Who assigns the duties of the Election Board? A. The Judge of Elections designates who will be assigned the various duties throughout the day. Q. How far away must campaign workers stand from the polling room & where may they place posters and other election related materials? A. Campaign workers must be at least 10 feet from the entrance of the polling room and election related materials placed at least 10 feet from the entrance to the polling room. Some polling places may ask that no posters be placed where property damage could result. Q. May we open Absentee Ballots prior to the close of the polls? A. No. An absentee voter is required by law to vote in person at their polling place if their plans change and they are within the municipality on Election Day. Their Absentee Ballot envelope must be marked Void and returned to Election Headquarters unopened should this occur. If the Absentee Ballots have already been opened, it is impossible to determine which ballot to void. Q. Is a child allowed to accompany an adult into the voting machine? A. Yes, a minor child (less than 18 years of age) may accompany an elector into the voting booth. The voter should be warned that, if a child presses the red Cast Ballot button on the eslate, the vote would be cast. Q. Must we announce the voter s name? A. The voter s name must be announced so all members of the Election Board as well as all watchers present in the polling place can hear it. The Voter s party should not be announced. 87

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90 Emergency Information POLL WORKER INSTRUCTIONS TO COVER EMERGENCIES Prior to the opening of your polling place, please review any existing emergency plans for the facility of your polling place. This includes familiarization with fire, evacuation and other emergency procedures. In the event of an emergency while the polling place is open, follow the facility s emergency procedures. If the facility does not have an Emergency Plan, the following general emergency procedures shall be followed. In the event of a life-threatening situation, call 911. After calling 911 or if the situation is a non-threatening situation (i.e.: loss of power), notify Election Central at In the event of an evacuation, keep poll workers and voters out of the building. If time and conditions permit, take all poll books with you. Safeguard the poll books. All poll workers shall meet outside and the judge of elections shall make sure everyone is accounted for. Poll workers can wait in vehicles outdoors if weather conditions warrant. Await further instructions as to relocation of voting or other pertinent information. FIRE/GAS LEAKS: Evacuate the building and call 911. If time and conditions permit, take all poll books with you. Safeguard the poll books. All poll workers shall meet outside and the judge of elections shall make sure everyone is accounted for. If the fire is small and you can safely use an extinguisher without endangering yourself, do so. Notify Election Central at SEVERE WEATHER/TORNADO: Seek shelter in the lowest level of the building away from windows. If time and conditions permit, take all poll books with you. Safeguard the poll books. The judge of elections shall make sure everyone is accounted for. Everyone who is able to do so, get on their knees and elbows while protecting their head. Notify Election Central at LOSS OF POWER: Notify Election Central at Open blinds and curtains to allow as much natural light as possible. Voters may continue to vote using the paper ballots and insert the voted ballots into the emergency slot/crisper drawer on the side of the black scanner tub. If the power has been restored after the polls have closed, please scan the voted ballots before you scan the absentee ballots. If the power has not been restored by the time the polls have closed, please put the voted ballots into the voted, not scanned envelope. Revised October

91 Emergency Information POLL WORKER INSTRUCTIONS TO COVER EMERGENCIES SUSPICIOUS PACKAGE/BOMB THREAT: Do not touch/move the suspicious item(s). Evacuate the building and call 911. If time and conditions permit, take all poll books with you. Safeguard the poll books. The judge of elections shall make sure everyone is accounted for. Notify Election Central at Await further guidance from law enforcement. WEAPONS SITUATION: If weapon is displayed in a hostile way If possible, immediately contact the constable on duty at your polling place, If there is no constable, call 911. Also, if possible, evacuate the building. If time and conditions permit, take all poll books with you. Safeguard the poll books. The judge of elections shall make sure everyone is accounted for. If evacuation is not possible, seek safety in areas of the facility (i.e.; rest rooms, desks, etc.) If possible, take all poll books with you and safeguard the poll books. Do not do anything to further agitate the person with the weapon. Await further guidance from law enforcement. OTHER SITUATIONS: Use common sense and take the steps necessary to ensure the safety and protection of workers and voters. Revised October

92 hhhhhhhhhhh Miscellaneous Information Remove MBBs (used or not used) from JBC and scanners and place in Envelope W. (If you fail to do this, you will be required to return to your polling place to retrieve). Updated January 2014