Did you sign in for training? Did you silence your cell phone? Do you need to Absentee Vote? Please Hold Questions to the end.

Transcription

1 Did you sign in for training? Did you silence your cell phone? Do you need to Absentee Vote? Please Hold Questions to the end.

2 All Officers Need to Sign: 1. Officer of Election OATH 2. ALL copies of the ZERO tape 3. ALL copies of the TALLY tape 4. ALL Ballot Count Tapes from the Touch Writer 5. LAST PAGE of the Statement of Results TWO copies! 6. ENVELOPE 3 7. YELLOW printed return sheet 8. Pay Sheet Write these on the back cover of your manual. Check this list on election night!

3 People who might be visiting your polling place on Election Day: Special Assistants see pg 77 Candidates Authorized Representatives see pg 76 Electoral Board Members

4 March 1 is a Dual Presidential Primary In Virginia, voters do not have to register by party. Some voters may ask how to change their party affiliation. Write Ins Votes are not allowed in primaries.

5 March 1 is a Dual Presidential Primary Virginia holds open primaries but When both a Democratic and Republican primary are held on the same day voters may only vote in one primary. 17 year olds can vote in this primary.

6 If A Voter Changes Their Mind! Refer to the handout on properly handling a voter who is checked on the poll book and has been issued a ballot. If a voter changes his mind more than once, and it is determined that this behavior is hindering or delaying other voters in voting, the Officers of Election may, by a majority vote, require this person to leave the polling place and to remain outside the prohibited area. Record any voter changing his mind on Part F. Also record the majority vote, if a vote is taken, when a voter needs to leave. Example: at 1:30pm Officers voted 5-2 to have Mr. Jones leave the polling place because he changed mind several times.

7 Chief and Assistant Chief Responsibilities Before Polls Open Conduct Site visit Before Election Day Pick up materials Sunday or Monday Monday afternoon or evening ensure correct precinct cage was delivered Monday afternoon or evening - Set up all tables, and non secure items for best voter flow

8 Chief and Assistant Chief Responsibilities Before Polls Open Election morning open facility at 5:00 am Welcome authorized representatives Ask each rep for his/her required entry statement Verify each representative is a registered Virginia Voter

9 Chief and Assistant Chief Responsibilities Before Polls Open Swear in fellow Officers of Election Have each Officer sign the Officer of Election Oath Chief also signs and completes the Officer of Election Oath Place Officer of Election Oath form in Envelope #2.

10 Chief and Assistant Chief Responsibilities Before Polls Open Supervise the setting up of the voting equipment, EPBs and ballot tables Follow Chief Certification before Polls Open Chief Certification is the first page of both SORs Make sure ZERO tapes read 0 from both Scan and TouchWriter Ensure that ALL OFFICERS SIGN ALL of the ZERO tapes Post one ZERO tape for public view

11 Chief and Assistant Chief Responsibilities Before Polls Open Verify ballots provided Confirm that ballots are for your precinct and match your sample ballot(s). Verify that voting permits match ballots provided Ensure that privacy folders are ready to be handed out with each ballot at the ballot table

12 Chief and Assistant Chief Responsibilities Before Polls Open Ensure that all EPBs are synced and ready to check in voters if not, open polls with at least one EPB to take voters at 6:00 am. Polls MUST open by 6:00am Chief should verify that data needed before polls open is on the EPB Summary Screen Report Once polls open, the Chief should actively supervise voter check in for the first hour (when most mistakes occur)

13 Chief and Assistant Chief Responsibilities Before Polls Open Remember the 4 C s Check In, Confirm, Choose Party, Clear every time RED means READY!

14 Chief and Assistant Chief Responsibilities Before Polls Open The Chief should read the When Ballot Cast regulation aloud to all of the Officers of Election and the authorized representatives present. Refer to handout for full text of regulation The Chief should then open the polling place exactly at 6:00am by going outside the polling place entrance and announcing loudly and clearly, This polling place is open.

15 Chief and Assistant Chief Responsibilities While Polls Are Open Use the EPB = Scan worksheet every hour refer to handout, required worksheet also called Number of Ballots Cast Document any discrepancies between EPB and Scan on Part F Handle all flagged voters sent from the EPB table Handle all provisional voters

16 Chief and Assistant Chief Responsibilities After the Polling Place is Closed At exactly 7:00 p.m., announce outside the polling place entrance loudly and clearly, This polling place is officially closed. Record names of voters, if any, waiting in line. Start the list with the name of the last person in line and work forward. Anyone in line when the polling place closed at 7:00 p.m. must be allowed to vote using the voting equipment.

17 Chief and Assistant Chief Responsibilities After the Polling Place is Closed Do not close polls on the Verity Scan voting equipment until the last person has voted and departed After all voting in the polling place is completed, oversee closing of voting equipment and EPBs Explain to Authorized Reps that they may not leave the polling place until the tabulation of results has been completed and called into the registrar s office

18 Chief and Assistant Chief Responsibilities After the Polling Place is Closed Close polls and print tally tapes from both Scan Print the Ballot Count Tapes from the Touch Writer Have all Officers sign all of the Tally Tapes and all of the Ballot Count Tapes Call in the results to the Office Cut the red seals, remove the vdrives and seal vdrives in Envelope 11.

19 Chief and Assistant Chief Responsibilities After the Polling Place is Closed Cut the white seals on the ballot box and remove all of the ballots, place in Box #3. All Officers sign Box #3. Follow the After the Polls Close Chief Certification on both SORs Replace the cut red seals with new red seals and record the new seal numbers on both copies of the SOR Have all Officers sign the last page of the SOR, both copies.

20 Chief and Assistant Chief Responsibilities After the Polling Place is Closed Collect all provisional ballots cast during the day and seal in Envelope 1A. Staple one zero tape and one tally tape from Scan and the TouchWriter to the Yellow Printed Return Sheet Have all Officers sign the Yellow Printed Return Sheet and seal the return sheet in Envelope 2A Ensure all ballots (used or unused) are returned to the Registrar s Office. All boxes #3 and #6.

21 Chief and Assistant Chief Responsibilities After the Polling Place is Closed Make sure all Officers sign the Pay Sheet Ensure that all of the equipment is returned to the cage and that the cage is locked. Oversee cleaning up the facility and locking the facility as needed

22 The Greeter Before the Polls Open Assist fellow Officers in polling place set up as needed Post large copies of the sample ballots on the wall near the entrance Be prepared to greet voters with Sample ballots, both D and R

23 The Greeter While the Polls Are Open Greet every voter with both sample ballots in hand Ask Which primary do you wish to vote in today Direct Voters to the EPB table, reminding them to have Photo ID ready. Don t leave your post without a replacement Officer, this position is important traffic control

24 The Greeter After polls close Assist with duties to properly close the polls and cleaning up the facility

25 The EPB Officer Before polls open Follow the EPB manual during set up using the wired method from training If, for some reason, you cannot sync the EPBs immediately call the office BUT Set up two wired EPBs and continue to open the poll books If, for some reason, you cannot sync two EPBS, get one up and running to check in voters

26 The EPB Officer Before polls open If, for some reason, you cannot open any poll books, voters CANNOT be turned away E states that you must start using a written list and these voters must vote provisionally

27 Voter Check In The voter should state their name and address Ask for and verify their Photo ID If the information stated by the voter is same as in the poll book check the voter in Ask the voter which Primary they wish to vote in If Republican, choose the Republican primary from the drop down box Give the voter a Red Republican permit Direct the voter to the ballot table

28 Voter Check In The voter should state their name and address Ask for and verify their Photo ID If the information stated by the voter is same as in the poll book check the voter in Ask the voter which Primary they wish to vote in If Democrat, choose the Democratic primary from the drop down box Give the voter a Blue Democratic permit Direct the voter to the ballot table

29 Checking in Voters Voter must state his/her full name and address out loud Voter must provide valid ID Officer performs an EPB search for the voter Officer selects the corresponding record From the open record, officer must repeat the voter s full name and address out loud Officer must verify ID (address on ID may differ but this does not prevent check in) Any address changes verbally stated by the voter, requires the voter to complete and sign an application with the Chief before voting (no exceptions)

30 EPB From the open record, officer must verify voting districts and select the correct voting permit Officer checks in qualified voter or sends the voter to the chief if not qualified Verify voting district from review screen Remember 4Cs: Check In, Choose Party, Confirm, Clear When the voter s name turns red, give the voter a permit. RED MEANS READY! Officer directs the voter to the Ballot Officer

31 Acceptable ID Page 35 in the Officer Manual

32 Voter Search Screen Type the first letter of the voter s last name, a comma and begin typing the voter s first name. When the correct voter record is displayed, double-click on it to display the entire record.

33 Verify Voter Eligibility Voter Details Screen Verify the full name of the voter Verify the address that the voter has stated matches what is on the poll book Verify the voter has appropriate ID

34 Verify Voter Eligibility Voter Details Screen Voter says his/her full name and address out loud Officer states the voter s name and address out loud Officer chooses the correct voting permit for the district(s) displayed. MATCH THE CONGRESSIONAL NUMBER to the correct permit.

35 Voter Check In Voter Details Screen Check in Voter Choose Primary from Drop Down box

36 Voter Checked In Voter Details Screen Confirm check-in.

37 Voter Checked In Voter Details Screen When the voter s name turns red and the exclamation mark appears, give the voter the correct permit. RED MEANS READY!

38 EPB Always CLEAR to prepare for next voter Never send a voter away from the precinct, only to the Chief Closely follow any warning messages on a voter s record Always send any problems to the Chief immediately

39 Two Ballot Styles = Two Voting Permits

40 Four Ballot Styles = Four Voting Permits 110 Buckland Mills is split between CD 1 and Burke Nickens is split between CD 1 and Penn is split between CD 1 and Triangle is split between CD 1 and King is split between CD 1 and 11.

41 Two Ballot Styles = Two Box #6

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43 OPENING BALLOTS Open bag and both box #6s first thing in the morning Verify the precinct name on the ballot Open only one package at a time Be aware of ballot security; don t leave ballots unattended. Only open what you need Open additional packs as needed Near the end of the day, estimate the need

44 Sealed Envelope/Box #6 Tear Here Tamper Evident Tape

45 The Ballot Back-Up Plan Use the first batch of ballots from the ballot bag If you need more ballots after what is used from the bag, use the next box #6 from the cage. (If there is an emergency, your assigned Special Assistant in the area has back up ballots in their car) If there is a really bad emergency, your Chief has a PDF of your ballot on his EPB flash drive. Make copies.

46 VOTER PRIVACY Always insert the blank ballot into privacy folder before handing the ballot to the voter Have pens and clipboards ready at the ballot table in case voters want to use them

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48 VOTER PRIVACY at the ballot marking table Do not set marking booths too close to each other. Set about 18 apart, space between Set no more than three or four per table Always set up all marking booths provided either 6 or 12 booths depending on number of voters registered Don t hover over voters and don t allow other voters to hover while waiting for an available marking station Direct voter traffic with tape and cues

49 VOTER PRIVACY at Scan Scan should be turned in a direction that does not allow other voters or officers behind the voter using Scan to see the tablet or the ballot Use tape and cues to keep voters in line at a distance away from Scan Collect privacy folders and issue I Voted stickers

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56 Ballot Privacy Again, each ballot must be inserted into a Privacy Folder before being given to a voter Voters can be instructed to hold their ballots in such a way to them to keep them private A rejected ballot can be quickly covered by a privacy folder Ballots can be transferred from outside to the scanner with a privacy folder Ballots can be transferred from the touch writer to the scanner with a privacy folder

57 If there is an emergency that requires leaving the polling place: Note the time and Public Counter on Scan Gather the ballots, pens, clipboards, poll books and other items Leave Scan as is, inside the polling area Once all Voters and Officers are reassembled at a location outside, and if voting needs to resume outside, use the Ballots UNSCANNED Envelope X for those ballots cast. If you are allowed back into the facility, and voting resumes back inside, bring the Ballots UNSCANNED Envelope X with the voted ballots back inside. After the facility closes and after the last voter has voted, BUT BEFORE polls are closed on Scan, all Officers should witness those ballots being scanned into the voting equipment.

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60 If Scan Goes Down The Emergency Unscanned ballot bag The emergency ballot slot on the top of the ballot box diverts ballots into a ballot bag An additional door is located in the back of he Scan ballot box. The CH key is required to open the unscanned ballot door.

61 Before Polls Open, Work in Teams At the same time the following must be set up FIRST: 1. Scan, EPBs and the Ballot Table A. Scan set up, verify that the ballot box and emergency ballot bag are empty. Follow PAGE 1 Of the SOR, the Chief Certification and then verify Serial Numbers and Red seals on equipment, Page 3 of SOR. B. EPBs sync, attach scanners C. Ballot table open your first #6 box, check and follow Page 2 of the SOR, verifying ballots provided. 2. THEN set up the Voting Booths, Touch Writer, Posters & Signs

62 Setting up Voting Equipment Voting Machine Specialist and one other officer Absolutely USE the Field Guide Pay attention to which machine you are setting up All Keys and passcodes are in the #7 Envelope S = Scan (Set up Scan First) Set up the Printer first before attaching and powering on the Touch Writer. AW = Touch Writer Affix all seals

63 Printing Zero Reports Print first of three Zero tapes Tap Print Zero Report on the touchscreen Verify that no votes have been cast on the device for the current election Verify the precinct number matches your precinct.

64 Printing Zero Reports Print two more Zero tapes Tap Print Zero Report on the touchscreen Remove all tapes Post one copy close to the machine Place other two copies in Envelope #2 to preserve for evening reporting

65 Tap Open the Polls on the touch screen Enter the Open Polls password, then tap Accept The Open Polls Report will print, place in #8 Envelope There is no need to print Configuration Readiness or Precincts Enabled. Opening Polls

66 Verity Scan screen displays Insert Ballot, the device is ready to scan ballots. GREEN LANDING LIGHTS = Ready to scan ballots! Polls Open on Scan

67 Voting with Verity Touch Writer Voter prints ballot Voter takes ballot to Verity Scan

68 Touch Writer Tapes One zero tape for each machine is on the wall The others go in Envelope #2 Power On reports go in Envelope #8 Open Polls Tapes go in Envelope #8 Access Code tapes go to the voter or in Envelope #8

69 The RED Verity Seals Red Seals are issued on both Scan and Touch Writer Verify the seal number for each on the SOR and verify on the #7 Envelope The Red Seal stays on the machine during the entire day At the end of the night: Remove the red seals and the vdrives from both the Scan and Touch Writer. Place Vdrives in Envelope #11. Use a new red seal on both the Scan and Touch Writer. Record new red seal # on both copies of the SOR and Envelope 7.

70 WHITE Verity Seals White seals are used on the Ballot Box - Three white seals are put on by Election Officers after the ballot box is set up, and after the scanner is attached and locked into place 1. Large door on the front of the box 2. Emergency ballot access on top of box 3. Unscanned ballot access on back of box If emergency ballot access is needed, cut seal on slot and replace with another white seal when scanner is functioning again.

71 WHITE Verity Seals White Seals on the Ballot Box (continued) Look for any unscanned ballots in the Emergency ballot bag! Follow Chief Certification on the first page of the SOR. Scan any remaining ballots if necessary. Close the Polls on Scan Cut white seals on ballot box Remove all voted ballots, place in Envelope #3 The one red and all white broken seals are placed in the #7 Envelope

72 WHITE Verity Seals Locations: 1. Front of Ballot Box 2. Emergency Ballot Slot 3. Rear door of Ballot Box 2 3 1

73 THE SOR and Number of Ballots Cast EPB = SCAN handout

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75 Marking the Ballot If assistance is requested: If possible, the voter is helped through the ballot marking process without the Officer viewing the ballot. If the Officer must view the ballot in order to render requested assistance, the Officer and the voter must complete and sign the Assistance Form. If the voter chooses an assistant other than an officer, that assistant must complete and sign the Assistance Form.

76 Marking the Ballot The Officer may determine that the voter would be better served using the Touch Writer. If necessary, follow instructions to spoil the ballot Direct Voter to Touch Writer. Then after the Voter has a marked ballot from the Touch Writer the Voter is directed to the scanner, to scan their marked ballot.

77 Ballot Scanning The voter places the ballot on the landing lights of the scanner. The ballot is scanned. If the scanner ejects the ballot, the voter should read the instructions and determine if they want to cast their ballot as is. The voter is given a sticker, reminded to leave any pens issued by Election Officers and leaves the precinct

78 Spoiling a Ballot = Replacement Ballots A voter with a Spoiled Ballot is directed to the Chief For maximum voter privacy, voter is asked to mark all the boxes next to each candidate The Chief directs the voter to mark the ballot SPOILED. The spoiled ballot is placed in Envelope #4 by the Chief Record Spoiled Ballots on Part F

79 Spoiling a Ballot = Replacement Ballots The Chief escorts the voter to the Ballot Table to issue a new ballot At this point, the officer may need to further instruct the voter on how to correctly mark the ballot or direct them to an officer that can do so. The voter is directed to a free Ballot Marking Station.

80 Spoiling a Ballot = Replacement Ballots For maximum voter privacy, the voter is asked to mark all the boxes next to each candidate

81 Ejected Ballot Over Vote The Officer instructs the voter to read the message(s) on the screen. Over vote: Officer explains the meaning of an over vote; Officer explains that the ballot may be cast as marked or Officer directs the Voter to the Chief to spoil the ballot and receive a new ballot

82 Ejected Ballot Blank Ballot Officer explains the meaning of a Blank Ballot; Officer explains that the ballot may be cast unmarked or Voter may return to the Ballot Marking Station to Vote the ballot

83 Ejected Ballot Misfed Ballot Officer asks the voter to examine the ballot Voter may try again to scan the ballot If the ballot will not scan: Officer sends the voter to the Chief Voter is given a new ballot Follow Spoiling Ballot procedures

84 Procedures Check ID Outside Polls Voters Voter states name and address aloud Officer repeats Explain procedure to the voter Allow voter to mark ballot in private unless the Assistance form has been completed Voter inserts ballot into Outside Polls Transfer Folder Give the voter the I Voted sticker Offer Annual Absentee Ballot if appropriate Return folder to building and place ballot into the scanner Process voter in EPB (check OP)

85 Outside Polls Voters Once the voter has given you the ballot, they are finished Their companion may come in to verify that the ballot is scanned, but may not change the outcome of the ballot If the ballot is rejected, the Officer casts the ballot as is

86 Outside Polls Voter in EPB

87 THE PROVISONAL VOTER page 37 Voter s Name is NOT on the poll book (reasons 1 and 2) Court has extended voting hours (reason 3) Applied for an absentee ballot but did not return it (reason 4) Voter marked in poll book as having voted (reason 5) Other (reason 6) registered in another precinct on poll book but at different address and not eligible to vote Miscellaneous reason No acceptable form of Photo-ID (separate envelope) Refusal to sign Statement refer to Provisional Notice handout

88 Marking the Provisional Ballot Bar Code NOT APPLICABLE

89 DEFINITIONS ABANDONED BALLOT A ballot issued to a voter but then left behind by the voter without casting the ballot. This ballot is marked VOID and returned in envelope #4. BLANK BALLOT A ballot with no selections in any contest. The scanner will eject a blank ballot. DEFECTIVE BALLOT A misprinted, torn or otherwise mutilated ballot. A defective ballot is marked SPOILED and returned in the #4 Envelope and accounted for on the SOR. Reminder about staff finding a defective ballot.

90 DEFINITIONS EJECTED BALLOT A ballot returned/rejected by the scanner. A ballot is ejected if: It is blank It is misfed into the scanner, torn or mutilated It contains an Over Vote OVER VOTE A contest where more than the allowable selections are recorded. For example, two selections are made for a Select Only One contest or three selections are made for a Vote for No More Than Two. The scanner will eject an over voted ballot. The voter has the choice to cast the ballot as is or request a new ballot. If the voter chooses to cast the ballot the contest that is over voted will not be counted, but any other contests that are correctly marked will be counted. The Touch Writer will not allow an over vote.

91 DEFINITIONS SPOILED BALLOT A defective ballot or a ballot issued to a voter that is subsequently determined by the voter not to reflect their intent. A voter may bring an issued Absentee Ballot to the precinct. They may vote on a new ballot in the precinct only if they spoil the originally issued ballot. All Spoiled and Voided ballots are returned in the #4 Envelope. Remember Voter Changes his Mind Procedures

92 DEFINITIONS UNDER VOTE A contest where a voter does not make all the selections they are entitled to. For example, no selections are made for a Select No More than One contest or two selections are made for a Vote for No More than Three. The scanner will neither alert nor eject an under voted ballot. VOIDED BALLOT An Abandoned Ballot is marked VOID, returned in the #4 Envelope and accounted for on the SOR.

93 End of Day Procedures closing polls on the Touch Writer Wait until after the close polls time to close polls. Once Polls are closed they cannot be reopened on that device. Press the blue Poll Worker button Enter the poll worker code and select Accept Select the Menu button

94 End of Day Procedures closing polls on the Touch Writer Choose Close Polls Choose Yes, close the polls Enter your Close Polls password and tap Accept

95 End of Day Procedures closing polls on the Touch Writer continued One copy of Ballot Count tape will print when the polls are closed Print two more copies of the Ballot Count tape

96 End of Day Procedures closing polls on Scan BEFORE CLOSING THE POLLS, VERIFY THAT THERE ARE NO UNSCANNED BALLOTS!! Wait until after the close polls time to close polls. Once Polls are closed they cannot be reopened on that device.

97 End of Day Procedures closing polls on Scan continued Press the Poll Worker button Choose Close Polls Choose Yes, close the polls Enter your Close Polls password and tap Accept

98 End of Day Procedures printing and filing reports Print 3 Tally Reports Do not print the Ballot Count Report from Scan. Write Ins are not applicable in this Primary

99 Tapes at the End of the Day Attach to the SOR and place in Envelope #2 Zero Tapes Tally tapes Ballot Count Tapes All other tapes can be put into Envelope #8

100 Removing Ballots After the polls are closed And after all voters have left the precinct And in front of all officers and authorized representatives And after checking the emergency ballot bag for ballots And after the unscanned ballots have been scanned, if any, Open the ballot box by cutting the white seal on the door Gather all the marked ballots and place in Envelope/Box #3 Seal Box #3 with tamper evident tape Affix label All Officers sign

101 Verity Seals Red numbered seals on Vdrive port Use the red CH key to remove the Vdrive Cut red seals on Scan and Touch writer after polls are closed Place broken seals in #7 Envelope Remove Vdrive Place both Vdrives in the #11 Envelope Replace with a new RED seal and record the seal number on the SOR and #7 Envelope

102 Polls are closed Follow Directions to Close the EPBs EPB Summary Report Use Chief Password to close EPBs Give data to Chief/SOR officers SEE PAGE 29 and 30 for pictures of packing the cages at night.

103 Practice Makes Perfect Last two weeks before the Election Hands on with both the Voting Equipment and EPBs Location: Old Courthouse, upstairs next to the Office of Elections

104 Weather and Elections Inclement Weather Conditions Page 128 If a court extends polling hours Page 133

105 ELECTION DAY Officer of Election Oath I do solemnly swear (or affirm) that I will perform the duties for this election according to law and the best of my ability, and that I will studiously endeavor to prevent fraud, deceit, and abuse in conducting this election, so help me God.

106 All Officers Need to Sign: 1. Officer of Election OATH 2. THREE copies of the ZERO tape 3. THREE copies of the TALLY tape 4. LAST PAGE of the Statement of Results TWO copies! 5. ENVELOPE 3 6. YELLOW printed return sheet 7. Pay Sheet Write these on the back cover of your manual. Check this list on election night!