Voter Services Judge Training. Carla Wyckoff Lake County Clerk LakeCountyClerk.info

Transcription

1 Voter Services Judge Training Carla Wyckoff Lake County Clerk LakeCountyClerk.info

2 VSJ s Now Help With Election Eve Setup Set Up epollbooks during Polling Site setup Assist BBJ s with additional Set up

3 Having epollbooks set up and data download during set up will ensure election morning is smoother Any connectivity issues will have been identified and addressed CC office will be monitoring all sites during set up Data will be more up-to-date Download may not complete will continue when logged on election morning

4 Video for setting up voting site on election eve

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6 Jetpack setup Jetpack in BBJ red bag Set up/plug in and turn on Detailed in manual jetpack

7 Once unit is plugged in it will begin to charge

8 Now hold down the Power button to turn unit on

9 jetpack location

10 epollbook Setup Set up tables if necessary Set epollbooks on correct tables All units logged on (get to main menu screen) to allow for data download User name and password cards in BBJ red bag

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12 Log on to each unit User name and password delivered in red bag NOTE: new user name and passwords for Election Day Your name entered here Leave on this screen until you are finished with setup

13 During voting site setup Allow all units to continue downloading data Set up ADA equipment Assist BBJ s with set up Set up voting booths/chairs etc.

14 ADA equipment Instruction sheet delivered in blue provisional ballot case for sites requiring additional ADA equipment or signage

15 Use checklist to set up AutoMARK

16 Set up special needs/provisional voting booth

17 When Polling Site set up complete Power down all epollbooks, close and seal with zip ties (delivered in BBJ red bag) Leave units plugged in to power Leave Jetpack set up and powered on

18 Election Day Before the polls open

19 Voter Services Table supplies arrive in black rolling case (along with Check-in table supplies) A separate small supply box will be delivered in the ballot bin for the VS table

20 Locate checklist in blue binder Review and complete all tasks in Before Polls Open section

21 Sign on to epollbook Open epollbook flat on table Tape any power cord that may present a tripping hazard Log on to epollbook (Username and password found in blue binder) Any remaining download will begin automatically

22 Cell Phone Familiarize yourself with operation Keep cell phone on entire day Plug into power outlet To call County Clerk s office, press 2 then SEND To power On or OFF, press END

23 Set up blue provisional case Provisional voters place their completed ballot, sealed in provisional envelope, in this bag sealed at the end of the night and returned to CC office for evaluation.

24 Post Voter Services sign and flag

25 Locate white provisional ballot transfer case. Inventory provisional ballots. Place inventory sheet in Site Manager green binder. Provisional ballot Inventory Sheet delivered in the lid of the Provisional Ballot Transfer Case use to inventory ballots.

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27 Complete time card and name tag found in Site Manager green binder Aileen Judge 100 Main St Waukegan IL If no site manager, distribute name tags and time cards to all judges.

28 If no site manager Voter Services Judge: Administers oath to judges before voting begins Checks in pollwatchers and secures credentials in green binder

29 Once Polls are Open

30 Displays have been updated Blue ribbon - silhouette regular voter Grey ribbon - silhouette voter already voted

31 And for Vote By Mail: Blue background envelope icon voter has been sent a ballot by mail Grey ribbon envelope Icon voter has returned a ballot by mail

32 Remember - just because a voter is marked as having voted in this election do not automatically turn them away Follow the epollbook prompts they have options

33 Affidavits and directing voters now handled at Check-In Check-in judges able to handle almost all special circumstances Appropriate affidavit prints with application Voter in wrong place epollbook can provide any EJ with correct voting site and address

34 VSJ responsible for: Grace Registration of voters Processing provisional voters Assist with ADA equipment as needed Re-process voters who spoil their ballot Remove/cancel an incorrect check-in

35 Different first screen than Check-In judges

36 Bypass initial entry If Provisional status already determined Check-in judge determined voter will be provisional Will have receipt with reason on it PROVISIONAL RECEIPT Brian P Johnson 1055 Spafford Antioch, IL Voter Requested a Mail Ballot

37 Bypass initial entry Registration Path Voter needs to register or update

38 Bypass initial entry Regular Voter If voter has spoiled or needs to be canceled If checking in regular voters

39 Grace Registration New Registration Update to Current Registration Note: On Election Day, voters must go to the correct voting site for their address in order to Grace Register and vote

40 Requirements to Grace Register US citizenship 18 years of age (will be 18 by the general election) A resident of a Lake County precinct for at least 30 days prior to Election Day Able to present 2 forms of ID, one of which MUST show their current Lake County address (Photo ID NOT required) Must vote at the time of Grace Registration

41 GRACE REGISTRATION FORM IS REQUIRED Use to enter info into the epollbooks Must be completed and signed by voter It is a self certifying form voter is signing the attestation that they are qualified to register and vote

42 Does voter have proper ID to Register? Two valid forms One with current Lake County residential address (not business addresses or PO boxes) Valid forms of ID listed under the upper right corner.? icon in the

43 Insufficient ID Provisional voter Do not use Grace Registration Form Select Provisional path to proceed Properly complete Provisional Envelope this will be voter s registration form Voter has 7 days to provide County Clerk s office with ID

44 Required form for new or update to registrations Give voters form and instruct them to complete and return

45 Required form for new or update to registrations Voter enters type of registration (new, update to address or name)

46 Required form for new or update to registrations Voter completes middle section with their information Note: Voter must supply last four digits of Social Security number and/or ILLINOIS Driver s License or State ID VSJ enters information into epollbook from this form

47 Critical voter signs - it is a Self Certifying form They are attesting to their eligibility to vote Signature will be captured by County Clerk s office and used for comparison for all future voting for the individual

48 DO NOT accept other forms voters may bring in

49 Alternate registration forms the voter may bring with them are not acceptable because: Are not specifically for GRACE registration May not have all the information we need Affidavit/Attestation at the bottom specifically designed for Grace Registration

50 Grace Registration video

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52 New Registration

53 1. Make sure form is completed and signed 2. Use the form to enter data into the epollbook

54 Select Registration path

55 Enter few letters of voter s name into epollbook X Don t use the YOB causes confusion

56 Always check Entire Jurisdiction to check they are not registered at an old address

57 For voter not currently registered there should be No Match

58 Enter voter s address from Grace Registration Form X Don t use the Dir (direction) box as it is often wrong. This is a smart search as well, so you only have to enter a few letters of the street name. Don t enter Rd., St.,Terrace, Lane, etc

59 Select voter s address If it is a good address in Lake County it will appear on the screen. If no address is found, first make sure you have not misspelled the street name or entered incorrect information. Call CC office for guidance.

60 Now enter date moved (if less than 30 days, not eligible to register at this address) If voter unsure of exact date, have them estimate

61 Name you entered and address selected will populate - You must enter required fields If not already done, make sure to enter complete name Boxes outlined in RED are required fields

62 When entering DL or State ID and SS number: Only one is required, both fields must be filled read screen for instructions For DL or State ID, do NOT use state abbreviation before/after Do NOT precede the DL with IL it causes problems when uploaded

63 Enter types of ID presented Voter required to show 2 forms of ID, one must show current Lake County address

64 In a primary, voter must select party then select CONTINUE

65 Read and follow instructions

66 If a voter requests someone assist them in marking their ballot you must manually complete an Assisted Voter Affidavit Do not use if the voter is going to use the ADA equipment. Only affidavit not printed from the epollbook

67 Voter s Application for Ballot Correct party indicated? Is name and address correct? Voter must sign Compare to Grace Registration Form to ensure both signed

68 Record Check-In Remember, check-in is not recorded until RECORD CHECK-IN selected

69 Final instructional screen

70 Place completed forms in the Grace Registration Binder It is CRITICAL we get the Grace form as this is our only record of the voter s registration.

71 Update to Existing Registration

72 Updates to voter record require a Grace form be completed Verify that voter IDs are valid and current before entering information Use the form, not the ID given, to enter info into epollbook

73 Voter wants to update registration During Grace, all changes (new or updates) are Registration

74 Enter voter s name into epollbook Voter lookup will find voter s current registration record May have to search Entire Jurisdiction

75 Second check on need to register

76 Now determine what changed Name or address

77 Enter voter s new address from Grace Registration Form X Don t use the Dir (direction) box as it is often wrong. This is a smart search as well, so you only have to enter a few letters of the street name. Don t enter Terrace or Lane etc

78 Note: epollbook must locate a good address Lake County Street Master in epollbook Business address not valid for registration If no address found; call CC office

79 Address found

80 Now enter date moved (if less than 30 days they must vote from their old address) epollbook will handle

81 Searched address now fills in You must enter final required fields Last 4 of SS number and/or Driver s license or State ID

82 Last registration step Enter types of ID presented Voter required to show 2 forms of ID, one must show Lake County address

83 Application prints out: Have voter verify information (name spelled correctly, address and DOB correct) and sign. VSJ initials Signature Verified by. Note compare signature to Grace form to ensure both are signed JK

84 Record Check-In Remember, check in is not recorded until Record Check-in is selected One final opportunity to check that you have entered the correct information Until you hit RECORD CHECK- IN YOU CAN GO BACK AND CORRECT

85 Final instructional screen

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87 Practice session Grace Registration voters Use grace forms provided Some may be updates, some new registrations Date Moved: Use 1/1/2018 Hold on to the forms and voter applications you will turn them in with your assessments at the end of class

88 Attempt to Register Multiple Times epollbook looks at last name and DOB

89 Mr. New Voter comes to register

90 Enter voter s new address from Grace Registration Form X Don t use the Dir (direction) box as it is often wrong. This is a smart search as well, so you only have to enter a few letters of the street name. Don t enter Terrace or Lane etc

91 Select voter s address If it is a good address in Lake County it will appear on the screen. If no address is found call CC office for guidance.

92 Once information is entered:

93 Looks at Last Name and DOB

94 If SAME VOTER selected these are the options

95 In the case of a Spoiled Ballot on a registration you can proceed to reprocess the voter

96 When spoiled ballot occurs Voter goes to Voter Services Table Voter folds ballot & places in spoiled ballot security envelope and seals VSJ completes information on envelope

97 When spoiled ballot occurs Re-processes voter on epollbook New application prints out will indicate it is for a spoiled ballot Send voter, with new signed application and spoiled ballot in security envelope, to Ballot Issue Table

98 Let s walk through a Spoil for a normal (not a Grace) voter Give the voter a Spoiled Ballot Security Envelope and have them put their spoiled ballot inside. Complete Precinct/Ballot Style/Party on the envelope. Give to voter to take to the Ballot Issue Table once re-processed.

99 Look up/select voter smi

100 Verify that you have selected the correct voter

101 Select Cancel/Spoil

102 We set this code as Election Day: 1106 Code also provided on back of UN/password card 1106

103 Select Spoil Ballot

104 Directional screen

105 Re-process from here on

106 Spoiled ballot application Note: the second application should print SPOILED BALLOT at the bottom. If the epollbook has not caught up (voter was not marked as having voted) you should manually write SPOILED BALLOT at the bottom of the application then Chat the voter s name into the office so we can watch for duplicates.

107 Voter again verifies information on application and signs

108 Verify Signature & Initial application

109 Record Check-In screen

110 Final instructional screen

111 Provisional Voter

112 7 statutory reasons to issue a provisional ballot Not found as registered refuses to register Challenged voter does not have ID or witness Voting time extended by court order Voter registered by mail does not have ID for voting first time Voter marked as having voted during Early Voting Voter requested and received a ballot by mail not surrendering Voter does not have proper ID required to register

113 Provisional at wrong voting site only if voter refuses to go to correct site If voter in wrong polling site for address of registration: Direct voter to the correct voting site Explain in odd-year elections the races are ALL local Explain only races they are eligible to vote for will be counted If the voter insists on voting at your site, may vote provisional ballot If unable to determine closest ballot style, call CC office

114 Issuing Provisional Ballots

115 Provisional voters that come from Check-In with receipt Check-in process determined provisional status Will print provisional receipt Voter will present receipt with reason Place receipt in clear outside pouch of Provisional Envelope

116 Common provisional situation: VBM not surrendering ballot Select Provisional path PROVISIONAL RECEIPT Brian P Johnson 1055 Spafford Antioch, IL Voter Requested a Mail Ballot

117 Search/Select voter

118 Directional screen

119 Complete the Provisional Envelope (front and back) Ensure voter and Voter Services Judge sign Provisional Ballot Affidavit Envelope Be sure to issue ballot for correct precinct and style Antioch 7 Brian Johnson March 20, 2018 Brian Johnson Brian Johnson 1055 Spaford Antioch IL J /20 08 Antioch 07 Template of envelope in Spanish, if needed X Voter marked Absentee Early Enter Ballot information on back of Envelope John Star John Star

120 Final review of information Enter Ballot Access Number

121 Where do you find the Ballot Access Number?

122 Record Check-in System records as Provisional voter 23765

123 Directional Screen

124 Remove white receipt Hold while voter votes provisional ballot 002

125 Issue provisional ballot Only Voter Services Judge issues provisional ballots Ballots not cast in ballot bin Do NOT initial ballot

126 Issue ballot and envelope Instruct voter to vote ballot and place in envelope once complete Voter seals envelope and returns to VSJ

127 While voter is voting use receipt to record information Record each provisional voter s information (name, precinct, ballot type and party in a primary) on Provisional Ballot Inventory Control Form located in Blue Binder. Brian Johnson 8 7

128 Once voter has finished voting Have voter place voted ballot in blue provisional case Issue voter the carbonless receipt and the Why My Ballot is Provisional sheet

129 Remember, Provisional are never cast on Election Day Provisional ballots are returned, sealed in the blue Provisional Ballot Case, to the County Clerk s office where they will be reviewed during the 14 days after the election to see if they qualify to be cast.

130 epollbook Chat Feature

131 Chat feature Only works when connected to Command Center Used to communicate between epollbooks and Command Center We can use to broadcast a message to all or selected locations or with an individual epollbook Only training VSJ s to use both ways Should be used for quick, simple answer issues (more complex issues should still go though phone-dispatch)

132 If there is a yellow bubble with a number there are chats waiting to be read Once you click on the Chat button you will see the Chat

133 You see who you are chatting with, and the times of the messages

134 To respond, type in the box and Send

135 Now you see the thread of chats When finished press Back to return.

136 Polls are closed Procedures after 7 p.m.

137 Use your Closing Polls section of checklist!

138 Complete Inventory Sheet and return to blue binder Roll and insert in case: Blue Binder Manila Provisional Spoiled Ballot Envelope John Star 3/20 1

139 Antioch Senior Center

140 Lock ballot slot 140

141 Pack unused Provisional Ballots back in box; seal and give to BBJ Only unused Provisional Ballot are packed in Provisional Ballot Transfer Case. Secure with Seal Provided.

142 Place the white binder with completed and blank forms in the black rolling case for return to the County Clerk s office

143 AutoMARK Pack AutoMARK and stand. Place both next to ballot bin.

144 For Each Precinct - Give Ballot Issue table the number of voters processed on the epollbook Get this number from the Advanced - Summary screen and give to the Ballot Issue table (You may need to total ballot styles by precinct)

145 Go to Menu

146 From Menu go to Advanced Foss Park District Community Center

147 Go to Summary Foss Park District Community Center

148 Total Voters Processed Foss Park District Community Center Waukegan 333 Ballot Style 2 75 Waukegan 333 Ballot Style Waukegan 333 Ballot Style Waukegan 334 Ballot Style 7 33 Waukegan 334 Ballot Style 8 79 Waukegan 335 Ballot Style Sub total 566 Waukegan 333 Ba Provisional

149 Finally check for Pending Foss Park District Community Center

150 Go to Configuration

151 If there are any pending Click on the pending number and force an upload make sure the jetpack is still operating Foss Park District Community Center Foss Park District Community Center

152 Properly power down epollbook Make sure all entries have uploaded Don t just close lid only puts it to sleep Select Power Icon from menu bar to properly power down Power down printer (hold down power button) Close lid and zip closed Use zip tie to secure

153 Pack Voter Services Judge Envelope Use list on envelope Return in black rolling case List of contents

154 Unplug and place County provided phone and its power cord in box and place box in black rolling case Pack the cell phone last as it is the only phone number we know we can reach at the voting site.

155 Everyone remains at polling site until all closing procedures for all judges have been completed Help other judges complete their tasks Help take down booths and/or signage Help ensure polling site is left tidy

156 ElectionJudge.info

157 You will do a great job! Thank You Carla N. Wyckoff Lake County Clerk