Dear Precinct Officials:

Transcription

1 Dear Precinct Officials: This handbook describes as best as possible step-by-step procedures to follow for elections. All poll workers, including assistants, should be familiar with the contents of the handbook. Laws that govern the voting process are complicated and can be confusing. We are trying to simplify that process as much as possible with this detailed handbook. Please review the handbook before each election and refer to it on election day. Keep in mind that on election day you are there to serve the voters. You, as precinct officials, conduct the elections. You deal directly with the voters and your conduct most directly influences whether the voters think the election has been conducted properly and fairly. Thank you for your faithful and dedicated service to the board of elections and the citizens of Carteret County. Lindy R. Lewis Director of Elections Revised February

2 Section 1 Before Election Day TABLE OF CONTENTS Getting Ready for an Election.. 6 Instructional Meetings.. 7 Monday Set-up.. 8 Buffer Zone Model 9 Polling Place Layout.. 10 Supply List Job Descriptions Section 2 Election Day Election Day Before Polls Open/Wallpaper/Oath Set-up and Opening the Machines 20 Opening the Polls and Voting During the Day. 21 Flag/Scan as Absentee Voter 22 Process for Voting in OVRD Motorola M2000 Handheld Bar Code Scanner Electioneering.. 28 Voter Assistance.. 29 Assisting Disabled & Elderly Voters on Election Day 30 Accidents and Emergencies at the Polls.. 31 Election Day Media.. 32 Section 3 Procedures for Curbside Voters Procedures for Election Day Transfers Procedures for Using the Street Search Provisional Ballots Challenges Notification of Deceased Voter by Near Relative 47 Section 4 Voting Equipment M AutoMark

3 Section 5 Closing the Polls Closing the Polls Canvass/After Election Night.. 61 Thank You

4 Section 1 Before Election Day Getting Ready for an Election 6 Instructional Meetings 7 Monday Set-up.. 8 Buffer Zone Model 9 Polling Place Layout.. 10 Supply List Job Descriptions

5 GETTING READY FOR AN ELECTION Before each election the chief judge must: 1. Contact judges and assistants to verify times and procedures for Monday set up and election day schedule. The elections office will inform you of the number of assistants allowed for your precinct. The NC Administrative Code states that relatives, by blood or marriage, cannot serve in the same precinct. 2. Contact person in charge of the polling place and remind them of the date of the election and make arrangements for Monday set-up. Arrange to pick up key or arrange for guaranteed entrance by 6:00 a.m. on election day. Get telephone number of custodian or person in charge of unlocking building. You may need to get in touch with them election morning or return to the polling place after you leave the building election night. (Both situations have happened!) 3. Visit your polling place to determine special needs, i.e. extension cords, tables, chairs, telephone access, etc. Inform our office if you have any problems with the polling place that cannot be resolved. If you are using a facility phone, be sure you have telephone access from 6:00 a.m. until you are ready to leave the polls and that our office can call you (answering machines should be turned off). If you have picked up a phone from the elections office, check the phone by calling the office from your polling place to be sure it works. Call the elections office from the polling enclosure area using your election day phone no later than 5:00 p.m. Monday before the election. Check supplies as soon as possible on Monday. Call the office if anything is missing. Be sure you have all the signs you need. 4. Arrange a time with your judges and assistants to get together on Monday before the election (see Monday set-up). 6

6 INSTRUCTIONAL MEETINGS The board of elections and the director of elections are required to instruct precinct officials before each election. The chief judge and the judges of the election are required to attend this meeting. Meetings are scheduled approximately a week before the election. The elections office will notify the precinct officials of the exact time and place of the meetings. You will be paid $25.00 for attending the meeting. Training will also be available for Assistants (Clerks) before each election. This training will be on a voluntary basis and you will be paid $15.00 for attending. 7

7 MONDAY SET-UP Define voting enclosure with barricade tape (layout on next page) Plug in cell phone to charge Set up tables and chairs Set up voting booths on legs Precinct Cart (AutoMark, Ballot Box) Signs Set in place ready for start up on Election Day. AutoMark and Ballot Box remain on cart Assemble Curbside and Handicap Voting Signs Set up Call Bell Set up laptops and printers. Log in to SOSA/OVRD and complete a test print. Note to Chief Judges Do not leave the laptops, registration list, or ballots at the polling place on Monday. The chief judge should keep these items in their custody. 8

8 Electioneering Buffer Zone Model Voting Place NO ELECTIONEERING BEYOND THIS POINT No more than 50 feet and no less than 25 feet Curbside Voting Mark Buffer Zone Clearly 9

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10 SUPPLY CHECK OFF LIST Check your supplies before noon on Monday, the day before the election. Call the office immediately if anything is missing. SUPPLIES TO BE PICKED UP BY CHIEF JUDGE ISSUED BLUE OFFICIAL BALLOTS BAG Official Ballots LAPTOP COMPUTERS PRINTERS PRINTER PAPER AND INK CARTRIDGES SOSA/OVRD INSTRUCTIONS RETURNED BLUE OFFICIAL BALLOTS BAG Official Ballots LAPTOP COMPUTERS PRINTERS PRINTER PAPER AND INK CARTRIDGES SOSA/OVRD INSTRUCTIONS BLACK ROLLING SUPPLY BAG BLACK ROLLING SUPPLY BAG Small Red Official Documents Bag Small Red Official Documents Bag Supply Check Off List CCBE-1 Supply Check Off List* Set Up Procedures/Check Off List CCBE-2 Election Set Up Procedures/Check Off List* NC SBOE Election Day Polling Place NC SBOE Election Day Polling Place Accessibility Checklist CCBE-3 Accessibility Checklist* Voting Equipment Instructions Voting Equipment Instructions Election Day Telephone List Election Day Telephone List Telephone Instructions Telephone Instructions Bar Code Scanner Instructions Bar Code Scanner Instructions Challenge Voter Log CCBE-4 Challenge Voter Log * Challenge Voter Oath Envelopes Challenge Voter Envelopes* Election Protest/Complaint Forms Election Protest/Complaint Forms* N.C. HAVA Administrative Complaint Forms N.C. HAVA Administrative Complaint Forms* List of Ballot Styles List of Ballot Styles Notice of deceased voter forms Notice of deceased voter forms* Oaths Oaths* Payroll sheet and Pay vouchers Payroll sheet and Pay vouchers* Polling Place Rent forms Polling Place Rent forms* Poll Worker Sign Up Sheets Poll Worker Sign Up Sheets* Voting results envelopes Voting results envelopes Special instructions Special instructions Observer List and Information Observer List and Information Election Day Disaster Plan Election Day Disaster Plan Closing the Polls Check Off List CCBE-5 Closing the Polls Check Off List* Keys (M100, AutoMark, Ballot Box, Blue Ballot Bag) Keys (M100, AutoMark, Ballot Box, Blue Ballot Bag)* Small blue numbered seal Sealed with small blue numbered seal Return completed forms in Red Official Documents Bag Blue Provisional Ballot Bag* Blue Provisional Ballot Bag* Provisional Envelopes Provisional Envelopes Provisional Poll Book Provisional Poll Book Provisional Voters Pin # Labels Provisional Voters Pin # Labels Provisional Voters Instruction Sheets Provisional Voters Instruction Sheets Provisional instructions Provisional instructions Sticky Notes Sticky Notes 11

11 * Return in Blue Provisional Bag Small Blue Ballots For Review Bag Small Blue Ballots for Review Bag* Small red numbered seal Sealed with small red numbered seal *To return Voted Ballots that require Board review Registration Lists Registration Lists Sample Ballots Sample Ballots Precinct Officials Handbook - Provided at Training Precinct Officials Handbook Motorola M2000 Handheld Bar Code Scanner Motorola M2000 Handheld Bar Code Scanner Bible Bible Spindle for ATVs Spindle for ATVs Barricade tape Barricade tape Magnifying glass and sheet Magnifying glass and sheet Tape Tape Precinct Manual Precinct Manual Telephone and cord Telephone and cord Voter registration forms Voter registration forms Signs Signs Precinct officials vests Precinct officials vests Surge protector/power strip Surge protector/power strip Black pens for marking ballots Black pens for marking ballots Extension cord Extension cord Curbside Privacy Sleeve Curbside Privacy Sleeve Small Supplies Container Small Supplies Container (Name tags, Pens, Scissors, Fasteners for ATVs, (Name tags, Pens, Scissors, Fasteners for Tape, Tacky finger, Paper clips, Rubber bands, ATVs, Tape, Tacky finger, Paper clips, I Voted Stickers) Rubber bands, I Voted Stickers) SUPPLIES TO BE DELIVERED TO THE POLLING PLACE PRECINCT CART Ballot Box and M100 AutoMark AutoMark Privacy Screen Voting Booths Handicap Parking Sign Curbside Parking Sign Call Bell in Gray container Voting Equipment Signs, Wallpaper Vote Here Signs RED ATV FORMS BAG* Authorization to vote forms PRECINCT CART Ballot Box and M100 AutoMark AutoMark Privacy Screen Voting Booths Handicap Parking Sign Curbside Parking Sign Call Bell in Gray container Voting Equipment Signs, Wallpaper Vote Here Signs RED ATV FORMS BAG* Authorization to vote forms *Completed forms are to be returned to the elections office in the Red ATV Forms Bag Check all supplies as soon as possible on Monday. If there are problems, call: Chief Judge Judge Judge CARTERET COUNTY BOARD OF ELECTIONS

12 CHIEF JUDGE TERM: COMMITMENT: TRAINING: Two-year appointment; August to August of odd-numbered years Primary, special and general elections; from 6:00 a.m. until all required election supplies are returned to the elections office Instructional meetings prior to elections; special training when offered RESPONSIBILITIES: To conduct elections at the polls according to the instructions issued by the Carteret County Board of Elections and the North Carolina General Statutes. Election duties will include: 1. Contacting person in charge of polling place 2. Assigning specific duties to judges and assistants with the purpose being to serve the voters quickly and efficiently 3. Setting up the polling place and voting equipment the day before elections (Monday set-up) 4. Managing the precinct on election day 5. Handling provisional and challenged ballots 6. Staying in contact with the Carteret County Board of Elections 7. Declaring the polls closed 8. Tabulating the votes with the judges 9. Signing the machine tapes and forms with the judges 10. Oversee return of required materials to the elections office on election night

13 JUDGE Two are appointed to each precinct TERM: COMMITMENT: TRAINING: Two-year appointment; August to August of odd-numbered years Primary, special and general elections; from 6:00 a.m. until all elections duties are completed Instructional meetings during week prior to elections; special training when offered RESPONSIBILITIES: To conduct elections at the polls according to the instructions issued by the Carteret County Board of Elections and the North Carolina General Statutes. Election duties will include: 1. Assisting the chief judge in preparing the polling place the day before the election (Monday set-up) 2. Being ready to serve as chief judge should he/she not be able to serve on election day 3. Declaring polls open at 6:30 a.m. 4. Being available to work at the machines, registration table, poll book table or wherever needed as determined by the chief judge 5. Assisting curbside official 6. Signing necessary tapes and forms 7. Tabulating votes with chief judge and assisting the chief judge in closing the polls 8. Breaking down the enclosure and clearing away all related materials after the election is completed 9. Mailing second copy of the machine tape to the elections office election night or no later than the next day 14

14 ASSISTANT COMMITMENT: Primary, special and general elections when contacted from 6:00 a.m. until election is completed 1. To conduct elections at the polls according to the instructions issued by the Carteret County Board of Elections and the North Carolina General Statutes 2. Assisting in miscellaneous ways as determined by the chief judge a. Respond positively to the public b. Serve as poll book official c. Serve as curbside official d. Give voter information and machine demonstrations 15

15 ROVER REQUIREMENTS: 1. Successfully completed Elections Officials Training 2. Must have own reliable transportation 3. Available to work between the hours of noon on Monday prior to election until 10:00 p.m. Tuesday, election day RESPONSIBILITIES: 1. To visit each polling place two or three times per election period (Monday noon until Tuesday night), or more if required, to evaluate compliance of election procedures 2. To be available by cell phone (provided by elections office) from Monday noon until Tuesday night to take care of situations that might arise in their district precincts 3. To help with morale, personnel, simple machine problems or contacting technical support when needed and simplify communications between chief judges and the elections office 4. To evaluate each precinct by using a checklist, report form and instructional manual to correct situations which need improvement 5. To keep election day supplies in their car on election day to be delivered immediately to precinct when needed 6. To report to the elections office during the election period any situations of which officials need to be made aware and to complete the final reports to be delivered to elections office at the end of the election 16

16 Section 2 ELECTION DAY Election Day Before Polls Open/Wallpaper/Oath Set-up and Opening the Machines.20 Opening the Polls and Voting During the Day..21 Flag/Scan as Absentee Voter 22 Process for Voting in OVRD Motorola M2070 Handheld Scanner Electioneering. 28 Voter Assistance.29 Assisting Disabled and Elderly Voters on Election Day 30 Accidents and Emergencies at the Polls.31 Election Day Media 32 17

17 ELECTION DAY BEFORE POLLS OPEN The chief judge, judges and assistants must arrive by 6:00 a.m. on the day of the election Follow instructions for set-up and opening the machines Set up laptops and printers. Log into OVRD/SOSA and complete a test print Display PRECINCT signs at entrance to polling place. Place CALL BELL, and CURBSIDE and HANDICAP PARKING signs where necessary. Display voting information/precinct wallpaper in a conspicuous place Place yellow sample ballots, poll worker sign-up sheet and blank voter registration forms on the information table where voters entering the polling place will see them Place trash cans near entrance and exit All officials complete and sign payroll sheets Mark off 50 feet from polling place. Remove any political signs that may have been placed within the 50 feet. Synchronize your watches with the clock at the polling place for the correct time for opening and closing the polls The chief judge should review the duties and instructions with all poll workers TURN ON BOARD OF ELECTION CELL PHONE AND LEAVE ON ALL DAY Remain non-partisan while working at the polls. Do not discuss politics or issues. Do not wear campaign T-shirts, buttons or jewelry. Check to make sure the following supplies are at the appropriate table: 18

18 Information Table Sample ballots Pens for completing forms Poll worker sign-up sheet Voter registration forms Voter Assistance Table Telephone Election Day Phone List Pollbook Official s Table Laptop Computers Printers List of Ballot Styles Notification of Deceased Voter forms Motorola Handheld Scanner Black pens Chief Judge Supply Table Provisional supplies Challenge/Protest/Complaint supplies Official ballots Special Instructions Voting Equipment Instructions Small Red Official Documents Bag Precinct Wallpaper GS A requires that each county board of elections post specific information regarding voter rights, instructions for voting a regular ballot and a provisional ballot, and other general information at each polling place. The chief judge should ensure that these posters (one in English and one in Spanish) are properly displayed. OATH FOR PRECINCT OFFICIALS I do solemnly affirm that I will support the Constitution of the United States; that I will be faithful and bear true allegiance to the State of North Carolina, and to the constitutional powers and authorities which are or may be established for the government thereof; that I will endeavor to support, maintain and defend the Constitution of said State not inconsistent with the Constitution of the United States; that I will administer the duties of my office as chief judge/judge/election day specialist/assistant of my precinct, Carteret County, without fear or favor; that I will not in any manner request or seek to persuade or induce any voter to vote for or against any particular candidate or proposition; and that I will not keep or make any memorandum of anything occurring within a voting booth, unless I am called upon to testify in a judicial proceeding for a violation of the election laws of this State. 19

19 SET-UP AND OPENING THE MACHINES ON ELECTION DAY Refer to specific instructions for the Auto MARK and Model 100 in the ES&S Procedures Manual in Section 4 and in the Red Official Forms Bag. 20

20 OPENING THE POLLS AND VOTING Polls are open from 6:30 a.m. until 7:30 p.m. on election day At 6:30 a.m. one judge, at the chief judge s request, announces that the polls are open and states the hour at which they will be closed Remove any campaign materials that are within 50 feet of the entrance to the polling place. During the day, check to make sure the area is kept clear of campaign materials. State law requires that the chief judge, judges, and assistants remain together (continuous presence) at the polling place from 6:00 a.m. until all the votes are counted. The purpose of this rule is to prevent election fraud and to have the burden of work shared equally. Precinct officials may not leave for meals or to run errands; arrangements should have been made in advance for those matters. Chief judge designates an official to handle provisional and challenge ballots. Chief judge designates a curbside official and a laptop (pollbook) official Those who voted early are already flagged in the OVRD/SOSA data base on the laptop. If there are any additional early voters, you will be notified on Tuesday morning and you will flag those voters in the laptop. See following page for instructions. When the list of early voters is delivered election morning (voters in your precinct who have voted early), post one copy of the list in a conspicuous place. Husband and wife may occupy a single voting booth at the same time. They should be handled as individual voters. After voting, all voters must leave the voting enclosure immediately. Socializing should be done outside this area. Conversation should be at a minimum while voters are in the voting booth -- no political discussion at any time. No radios, newspapers or televisions are allowed in the voting enclosure. At 7:30 p.m. the chief judge declares the polls closed Anyone who is qualified to vote and is waiting in line when the polls close should be permitted to vote. When the polls close, the chief judge or another precinct official chosen by the chief judge should go to the end of the line to determine who was last in line at the moment of closing. Post someone at the end of the line so that they can inform anyone who comes that they are too late. Only voters that were waiting in line when the polls close should be permitted to vote after the polls close. 21

21 FLAG/SCAN AS ABSENTEE To flag a voter as having voted Absentee: 1. Search for the registrant. When found, select their record and click on Tools Flag Selected Voter as Absentee. 2. Once you click Flag Selected Voter as Absentee, the lower section will display the following: If you make a mistake in flagging this voter as Absentee, simply search for and select the voter again, and clock Tools Unflag Selected Voter as Absentee. The information in the bottom section of the screen will be removed, and the voter is no longer considered voted absentee. 22

22 PROCESS FOR VOTING IN OVRD 1. When a registrant comes to your line, ask them for their Name and DOB information and fill it into the appropriate search fields. Click Search. 2. Matching results will display in the Potential Voters grid. Select the correct voter in the grid. Note: If the registrant is eligible to vote, the Vote button will be enabled. If they are not eligible, the reason will display in the bottom left box below the Status. The selected voter in the image below would be able to vote in OVRD, as they are in the required precinct and alphabet range. 3. Click Vote. Once you click Vote a populated ATV form will print, as well as a transaction receipt. Have the voter review the information on the ATV form and sign in the proper place. 4. Repeat the process for any other voters that come to your line. 23

23 In the next image, the selected registrant cannot vote because they are not in the precinct tied to the selected Election Site polling place. Notice the message in the bottom left corner telling you the reason the selected voter can t vote (Cannot Vote Not in Precinct). If a registrant cannot be found in the Registration List search, you can search the unprocessed registration records by using the Pending Applications radio button. In the example below, Jordan Case came to my line and I searched for him in the registration list as normal. He was not found. He told me that he had already registered some time ago. So I changed the search radio button to Incomplete Applications and searched for him there. He was found (see Image 1). You can click View App to see all of the information in his unprocessed registration record, as shown in Image 2 below. Likely Mr. Case was missing some piece of required information on his application that prevented him from becoming an Active voter. Mr. Case would be eligible to vote a provisional ballot and this information can be placed on the provisional envelope. 24

24 Image 1 Image 2 25

25 MOTOROLA MT2070 HANDHELD SCANNER PLUG THE SCANNER IN TUESDAY MORNING AND LEAVE PLUGGED IN DURING THE DAY WHILE USING. PREPARING THE SCANNER 1. Click the scanner s trigger to activate. 2. The MT2070 screen will appear on the window display. 3. The scanner will beep and fade. Click the scanner s trigger again 4. The Home screen will display. 5. Press No The MCL client will load on the scanner. 7. The NC Board of Elections screen will appear on the window display. Press the CONTROL button. You are now ready to begin scanning. 8. Scan the voter s barcode data from the ATV/Pollbook. When the scanner recognizes the barcode, it will emit an audible beep and display the next step. 26

26 9. Scan the barcode data from the ballot that has been selected for the voter. When the scanner recognizes the barcode, it will emit an audible beep. You are now ready to proceed to the next voter. INCORRECT SCANNING 1. If you incorrectly scan a barcode first press the ALT button and then the ENTER button. This will take you back to the SCAN BALLOT/ATV/VRN screen. 27

27 . ELECTIONEERING What is electioneering? Any person or group seeking to influence a voter s choice in an election by: Distributing campaign literature by hand or voice Displaying signs Wearing T-shirts, hats, pins, buttons while loitering or congregating PROHIBITED! Electioneering within 50 feet of the entrance to the building Precinct officials: Ensure that electioneering is not occurring within the specified boundaries Check the voting machines for campaign literature left behind by voters Provide a waste receptacle in which a voter, if he/she chooses, may dispose of campaign items Do not display newspapers, play radios or watch television while in the presence of voters Refrain from wearing any political preference or party allegiance items Voters: The following are not considered examples of electioneering when worn or carried while in line to vote or while in the act of voting: Campaign hats Campaign pins Campaign T-shirts Campaign literature REMEMBER! The voter has the right to freedom of expression under the First Amendment 28

28 VOTER ASSISTANCE Who is entitled to voter assistance? All voters who request assistance Who may assist a voter? Near relatives may assist all voters Spouse Parent Child Brother Sister Grandparent Grandchild Mother-in-law Father-in-law Daughter-in-law Son-in-law Stepparent or stepchild Important note: Other relatives may assist the voter ONLY IF the voter is blind, disabled or illiterate Almost any person may assist blind, disabled, or illiterate voters Precinct officials may assist any voter, if not specifically prohibited by law from doing so Who MAY NOT assist voters? Voter s employer Agent of the voter s employer Officer or agent of the voter s union Anyone by telephone How does the voter obtain assistance? Voter must request assistance Precinct officials must not suggest that a voter needs assistance Voter must designate from whom he or she would like assistance Remember, voters needing assistance from a precinct official must request the assistance, stating the reason. When the reason is obvious, precinct officials should attempt to avoid embarrassing the voter. 29

29 ASSISTING DISABLED AND ELDERLY VOTERS ON ELECTION DAY A Guide for Poll Workers Equal Treatment for all Voters To assist election officials and poll workers this information is provided with suggestions for making voting easier for everyone. Listed below are suggestions for common courtesies at the polling place. Common Courtesies and Guidelines Be considerate of the extra time it might take for a person who has a disability or is elderly to get things done, and give unhurried attention to a person who has difficulty speaking. Make chairs available for people who have difficulty standing. Speak directly to the person who has a disability rather than to a companion who may be with them Speak calmly, slowly and directly to a person with a hearing problem. Your facial expressions, gestures and body movements help in understanding. Don t shout or speak in the person s ear. If full understanding is doubtful, write a note to the person with a hearing problem. Before pushing someone in a wheelchair, ask if you may do so and how you should proceed Greet a person who is visually impaired by letting the person know who and where you are. Provide a guiding device such as a ruler or card for signing forms. When offering walking assistance, allow the person to take your arm and tell him or her if you are approaching steps or inclines. Be aware that dogs that assist people with disabilities should be admitted into all buildings. Such dogs are highly trained and need no special care other than that provided by the owner. Be aware that federal law allows voters with disabilities to be accompanied and to receive assistance by another person in the voting booth Remember that all voters deserve courteous attention in exercising their right as citizens to vote 30

30 ACCIDENTS AND EMERGENCIES AT THE POLLS Accident or Medical Emergency If you have need for emergency assistance such as ambulance, law enforcement or fire department, contact those agencies directly by dialing 911. Immediately after taking care of the accident or emergency, call the elections office. A detailed Elections Day Disaster Plan is included in the Red Official Documents Bag. If you have a problem or incident that is not an emergency and you need assistance, call the elections office. Physical Threat or Disturbance If anyone is unruly, abusive, or in any way threatens the safety of precinct officials, voters or the orderly conduct of the election, call 911 and then report the matter immediately to the elections office. Bomb Threat, Fire or Flood Leave the building as instructed. Personal safety always comes first. If you are able to remove any supplies when you leave the building without jeopardizing your safety, take the supplies in the following order of necessity: The ballot boxes from each unit Authorization to Vote (ATV) forms of voters who have voted Rosters Note: If you are unable to take any of the supplies out of the building and voters arrive to vote, take their names, addresses and phone numbers where they may be reached during election day. Precinct officials and voters will be notified of an alternative polling place as soon as possible. Contact the elections office as soon as possible. In the event the polling place needs to be moved to another location, the elections office will assist with the move. 31

31 ELECTION DAY MEDIA Members of the media have a First Amendment right to report on matters of public interest, including elections Members of the media must identify themselves to the chief judge Members of the media must conduct media polls and interviews outside the buffer Zone (50 feet). Precinct officials may state the number of persons who have voted. No opinions should be given. Members of the media may take a panoramic photograph or video of the voting place but are not permitted to use a zoom lens that could show the individual voter in the process of voting Members of the media should be positioned so that they will not interfere, obstruct or disrupt the voting process. Members of the media should be treated with respect No television sets or radios are allowed in the polling place during voting hours. 32

32 Section 3 Procedures for.. Curbside Voters Procedures for Election Day Trausfers Provisions for Using the Street Search Provisional Ballots Challenges Notification of Deceased Voter by Near Relative

33 PROCEDURES FOR CURBSIDE VOTING Election officials can assist voters who cannot enter the voting place because of age, physical disability or physical barriers encountered at the polling place. Curbside voting is allowed during the entire time the polls are open. Step 1 When curbside assistance is needed, the curbside official goes to the curbside area and obtains the voters name and address. Step 2 The official returns to the voting enclosure and gives the information to a judge who checks the laptop computer for the voter s name and address. If both are correct, the registration official processes the voter in OVRD/SOSA and prints the Authorization to Vote (ATV) form. If the address is different but they reside in that precinct, update their address in OVRD before printing the ATV form. If they have moved out of that precinct, follow the Procedures for Election Day Transfers on page 36. Step 3 The curbside official takes the ATV form and a ballot to the curbside voter. The voter signs Parts A and D of the ATV form. If the voter s address has been updated, the voter also signs Part B. The precinct official initials Part A and also signs on Part D. After instructing the voter on the procedure for marking the ballot, give the voter privacy while he/she is voting. The voter places the voted ballot in the curbside ballot sleeve. Step 4 The curbside official brings the completed affidavit and ballot into the polling place. Step 5 The curbside official places the completed ATV form in the collection box and inserts the voted ballot in the tabulator (M100). 34

34 AUTHORIZATION TO VOTE FORM 35

35 PROCEDURES FOR ELECTION DAY TRANSFERS A voter is ineligible to vote in a precinct when they have moved from the precinct more than 30 days* prior to the election. That voter may vote in the new precinct after the poll worker and voter complete the Authorization to Vote (ATV) form as an Election Day Transfer With OVRD s Election Day Transfer function, the user will be able to record a transfer, print out an ATV form with the transfer section filled out and vote the person. In addition, the user will have the ability to mark a person as voted if another polling place calls and states that a voter had voted at their polling place. For the case where another polling place calls you to tell you a registrant voted at their precinct, do the following steps to mark them as transferred: 1. Search for the registrant. When found, select their record and click on Tools Flag Selected Voter as Transferred. 2. The screen to the right will display. Select the precinct they voted in (the one calling you) and click save. 36

36 3. After the Save, the lower section will display the following: If you made a mistake in flagging this voter as Transferred, simply search for and select the voter again, and click Tools Unflag Selected Voter as Transferred. The information in the bottom section of the screen will be removed, and the voter is no longer considered a transfer. For the case where a voter is registered in your OVRD precinct, but has moved and now resides in another precinct, follow these steps: 1. Search for and select the registrant in OVRD. Click on Name/Addr Only. When the following screen displays, update the address with the registrant s new information. When complete, click Review. 37

37 2. Once Review is clicked, the following message will display. Click Yes to continue or No to cancel: 3. When Yes is clicked, the screen will gray out and the Review button becomes a Transfer button. 4. Click the Transfer button to print the Election Day Transfer form and log the registrant as transferred. You can then send the voter to the correct precinct with their Transfer form. The following information will display at the bottom of the screen. 38

38 PROCEDURES FOR USING THE STREET SEARCH The Street Search tool is used to determine the jurisdiction and ballot style information of a selected street. The Street Search is accessible from three places in the SOSA Voting Application. 1. Click on Tools Street Search from the main screen. 2. Click the Street Search button on the main screen. 39

39 When you access the Street Search, you will be presented with the following screen: To perform a search, simply fill in the information you want to search for, like a street name, and click Search. The results will display at the bottom of the screen with tiny plus (+) signs next to them. When you click on the plus (+) sign, it will expand the results and display all of the jurisdiction and ballot style information. See image below for an example. From here you can use the Expand All and Collapse All buttons to review the results. In the image above, Expand All was used to see all of the detail for the street selected. 40

40 PROCEDURES FOR PROVISIONAL BALLOTS Reasons for voting a provisional ballot: 1. Voter claims to have registered, but no record is found on election day 2. Voter was registered, but has been previously removed from active file* 3. Voter is registered but assignment to a voting district/municipality is questioned 4. Voter did not produce required identification 5. Voter appears after 7:30 p.m., and poll closing has been extended because of a lawful order Any voters in the above five categories should be sent to the chief judge. The chief judge should call the elections office for voter registration information. If it is determined that the person is at the proper polling place, you will be instructed to allow the voter to vote a provisional ballot according to the following procedures: Voter completes and signs the Provisional Ballot Affirmation (Section 1 of the 2-part white provisional ballot envelope.) Check to be certain voter completes all the information. Voter completes Section 2 (registration form attached to the provisional envelope). DO NOT DETACH the registration form from the envelope. Chief judge signs and dates at the bottom of Section 1, writes the precinct # at the top of section 1 and places the first pin label in the appropriate space. Write in registration # (if available) On the Provisional Poll Book (Blue Bag) write voter s ballot style #, name and address. Place the second pin label where indicated. Give voter an official ballot with instructions along with the completed provisional ballot envelope Voter marks the ballot, folds it and seals it in the completed provisional ballot envelope. (Give the voter privacy while he/she votes.) Attach the third pin label to the bottom of the Provisional Voter Instructions sheet and give the sheet to the voter. The sheet contains information for the voter to find out after the election if their ballot is counted by calling a number or checking a website. 41

41 The provisional ballot envelope (with ballot sealed inside and registration form still attached) is then placed in the Blue Provisional Bag. After the polls close, the chief judge and judges sign the Provisional Poll book on the line directly after the last voter s name and places in Blue Bag. (The poll book should be signed whether or not you have provisional voters. If you have no provisional voters, the chief judge and judges sign on the first line of the poll book.) Secure the Blue Provisional Bag (containing all the voted ballots) and place it in the supply box to be sent in with the returns by the chief judge on election night. *A previously removed voter will not be on your registration list Make sure the voter is in the correct precinct Call the elections office to verify their registration. If their record falls into this category, you will be instructed to allow the voter to vote a provisional ballot. Follow the instructions for provisional ballots. Ask for the voter s registration # when you call the elections office and record the number on the Provisional Ballot Affirmation (Section 1 of the provisional ballot envelope) The voter will check the box for previously removed as their reason for voting a provisional ballot 42

42 Illustrations of provisional envelope and log of provisional voters 43

43 Illustrations of voter instruction, pin label instruction and sheet of labels INSTRUCTIONS FOR PROVISIONAL PIN # LABELS On each row of the attached sheet(s), there is a set of 3 identical labels. For each provisional voter, place one of the three labels on each of the following: 1. Provisional envelope (top right). 2. Provisional pollbook (last column on the right 3. Provisional voter instructions (bottom of page) 44

44 PROCEDURES FOR CHALLENGES To make a challenge on election day, a challenger must be a registered voter of the same precinct as the person being challenged. The grounds for challenge on election day are that the challenged person is not qualified to register and vote or that they have already voted in that election. A challenge may be made during the entire time the polls are open. The Notice of Challenge and Application For a Challenged Ballot are on the front and back of the white challenge envelope in the Red Official Forms Bag. A copy of the Sworn Voter Oath and the Log of Challenged Voters is also in the Red Official Forms Bag. 1. The precinct officials should determine first that the challenger is a registered voter of the precinct 2. The person making the challenge will fill out a Notice of Challenge form listing the reason(s) for the challenge and sign the oath. After making the challenge, the person must leave the voting enclosure 3. The chief judge fills out the sworn to and subscribed before me section at the bottom left hand corner of the form 4. The chief judge and judges will hold a hearing as soon as possible (before the polls close) and decide, by majority vote, whether the challenged person is qualified. Proceed as follows: a. Begin the hearing by explaining to the prospective voter the qualifications for registering and voting b. Question the person regarding qualifications c. If necessary, witnesses other than the voter may be heard. Any witness should be put under oath by the chief judge. d. The last step is for the chief judge to give the Sworn Voter Oath to the voter. (If voter refuses to take the oath, the challenge should be sustained.) e. If the precinct officials determine that the challenged person is qualified and he or she takes the oath, they permit the person to vote f. On the roster and Authorization to Vote (ATV) form opposite the name, the word sworn is written Procedures when a challenge is sustained 1. If the precinct officials uphold the challenge and find that the voter is not qualified, he or she may still attempt to vote 2. The voter should fill out Section 1 and 2 on the back of the white envelope 3. When the voter presents the information to the precinct officials, they should enter a C on the roster, record the appropriate sequential challenged ballot # (ex. C1, C2, C3, etc.) and write the voter s name on the Log of Challenged Voters 4. At the top of the white envelope, the chief judge should write the challenged ballot # and the precinct # 45

45 5. The chief judge should give the voter a paper ballot with instructions and the completed challenged ballot envelope 6. The voter marks the ballot, folds it and seals it in the envelope 7. The chief judge places the envelope in the Red Official Forms Bag to be returned election night 8. The chief judge and judges should sign the log after the last voter s name. (The log should be signed even if it is blank.) 46

46 PROCEDURES FOR NOTIFICATION OF DECEASED VOTER BY NEAR RELATIVE If a voter asks that a name of a deceased relative be removed from the registration list, follow these procedures: First, determine if the voter is a near relative of the deceased: spouse, parent, child, sibling, grandparent or grandchild Give the Notification of Deceased Voter by Near Relative form to the near relative to complete, sign and circle their relationship to the deceased Return completed form to the Red Official Documents Bag. Do not write deceased on the roster. North Carolina elections law states that only a near relative of the deceased can have a name removed and it must be in writing. SAMPLE OF FORM NOTICE OF DECEASED VOTER Name of Deceased Voter: (Print Full Name of DECEASED) Date of Birth of Deceased Voter: (Date of Birth [or approximate] of DECEASED) Voter Registration Number of Deceased Voter: (Leave blank if unknown) I do hereby state/affirm that he/she passed away on or about (Date or Approximate Date) Please rem ove my from the registration files. (*Print Relationship to the Deceased) Print YOUR Name and Address (Near relative completing form) Signature of Near Relative (Required) This form must be signed by a *NEAR RELATIVE. *North Carolina law defines near relative as a Spouse, Parent, Sister, Brother, Child, Grandparent, Grandchild, Mother-in-law, Father-in-law, Daughter-in-law, Son-in-law, Stepparent, Stepchild, or verifiable Legal Guardian. 47

47 Section 4 VOTING EQUIPMENT M AutoMark

48 VOTING EQUIPMENT Model 100 v5.2.0 Election Day Checklist LCD Status Display Menu Control Buttons Key Access Panel Printer Paper Slot Printer Access Panel PC Card Slot Access Panel Ballot Entry Slot Parallel/Serial Port Access Panel Opening the Polls 1. The M100 and AutoMark are plugged into the power strip on the Precinct Cart. Use the extension cord to plug the power strip into an electrical outlet. Make sure that the plugs on the power cord are tight and the power strip is turned on. 49

49 2. Check both Ballot Compartment side doors and the Emergency/Auxiliary Ballot bin to verify that the ballot compartments are empty. Close and lock all doors. Double check both side doors to make sure they are locked and secure. 3. Insert the scanner key and turn it to the OPEN/CLOSE POLL position. It will take approximately two minutes for the scanner to load the election definition from the card into its operating system. The scanner will display S-MODE in the upper left corner of the LCD screen and the message ELECTION CARD INSERTED OPEN POLLS NOW? 4. Press YES. The message, PLEASE TURN KEY/SWITCH TO VOTE appears. 5. Turn the scanner key to the VOTE position. After initializing, the scanner automatically 50

50 prints an Initial State Report plus any other reports it was programmed to print. This includes a report showing no votes on the scanner for each of the races and/or questions as well as a certification message. 6. Review the Initial State Report for accuracy. Ensure the date and time are set correctly (this is the current date and time). Ensure the election information is correct (jurisdiction name, polling place, number of precincts, etc.). If any information is incorrect, call your election headquarters. 7. With the scanner in the VOTE mode, remove the scanner key and secure it in a safe place. Close the Key Access Panel. 8. Scan ballots by inserting them into the ballot entry slot in any direction. The ballot count on the display increases whenever the scanner successfully scans a ballot. 51

51 Election Day Ballot Exception Handling During the Election Day, voters may encounter messages when processing their ballot. The following situations represent some common ballot exceptions that the voter may experience, and the poll worker may be called upon to provide assistance. Blank Ballots The M100 precinct tabulator is coded to accept a blank ballot. The tabulator does not notify the voter when it encounters a blank ballot. The blank ballot will be counted, however an under-vote will be registered for each race and issue on the ballot. The ballot will be deposited into a ballot box. Over-voted Ballots The M100 precinct tabulator is coded to detect and notify the voter when it encounters an over-voted race or issue on the ballot. An over-vote is when more than the allowed number of selections in a race or issue has been marked. An alert will sound and the display will indicate that an over-voted race or issue was detected and offer the voter two choices, Accept or Return. If the voter selects Accept, the ballot will be counted, all properly marked races and issues will receive the appropriate votes, and the over-voted races and issues will receive an overvote. The individual candidates or issue choices in an over-voted race will not receive any votes. If the voter selects Return, the ballot will be returned uncounted, and the voter may correct the over-votes or have the ballot spoiled and receive a new one. 52

52 System Messages and Errors If a ballot is unable to be processed due to damage, extraneous marks or doodling by the voter, or hardware problem, an alert will sound and the ballot will automatically be returned to the voter. The ballot will not be counted and no votes will be cast. If the problem is a ballot issue, the ballot may be spoiled, and a new one issued to the voter. If the display indicates a system message, it may be necessary to contact your jurisdiction s Election Central to assist in the interpretation of the message and correction of the issue. 53

53 Using the Uncounted Ballot Storage Bin (Auxiliary or Emergency Bin) NOTE: Perform Steps 9-13 if the scanner stops working. Ballots stored in the bin may be removed at a later time for counting once the scanner is repaired or replaced. 9. Notify the Board of Elections office that the scanner is not working. 10. Unlock and open the Uncounted Ballot Storage Bin door located just below the front of the scanner. 11. Open the internal hinged panel. 12. Close the door and lock it in place. 13. Instruct voters to place their ballots through the bin s slot. 54

54 Closing the Polls 14. Check the ballot box s Uncounted Ballot Storage Bin (also known as the auxiliary or emergency bin) for uncounted ballots. Follow your procedures for processing uncounted ballots. 15. Open the Key Access Panel, insert the scanner key, and turn it to the OPEN/CLOSE POLL position. 16. Press CLOSE POLLS to officially close the polls. The scanner will automatically print reports that may include a Status report, Poll or Precinct report, Certification report, and/or an Audit Log report. 17. Turn the key to the OFF position. Remove the key and store it as prescribed by your election procedures. 18. Ensure the Key Access Panel and Printer Access Panel are closed. 19. Secure all ballot box doors. FOLLOW THE PROCEDURES ESTABLISHED BY YOUR ELECTION STAFF TO TRANSPORT ALL REQUIRED MATERIALS TO THE DESIGNATED DROP-OFF LOCATION. 55

55 ES&S AutoMARK Rear Access Door Touch Screen Monitor Lid Compact Flash Access Door Key-Operated Mode Switch Lid Latches Keypad Ballot Feed Tray ADA Port Headphone Jacks Preparing the ES&S AutoMARK for Use 1. The AutoMark is positioned on a pull out tray on the Precinct Cart and is plugged in to the power strip on the cart. 2. Use the extension cord to plug the power strip into an electrical outlet. Make sure that the plugs on the power are tight and the power strip is turned on. 3. Turn the knobs under the AutoMark tray to release and pull out the AutoMark. 4. Move the latches securing the lid towards the edge to open the lid. 5. Lift the lid flap and rotate it back until it rests on top of the lid. 6. Lift the entire lid away from you into a vertical position. The Touch Screen Monitor under the lid is now visible. 7. Lift the Touch Screen Monitor towards you into a vertical position. 8. Adjust the angle of the Touch Screen Monitor for viewing comfort. 9. Close the lid, leaving the Touch Screen Monitor in the upright position. 10. Pull up on the Ballot Feed Tray, then pull it towards you and lower it into position. 11. Plug the headphones into the appropriate headphone jack in front of the terminal (When needed for voter). 56

56 Start the ES&S AutoMARK 12. Insert the mode switch key into the key-operated mode switch and turn to the middle or ON position. 13. Once the Insert Your Ballot screen appears, remove the mode key and secure it in a safe place. 57

57 Section 5 CLOSING THE POLLS Closing the Polls Canvass/After Election Day.. 61 Thank You 62 58

58 CLOSING THE POLLS Polls cannot be closed until the official closing time of 7:30 p.m. If voters are still in line at 7:30 p.m., do not close the polls until those voters have completed voting. The Chief Judge shall announce or have it announced that the polls are closed at 7:30 p.m. Time shall be determined by the same timepiece used to determine the opening of the polls. Allow any qualified voter who is in the process of voting to finish. Any qualified voter who is waiting in line when the polls close is allowed to vote. You may determine these voters by having a poll worker stand at the end of the line of eligible voters until voting is completed or have a poll worker write down the names of all voters in line at 7:30 p.m. beginning with the last voter and moving forward to the front. Close voting machines and tabulate the voting results by following the appropriate procedures to determine precinct results. Refer to specific instructions for the AutoMark and Model 100 in Section 4 and in the ES&S Procedures Manuals in the Red Official Documents Bag. As soon as the results tapes have been printed the Chief Judge calls the Elections Office to report the results while a Judge announces the unofficial results to all people present. The Chief Judge and all Judges must sign all result tapes. One zero tape and one results tape should be mailed to the Board of Elections office. The second zero tape and results tape should be placed in the Small Red Official Documents Bag. Close OVRD. Turn off and secure laptop computers. All ballots in the Emergency Ballot Bin should be placed in the Small Blue Ballots for Review Bag with a note explaining the problem/issue with the Ballot. Use the Red Numbered Seal to seal the bag. All provisional ballots are to remain sealed provisional ballots are opened and counted by the Board of Elections, if approved, on canvass day. All three judges sign the Provisional Poll book. Voted provisional ballots and provisional poll book must be placed in the Blue Provisional Bag. Complete and/or sign Provisional poll book and log of challenged voters All forms Voting machine tapes (zero and total) Pay Forms Chain of Custody form Check for signatures on provisional envelopes SBOE Election Day Polling Place Accessibility Checklist Challenged Voters Log Close and secure the voting equipment. 59