Instructions for Precinct workers and Electronic Poll Book November 8, 2016 ELECTION

Instructions for Precinct workers and Electronic Poll Book November 8, 2016 ELECTION LAST DAY TO REGISTER WAS OCTOBER 11, 2016 FOR ASSISTANCE CALL 347-0456 November 8, 2016 1

INDEX PAGE Application to Vote 7 Backup and final Backup 5 and 23 Ballot - Regular 8 Ballot - Provisional Affidavit or Provisional Envelope 14-16 Ballot - Spoiled 10-11 Ballot - Challenged 20 Ballot - Rejected 19 Ballot Unissued/Defective 21 Challengers 20 Closing the Polls 23 Emergencies 31 Exit polling 30 Log-out 22 Main Screen 7 Password Privacy Zone 3 Password Encryption 4 Remarks 18 Report Ballot Summary 24 25 Report List of Voters 26 Report Remarks 27 Report Defective Un-Issued Ballots 28 Save history and final Save History 6 and 23 Status Flags 12-13 Undo - Correcting Mistakes 17 November 8, 2016 2

CITY OF NOVI ELECTRONIC POLL BOOK GUIDE NOVEMBER 8, 2016 Attach surge protector to power cord, plug into wall Insert the power cord, scanner and mouse where indicated. Turn on the laptop Click on the icon for and enter the password. Press Enter WAIT for the main screen, THEN plug in the blue USB memory stick WAIT to see the Public Zone (D) box appear. (See below) Double click on Open folder to view files Double click on V-Safe100 Type in the password: to enter the PrivacyZone Click OK. You must be in Privacy Zone(D) then double check you have the November 8, 2016 folder. Don t see the screen above? Close your screen, unplug USB, and repeat the steps above. If you do see it, close this screen. November 8, 2016 3

From the main screen, double click on the Electronic Poll Book icon. Type in the Encryption Password: then click on Enter Type your User Name and User Password (It is case sensitive) For different users, logout and have them login. Use <<F10>> key The user names below are examples for Election Day. User Name User Password Assigned to: WORKER1 WORKER2 WORKER3 WORKER4 WORKER5 WORKER6 Chair Verify Election date and Precinct number. See example below. IMMEDIATELY NOTIFY THE CLERK S OFFICE OF ANY PROBLEMS! 248-347-0456 November 8, 2016 4

Do the first backup. Backup Overdue will flash in lower right corner. Click on File > Backup Or just click on the flashing Backup Overdue Click on the button at the end of the path field. See the Computer > PrivacyZone (D) > November 8, 2016 sample below. Click Save Click on Backup Click on OK. November 8, 2016 5

Save History Click on File Click on Save History Make sure it is in PrivacyZone (D:) > November 8, 2016 folder Click Save Every hour, do the Backup and Save History. After the first Backup or Save history, a box will appear asking if you want to overwrite it. Click Yes each time. November 8, 2016 6

Main Screen has 3 tabs This Precinct tab is for voters who are registered in the active precinct. Other tab is for voters who are registered in a different precinct. Unlisted tab allows manual entry of voters who are not registered within the jurisdiction, but have qualified with the Help Desk. 3 Sections below: Voter Search helps you find all voters in your precinct using the This Precinct tab. Voter Details has voter s registration information at the top. The middle screen is where ballots are assigned. The bottom of the screen shows their voting status in red. Verify what is noted here before issuing a ballot. List of Voters The voter #, name and ballot number assigned will appear here. Each voter must complete an Application to Vote and their photo likeness must be verified.. Election workers complete the upper right portion when processing voters. November 8, 2016 7

Processing Voters Each voter submits and Application to Vote along with their ID ** If someone has ID and refuses to show it, do not issue a ballot. If a voter has no ID on them, the Voter must complete the Affidavit on reverse side of the Application to Vote. Election worker must also complete the bottom portion. November 8, 2016 8

Processing Voters - Regular ballot 1. Swipe the driver s license. No license? Type name in DLN/Name field select the correct voter and then click on: 2. Verify the voter s information on the Application to Vote is the same as what you see. 3. Click on Regular ballot 4. Enter the ballot number in the box for the very first voter. It will auto advance after that. 5. Click OK the voter s name will now be added to the List of Voters. 6. A pop-up window will verify the ballot was issued.. November 8, 2016 9

Now, finish the Application to Vote: 1. Write the Ballot #, Voter #, and initial it. 2. Check the Affidavit box, if it was completed. 3. Place the assigned ballot in a secrecy sleeve. 4. Place the Application to Vote in the clear pocket. 5. Instruct voter to completely fill in oval next to their choices on ballot. 6. Send the voter to an open voting booth. 7. Remind voter to stop at the last table to tear off their stub. 8. An Election worker at the last table must compare numbered stub with the ballot number on the Application to Vote. 9. Send voter to insert their ballot in the tabulator and wait to be sure it s counted. November 8, 2016 10

Spoiled Ballot don t expose the ballot, just follow these steps The tabulator will beep 3 times if the ballot is rejected. Have the voter read the error message. Assure the voter that they can have a new ballot. If voter doesn t want a new ballot, instruct VOTER to press the Count as marked button. If voter wants a new ballot, instruct VOTER to press the RETURN button Have VOTER place their ballot back inside their secrecy sleeve. Retrieve their Application to Vote, leave the stub behind and take Voter back to where the ballots are being issued. Now spoil and re-issue a ballot: VOTER writes SPOILED on the ballot and places it in the Spoiled Ballot Envelope. Draw a line through the first ballot number on the Application to Vote. Using the next available ballot, write the new Ballot #. (See example above). Verify that the new Ballot # matches the number printed on the ballot. Now, spoil the old ballot in the computer. (See next page) November 8, 2016 11

On the Main Screen: Type the voter s name into the DLN/Name field, select the voter s name, click Lock this Voter Record and: 1. Click Spoil a ballot 2. Click OK the software will automatically enter the ballot number you are spoiling. 3. Click OK Now, issue the new ballot. 4. Confirm you have the correct name highlighted. Click on Lock this voter record, then click on Regular ballot, then click OK. Once the process is complete, verify the recording was done properly by looking at the Voter Status screen and the List of Voters. November 8, 2016 12

Voters with Status Flags A voter has a status flag if he or she has a red question mark next to his or her name. When a red question mark is found, look to the Voter Status window at the bottom of the Voter Details screen to determine the issue. Some voters will have status flags that need to be addressed prior to issuing a ballot. Generally, something happened in the registration process that needs follow-up. For example, a signature was not obtained, the voter missed checking an answer to the citizenship question, an absentee ballot was issued, information was obtained that the voter may have moved, etc. Example - Absentee Ballot sent by clerk This voter was sent an absentee ballot. The voter must surrender the absentee ballot or complete the Affidavit of Lost or Destroyed Absentee Ballot after approval from the Clerk. Absentee Ballot sent/received by clerk This voter was sent an absentee ballot and returned it to the Clerk. DO NOT issue this voter a ballot as they have already voted. Voter s status is CH Age, Citizenship or Residency This voter has been formally challenged and must complete the challenge process before being issued a challenged ballot. Seek assistance from the precinct chairperson or the Clerk to complete this process. It is the same as a regular voter except Challenged ballot is selected in the Issue a ballot box. A CHAL will appear next to the voter s name after processed (see page 20). November 8, 2016 13

Must show ID before voting (Federal Requirement) - This voter must show photo ID or a paycheck, government check, utility bill, bank statement, or a government document which lists his or her name and address (if no photo ID but provides one of the documents listed above, must sign the Affidavit of Voter Not in Possession of Photo ID as well) prior to being issued a ballot. Voter s Status is V: Confirm Address or Surrendered License This voter must verbally confirm the address listed in the computer. If the voter does not confirm the address, the procedure for voters that have moved must be taken. (Call the Clerk and see page 31) Voter s Status is V: Confirm Citizenship This voter must complete a voter registration card and mark yes on the citizenship box. If the voter marks no, DO NOT issue a ballot. Voter s Status is V: Sign Registration Card This voter must fill out and sign a voter registration card prior to being issued a ballot. November 8, 2016 14

Missing Voter Name not found Provisional (affidavit) Ballot or Provisional (envelope) Ballot If the voter s name is not found under This Precinct, select the Other tab and search. If the voter s name is found under Other, direct the voter to the correct precinct. If NOT, send voter to the Help Desk. They call the Clerk s office for direction. If the voter returns from the Help Desk, they must have a completed Red, white and black envelope that directs you to issue either a Provisional affidavit or Provisional envelope ballot. To issue either type, the steps are somewhat similar: 1. Click on the Unlisted tab 2. Click on New 3. Using the Help Desk form, enter the voter s Last Name, First Name, Middle Name, DOB and Address. 4. Click OK. The voter s name will now appear under the Unlisted tab of voters. November 8, 2016 15

5. Click Lock this voter record 6. This is where you choose Provisional (affidavit) ballot or Provisional (envelope) ballot. Please note that the issuance of a Provisional (envelope) ballot is RARE. Look at the voter s Red, White and Black form. This directs the type to be issued. The next screen indicates the action you are about to take. November 8, 2016 16

7. Type in the correct ballot number, click on the ballot type, then click OK. The ballot number will not automatically be assigned in the Unlisted tab. 8. The warning message below appears when issuing a ballot in the Unlisted tab informing you that the auto-advance and lockout features are not activated in these tabs. 9. You MUST manually enter the next ballot number for the next voter. November 8, 2016 17

CORRECTING MISTAKES If a voter is selected in error, simply click Unlock this voter without performing any action to return to the main screen. If an entry mistake occurs, whether it s the wrong ballot number or the wrong voter was issued a ballot, using the Undo function will aid in correcting the mistake. To correct a mistake: CONTACT THE CLERK S OFFICE FIRST!!!! 1. Search for the voter, using the DLN/Name search box 2. Select the voter 3. Click Lock this voter record 4. Click Undo 5. Click Yes Notice the action you are undoing is in brackets next to the Undo button and in the confirmation box. Use the Application(s) to Vote to ensure you are making the correction properly. The Undo function should not be used to attempt to fix major mistakes. If several ballots have been issued out of sequence, correct this type of error with a remark and by ensuring the next voter is correct from that point forward. *****For your next voter, the ballot number must be manually entered.***** November 8, 2016 18

Remarks (General Remarks) and (Voter Remarks) Any time a correction is made, a remark must be entered. In addition, remarks must be made throughout the day such as when you balance every hour. To enter General Remarks: 1. Click File or click on General Remarks 2. Click Remarks 3. Click New 4. Type Remark, including the time the event took place. 5. Click OK 6. Click Close To tie a Remark to a specific voter: Type the voter s name into the DLN/Name field, click Lock this Voter Record and: 1. Click Voter Remarks 2. Enter the Remark. The Voter Name, Voter Number and date and time of the entry is automatic, however, adding the time is recommended as the computer is not always available for remark entry at the time the event took place. 3. Click OK November 8, 2016 19

Reject a Ballot this is very rare A ballot is rejected only in a situation where a voter will not be issued a new ballot. Valid reasons for rejection are: 1. Exposure A voter intentionally exposed his or her marked ballot to others at the polling place. 2. Missing stub/ballot number does not agree It was discovered during the ballot serial number verification process that the stub on the ballot that was issued to the voter at the polls is missing or bears a different number than the number recorded on the voter s Application to Vote (verify with the ballot issuer-this may have been written incorrectly). 3. Ballot was left in booth/voter did not tabulate A voter neglected or refused to tabulate his or her ballot. If any of these situations arise, a voter may not be issued a replacement ballot. The ballot must be rejected. To Reject a ballot: Type the voter s name into the DLN/Name field, click Lock this Voter Record and: 1. Click Reject a ballot 2. Verify ballot number assigned - Click OK 3. Click OK 4. Record a Voter remark that includes voter name and reason for rejection November 8, 2016 20

Challengers Also refer to the yellow Challengers Book in the Pendaflex If a challenger has reason to believe that a person is not qualified to vote in the precinct, a challenge may be made immediately after the voter completes an Application to Vote. The challenge is directed to the chairperson. The chairperson or an election inspector designated by the chairperson is responsible for supervising the challenge to make sure that it is conducted promptly and courteously. A voter challenge proceeds as follows: After the challenge is made, the challenged person takes the oath printed below. The chairperson or a designated election inspector administers the oath. "I swear (or affirm) that I will truly answer all questions put to me concerning my qualifications as a voter." After the oath has been administered, the precinct chairperson or a designated election inspector may question the challenged voter per the reason given by the challenger. The question must be confined to the person's qualifications as a voter (citizenship, age and residency). A challenged voter is permitted to vote a specially prepared "challenged ballot" if the answers given under oath prove that he or she is qualified to vote in the precinct. A challenged voter may not vote if he or she refuses to take the oath or proves not to be qualified to vote by answers given under oath. Record of the challenge on the "CHALLENGED VOTERS" page in the red, white and blue Poll Book. Include the name and address of the voter, the reason for the challenge, the name of the person who made the challenge and the result. Challenged Ballot: Find the voter, lock this voter record and: 1. Click Challenged ballot 2. Verify the ballot number being issued is correct or enter the ballot number and Click OK ***Important note: The ballot number must be written near the top of the ballot NOT ON THE STUB and covered with a piece of paper or white tape. Note the Voter Status window shows that a Challenged ballot was issued. November 8, 2016 21

Defective Un-Issued Ballots If a ballot becomes unusable, it must be recorded as defective to ensure balancing at the end of the night. To record unissued or defective ballots: 1. Click File 2. Click Un-issued Defective Ballots 3. Click Render Ballots Defective 4. Select the ballot style, enter the ballot number range, and record the reason the ballot is defective. 5. Click OK 6. Click Close 7. Finish by clicking on General Remarks to enter a remark. This will account for the Ballot Summary discrepancy. 8. Save this report to the Privacy Zone (D) at the end of the night. November 8, 2016 22

LOGOUT OR EXIT In order to change users or to close the computer program, it is important for all users to remember that there is a difference between logging out and exiting. By pressing the «F10» key on the keyboard, it will log out the current user and a different user can now log in. By pressing the «F11» key on the keyboard, it will shut down the computer program, requiring an Administrator who knows the encryption key to reactivate the application. In addition, using the Windows close button the small x at the upper right side of the window is the same as exiting the program. While exiting rather than logging out is not a fatal error, it can be a nuisance during a busy election. November 8, 2016 23

Closing the Polls After the close of polls, data processed in the computer must be saved one last time and reports must be generated. Final Backup After all voters have been processed, perform one last Backup to ensure all data is saved. 1, Click File 2. Click Backup 3. Be sure D:\epb.pbk 4. Click Yes 5. Click OK D:\epb.pbk Final Save History After all other reports are saved, save the voter history. This file will update the voter registration files in the Qualified Voter File (QVF) recording who voted on Election Day. 1.Click File 2.Click Save History 3.Verify you are in PrivacyZone (D) 4.Click Save November 8, 2016 24

Ballot Summary 1. Click on Reports 2. Click on Ballot Summary 3. Clerk s Office filled in A 4. Clerk s Office filled in B C totals automatically 0 0 200 5. Enter the number of ballots found on your Tabulator for D 6. Clerk s Office filled in 0 for E F is auto filled for spoiled ballots G is auto filled for rejected ballots 7. Enter the number of ballots used by election inspectors for ballot duplication. I is auto filled for Provisional Envelope ballots 8. Look at your unused ballots and enter the next ballot number that would normally be issued. Then enter the Ending Number of the unused ballots. (will be the same ending number that was used under A.) Hit the Tab key to make the totals calculate. 182 182 200 L = Difference must be zero 0. If not, go back and ensure everything was entered correctly. Call the Clerk s Office if you cannot reconcile. Click Preview It should look like this November 8, 2016 25

Ballot Summary To save the Ballot Summary: 1. Click the pdf button 2. Make sure you are in the Privacy Zone (D) and November 8, 2016 folder. 3. Click Save 4. Close the Ballot Summary screen. November 8, 2016 26

LIST OF VOTERS To save the List of Voters: 1. Click Reports 2. Click List of Voters 3. Click the pdf button in the upper left hand corner of the screen. 4. Make sure you are in the Privacy Zone (D) and November 8, 2016 Folder before clicking Save. 5. Close the List of Voters screen. November 8, 2016 27

Remarks Report To save the Remarks Report: 1.Click Reports 2.Click Remarks 3.Click the pdf button in the upper left hand corner of the screen. 4.Make sure you are in the Privacy Zone (D) and August, 2016 folder before clicking Save Important note: there must be at least one recorded Remark. 5. Close out of the Remarks screen. November 8, 2016 28

Defective Un-Issued Ballots Report (if you had any) 1. Click Reports 2. Click Defective Un-Issued Ballots 3. Click the pdf button in the upper left hand corner of the screen. 4. Make sure you are in the Privacy Zone (D) and August, 2016 folder before clicking Save 5. Close out of the Remarks screen. November 8, 2016 29

ALMOST DONE! Verify that you saved everything, click on START in the lower left hand corner, and click on COMPUTER. Click to open the PrivacyZone and verify that you see ALL of these files in the PrivacyZone (D) November 8, 2016 folder. Close everything and shut down the computer. Remove the BLUE USB and seal it in the blue canvass bag with the M100 card from the tabulator. Remove the surge protector, power cord, mouse and magnetic card swiper. Place them in the laptop case with the laptop. November 8, 2016 30

MAINTAINING ORDER IN THE POLLING PLACE Michigan Election Law MCL6168.678 provides that precinct boards have full authority to maintain peace, regularity and order at the polling place and to enforce obedience to their lawful commands during any primary or election and during the canvass of the votes after the poll is closed. Precinct boards are extended such authority as voters have a right to vote a secret ballot in a secure, orderly environment free of distraction. The safety of the precinct inspectors, voters, personnel and any other individual is of the utmost importance and the primary objective. PUBLIC AREA There will be an area which will be clearly marked public area in the precinct. All poll watchers and news reporters MUST remain in the public area of the polling place at all times. VIDEO CAMERAS, CELL PHONES, RECORDING EQUIPMENT The use of any camera including video cameras, still cameras and recording devices by voters, challengers and poll watchers, is PROHIBITED in the polls. Television broadcasts and news reporters may be permitted to briefly film from the public area of the precinct. At no time are broadcast stations or news reporters allowed set up in the voting area. News reporters are not permitted to interview voters inside the polling place. Exit polling must take place at least 20 feet from the entrance to the polling place. DISRUPTIVE BEHAVIOR If a voter, challenger, or poll watcher is disruptive or refuses to observe all applicable conduct standards, caution the individual that he or she will be ejected from the polls if the problems persist. If problems continue, eject the individual from the polling place. If the individual refuses to leave the polling place, contact the clerk who will ask the police to assist in removing the individual from the polls. DISTURBING THE PEACE Section 22-95 (a) of the City Code states that no one shall interfere with the conduct of an election. If it becomes necessary, (meaning if you feel threatened in any way), call 911 first to report the situation and then notify the Clerk. November 8, 2016 31

HANDLING EMERGENCIES Evacuation An order to evacuate the polling place can only be given by a police or fire official, the clerk or deputy clerk, or the facility manager in charge. Voting should continue until a direct order is given. If it is necessary to evacuate a polling place for any reason, take possession of the poll book before leaving the polling place. If an evacuation occurs, and there is time, please conduct the following: 1. The chairperson announces that the polling place is being evacuated. 2. Ask all voters who have received their ballot but have not voted them to place them in the secrecy sleeve with the application to vote. Place the ballots in the black ballot bag. 3. One precinct inspector moves the voted ballots from the tabulator and into the black ballot bag. 4. All other ballots (unused, spoiled, provisional) are also placed in the Black ballot bag. 5. The black ballot bag should be sealed with a blue pull-tite seal and moved from the building. 6. Another inspector will be responsible for unplugging the tabulator and moving it out of the building. 7. One inspector gathers up the laptop, poll book, precinct lists and applications to vote. Lockdown If the polling place is located in a school, there may be an order for a lockdown. If a lockdown occurs, you will be locked in the polling room until authorities determine it is safe. Unattended or Suspicious Packages If a package, purse, briefcase, backpack, etc. appears unattended do the following: 1. Do not touch the item 2. Call 9-1-1 3. Provide the 9-1-1 operator with a description of the package and the length of time it has been unattended. 4. Meet with police when they arrive Severe Weather If a tornado warning is issued, have all persons in the polling place proceed immediately to a designated shelter area. Once in the shelter, account for all election inspectors. Fire Procedures Election inspectors should be familiar with the facility fire warning system and know where the fire exits are located. If you discover a fire, activate the nearest alarm and call 9-1-1. Re-entry to the facility will be at the order of the fire official. If the facility cannot be used, the evacuation procedures will be followed. November 8, 2016 32

SLIP AND FALL INCIDENTS If areas near entrances become wet or icy, contact the clerk s office who will see that the condition is corrected. If anyone should slip, trip, or fall, contact 9-1-1 if they are injured. If they say they are not injured or do not need assistance, the precinct inspector should still document the incident in General Remarks and call the Clerk s office. POWER OUTAGES If a power outage occurs, contact the Clerk immediately. The laptop will last a couple hours and the tabulator will operate for a couple hours. If the battery does not operate, open the auxiliary bin and allow the voters to continue to vote by placing ballots in the auxiliary bin. The ballots will be fed into the tabulator after 8:00 p.m. If necessary, go to Plan B and highlight the Precinct List noting the time you began. VOTER ASSISTANCE Whenever a voter brings someone with them to help them vote, you must ask: Are you requesting assistance because of blindness, disability or the inability to read or write? Then ask the person giving assistance: Are you the employer, an agent of their employer or union? If they answer yes, they cannot assist the voter. Record in the Voter remarks section including the name of the assisted voter and the person or persons giving assistance. If the voter asks for assistance from the precinct workers, two workers of different political preference must assist the voter. When giving directions for AutoMark, remember that the STUB must be removed first and placed with the application to vote in plastic sleeve. CHANGE OF ADDRESS Voters who have moved out of the City, between June 2, 2016 and November 8, 2016 can vote one last time in their old precinct. The voter MUST complete a new registration and you place it in Local Clerk Receiving Board Envelope CELL PHONE USE Cell phones can be used in the Precinct by anyone as long as they are not in the voting booth and they are not disruptive. If a situation arises that you don t know how to handle, contact the Clerk at 248-347-0456. PLEASE REMEMBER, AS THE CHAIR AND/OR INSPECTORS, YOU HAVE A VERY IMPORTANT JOB AND THAT IS TO PROTECT THE INTEGRITY OF THE ELECTION PROCESS. Cortney Hanson, CMC, CMMC Novi City Clerk 248-347-0456 November 8, 2016 33