Voter Services Judge Training Carla Wyckoff Lake County Clerk LakeCountyClerk.info
VSJ s Now Help With Election Eve Setup Set Up epollbooks during Polling Site setup Assist BBJ s with additional Set up
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
Video for setting up voting site on election eve
Jetpack setup Jetpack in BBJ red bag Set up/plug in and turn on Detailed in manual jetpack
Once unit is plugged in it will begin to charge
Now hold down the Power button to turn unit on
jetpack location
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
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
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.
ADA equipment Instruction sheet delivered in blue provisional ballot case for sites requiring additional ADA equipment or signage
Use checklist to set up AutoMARK
Set up special needs/provisional voting booth
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
Election Day Before the polls open
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
Locate checklist in blue binder Review and complete all tasks in Before Polls Open section
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
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
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.
Post Voter Services sign and flag
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.
Complete time card and name tag found in Site Manager green binder Aileen Judge 100 Main St Waukegan IL 60085 If no site manager, distribute name tags and time cards to all judges.
If no site manager Voter Services Judge: Administers oath to judges before voting begins Checks in pollwatchers and secures credentials in green binder
Once Polls are Open
Displays have been updated Blue ribbon - silhouette regular voter Grey ribbon - silhouette voter already voted
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
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
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
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
Different first screen than Check-In judges
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 60002 Voter Requested a Mail Ballot
Bypass initial entry Registration Path Voter needs to register or update
Bypass initial entry Regular Voter If voter has spoiled or needs to be canceled If checking in regular voters
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
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
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
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
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
Required form for new or update to registrations Give voters form and instruct them to complete and return
Required form for new or update to registrations Voter enters type of registration (new, update to address or name)
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
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
DO NOT accept other forms voters may bring in
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
Grace Registration video
New Registration
1. Make sure form is completed and signed 2. Use the form to enter data into the epollbook
Select Registration path
Enter few letters of voter s name into epollbook X Don t use the YOB causes confusion
Always check Entire Jurisdiction to check they are not registered at an old address
For voter not currently registered there should be No Match
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
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.
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
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
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
Enter types of ID presented Voter required to show 2 forms of ID, one must show current Lake County address
In a primary, voter must select party then select CONTINUE
Read and follow instructions
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
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
Record Check-In Remember, check-in is not recorded until RECORD CHECK-IN selected
Final instructional screen
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.
Update to Existing Registration
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
Voter wants to update registration During Grace, all changes (new or updates) are Registration
Enter voter s name into epollbook Voter lookup will find voter s current registration record May have to search Entire Jurisdiction
Second check on need to register
Now determine what changed Name or address
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
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
Address found
Now enter date moved (if less than 30 days they must vote from their old address) epollbook will handle
Searched address now fills in You must enter final required fields Last 4 of SS number and/or Driver s license or State ID
Last registration step Enter types of ID presented Voter required to show 2 forms of ID, one must show Lake County address
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
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
Final instructional screen
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
Attempt to Register Multiple Times epollbook looks at last name and DOB
Mr. New Voter comes to register
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
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.
Once information is entered:
Looks at Last Name and DOB
If SAME VOTER selected these are the options
In the case of a Spoiled Ballot on a registration you can proceed to reprocess the voter
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
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
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.
Look up/select voter smi
Verify that you have selected the correct voter
Select Cancel/Spoil
We set this code as Election Day: 1106 Code also provided on back of UN/password card 1106
Select Spoil Ballot
Directional screen
Re-process from here on
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.
Voter again verifies information on application and signs
Verify Signature & Initial application
Record Check-In screen
Final instructional screen
Provisional Voter
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
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
Issuing Provisional Ballots
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
Common provisional situation: VBM not surrendering ballot Select Provisional path PROVISIONAL RECEIPT Brian P Johnson 1055 Spafford Antioch, IL 60002 Voter Requested a Mail Ballot
Search/Select voter
Directional screen
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 60002 02 22 70 555-1212 J234-444-5984 1234 3/20 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
Final review of information Enter Ballot Access Number
Where do you find the Ballot Access Number?
Record Check-in System records as Provisional voter 23765
Directional Screen
Remove white receipt Hold while voter votes provisional ballot 002
Issue provisional ballot Only Voter Services Judge issues provisional ballots Ballots not cast in ballot bin Do NOT initial ballot
Issue ballot and envelope Instruct voter to vote ballot and place in envelope once complete Voter seals envelope and returns to VSJ
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
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
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.
epollbook Chat Feature
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)
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
You see who you are chatting with, and the times of the messages
To respond, type in the box and Send
Now you see the thread of chats When finished press Back to return.
Polls are closed Procedures after 7 p.m.
Use your Closing Polls section of checklist!
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
Antioch Senior Center 007 008 139
Lock ballot slot 140
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.
Place the white binder with completed and blank forms in the black rolling case for return to the County Clerk s office
AutoMARK Pack AutoMARK and stand. Place both next to ballot bin.
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)
Go to Menu
From Menu go to Advanced Foss Park District Community Center
Go to Summary Foss Park District Community Center
Total Voters Processed Foss Park District Community Center Waukegan 333 Ballot Style 2 75 Waukegan 333 Ballot Style 3 100 Waukegan 333 Ballot Style 4 100 Waukegan 334 Ballot Style 7 33 Waukegan 334 Ballot Style 8 79 Waukegan 335 Ballot Style 9 179 Sub total 566 Waukegan 333 Ba Provisional
Finally check for Pending Foss Park District Community Center
Go to Configuration
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
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
Pack Voter Services Judge Envelope Use list on envelope Return in black rolling case List of contents
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.
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
ElectionJudge.info
You will do a great job! Thank You Carla N. Wyckoff Lake County Clerk