County Clerk s Office: 217-277-2150 Chuck R. Venvertloh Adams County Clerk/Recorder 507 Vermont St. Quincy, IL 62301 http://www.co.adams.il.us/county_clerk/index.htm 1
Table of Contents Affidavits...page 7 Challenged Voters....page 8 Closing Polling Place. page 10 Poll hour duties...page 6 Election Judge Requirements.. page 3 Forms to be Signed. Page 9 Handling of Ballots. page 7 Opening the Polls..page 4 Packing and Returning Supplies.. page 11 Pay...page 3 Poll Watchers.page 4 Processing Voters.page 6 Provisional Voting.page 8 Spoiled ballots.. page 9 Voters Requiring Aid page 9 Voting Equipment...page 12 Who May Vote.. page 3 Working Hours page 3 Write-In Votes page 8 2
Election Judge Requirements: United States Citizen Registered to vote in Adams County Able to speak, read, and write the English Language Not be a candidate for any office in the precinct Working Hours: By law, polls in Illinois must be open from 6:00AM to 7:00PM. All judges are required to arrive at the polls between 5:15 and 5:30AM. Judges must remain in the polling place at ALL TIMES during Election Day. Short breaks may be taken on the premises. Leaving the polling place is prohibited. Meals on Election Day: You will not be provided meals on Election Day. You may want to arrange your source of meals prior to arriving to polls whether you bring packed meals or arrange to have a meal delivered. Election Judge Pay: Judges are paid for their services on Election Day. The pay for training and any other miscellaneous tasks varies. You must sign the expense report found in your precinct binder on Election Day in order to receive a check. Checks are mailed following the election. You should allow 2 weeks, sometimes more, to receive your check in the mail. DO NOT call the county clerk s office about getting paid until you have waited 3 weeks following the election. Equal Authority: All judges have EQUAL authority in the polling place on Election Day. Any concerns which cannot be reached unanimously among ALL judges may be brought to the Election Authority s attention by calling the County Clerk s Office. There is no such thing as a head judge. Obligation to serve: If, before the election, you realize you are not able to serve as an election judge and have already been assigned a precinct, you must notify your party s judge coordinator IMMEDIATELY. Who May Vote: Anyone eligible to vote in your precinct will be in your poll book. If you do not see a voter listed, you can call the Office of the County Clerk to verify their registration. As of 2015, residents may register and vote on Election Day. However, they MUST go to the County Clerk s Office to do so. You will be supplied with a ballot entitlement sheet to determine how to handle a voter who is not in your poll books. An affidavit or provisional ballot may be required. 3
Early and Vote by Mail voters are unable to vote at the polling place on Election Day. These voters will have Already Voted stamped next to their name in the poll books. If a voter received their vote by mail ballot in the mail and wants to vote at the polls, you may call your county clerk s office to allow the voter to vote there. They must surrender their ballot and fill out the affidavit. Poll Watchers: Candidates, political parties, qualified civic organizations, state civic organizations and pro or opponents to a proposition may appoint pollwatchers. Pollwatchers are election observers who aid in ensuring the free and fair conduct of elections. Pollwatchers may be in the polling place before the polls open, during the actual voting hours, and after the polls close. Upon arrival, pollwatchers must surrender their credentials provided by the County Clerk. Those credentials must be placed in the provided sleeve in your binder. Poll watchers must sign in upon arrival and sign out before leaving the polls in the page labeled Pollwatcher Register found in your binder. Poll watchers are permitted to view anything in the polling place on Election Day except how a person is voting their ballot. They are not allowed to handle any of the documents and materials. Opening the Polling Place You will find more detailed instructions and check off sheets in your precinct binder. Prepare tabulator and open polls MUST BE DONE WITH A JUDGE FROM EACH PARTY (This is a high priority since a technician will need to be dispatched if there is a problem): Open the ballot box and remove any supplies. Five (or as many available) election judges should view the inside of the ballot box, as well as the inside of the auxiliary bin and sign the certificate (found in the red or yellow binder in the section marked Ballot Box/Memory Card Integrity ) verifying that the box does not contain any ballots. Five (or as many available) election judges should verify that the memory card is sealed in the slot and sign the certificate (found in the red or yellow binder in the section marked Ballot Box/Memory Card Integrity ) Set-up Tabulation system. 1) Place tabulator on top of ballot box and plug in. 2) Flip up flap on back to allow ballots to slide through. 3) Push machine as far back as possible. 4) Flip up the front flap and lock it. 4
5) Open up the lid on top left of machine to turn the key to open/close polls. 6) Give the machine time to boot up and you should be prompted to open the polls by hitting Yes. You must press the button underneath Yes. 7) It will then prompt you to turn the key once more to Vote. A report called the zero report will start printing. After the zero report tape has completed printing on the tabulator, verify that all offices reported a beginning vote count of zero, and ask five election judges to sign the tape. Place the tape in the pouch marked Zero Report Tape found in each precinct binder. Prepare AutoMark for voting: The AutoMark has its own dedicated table to place the machine on top of. It must be plugged in before operating. Use the square key found on your supplied keys to unlock the memory card slot. Place the memory card supplied in your HOT binder inside the slot and lock it back up. Use the other key labeled AutoMark to turn on the machine. More detailed instructions on setting up the AutoMark can be found in the back of your binder. Hang-up all signs around polling place Take Oath: The Election Judge Oath or Affirmation is the green sheet found in your precinct binder. Every judge must take oath and sign the form. Verify Ballots: (MEMBER FROM EACH PARTY) You can unlock your ballot bags using the padlock key supplied in every precinct binder. Make sure that you have the correct ballots at your station. The precinct will be listed on the top left of each ballot. Locate the Official Ballot record located in your binder. Fill out form accordingly and sign. Poll Book set-up: City: Make sure your laptops are on and pulled up to sign in. Instructions for using the laptops can be found in the back of your hot binder. County: Make sure you have the correct poll book at your precinct station. Prepare Name Tag: Each judge is required to prepare and wear their name tag at all times during Election Day. Name tags can be found in your precinct supplies Ziploc baggie. Unlock Doors: At exactly 6:00AM you must unlock the entrance to the polling place and announce The polls are open. 5
Processing Voters: While the Polling Place is Open: People allowed in polling place on Election Day- Voters who are being processed Children in the company of their voting parents/guardians. Children are allowed in booth as long as election judges do not believe they are disrupting voters. Media- Media reporters are allowed in the polling place as long as they do not disrupt the voting process and flow of polling place. They must avoid shots of any ballots and also avoid shooting inside of voting booths. Remember, voter privacy is of utmost importance. Law enforcement, State Board of Election Representatives, State s Attorney and Attorney General Representatives, Representatives of the County Clerk s office, and technicians. Check in Voter (Different process depending on if you have a laptop or paper poll book) Paper poll book: Each precinct is their own station with poll book and ballots 1. Ask the voter to state their name. 2. Locate the voter in your poll book (book is in alphabetical order by last name) 3. If more than one person is listed with the same name, verification may be done by address and or birth date. It is VERY important to make sure you have the correct voter. If unable to find a voter, you can follow your ballot entitlement or call the County Clerk s office for verification of their registration. 4. If their name is marked as Show ID, you must verify the voter s identification with a form of ID that shows their name and address or fill out supporting affidavit where another voter or you verifies voter. 5. Ask the voter to sign in their designated signature place. 6. Verify that the signatures match. 7. If a primary, you must ask the voter which party ballot they would like to pull. 8. Locate the ballot Style attached to the voter s name in the poll book. 9. Pull that ballot and initial the top where is says Judges Initials. Only one judge s initials are required. 10. Pull the next sticker from your numbered stickers and put it next to the voter s name. Laptop poll book: One station is to check-in voter and the rest are precinct stations with the ballots. 1. Ask the voter to state their name 2. Type the name in the corresponding locations on the poll book. (ex: last name in the last name section and first name in the first name section) 6
One letter is required in the last name and first name sections in order for it to work. You CANNOT look up a voter by using birth date only. 3. If more than one voter with the same name show up, you can verify by asking address and/or birth date. (Choosing the correct voter is VERY important) If unable to find the voter you may call the county clerk s office for verification of registration. 4. Choose the voter by clicking on their name. 5. If a primary, you must click on the D or R. 6. Click Check In voter 7. An application will print out of the printer. (The first voter of the day will take a minute) 8. Have the voter sign the application and verify their signature. 9. Hand the application to the voter and direct them to the correct precinct station by locating the precinct on their application. 10. The election judges at that precinct table should pull the ballot and one judge initials. 11. Place the next sticker from your page of numbered stickers and place it on the application. 12. Place the application in the Black Binder provided. Point out the directions to vote on the ballot. If front and back, indicate to the voter that they should vote both front and back. Direct Voter to voting booths Offer the voter a secrecy sleeve by showing them the designated place for the secrecy sleeves. Direct the voter to the voting booths. (Provisional voters must go to the yellow Provisional Voting booth because they are NOT allowed to put their ballot in the tabulator. Handling of ballots- Voter privacy is at utmost importance! You should NEVER handle or insert a voter s ballot unless they request assistance. You may indicate to the voter that you must check for the initials at the top of the ballot before they place it in, but you must NEVER grab a ballot from the voter. Tabulating Ballot After completing their ballot, the voter must take their ballot to the tabulating machine and slide it in. Whoever is at the tabulator station should make sure that the machine does not beep with prompts before the voter leaves. Affidavits- There are several different scenarios to which an affidavit should be used. Your binder has them laid out for you along with a ballot entitlement sheet. It is so important to read that sheet and follow instructions on the affidavits. They will tell you 7
exactly what to do for different scenarios. The affidavits you will have in your binder are: Affidavit of voter Address correction for fail-safe voter. Supporting Affidavit Affidavit of Assisted Voter Challenged Voters- A voter may be challenged on their qualifications to vote by an Election Judge, a Pollwatcher, or any legal voter from the same polling place. Some reasons to challenge a voter may be: 1. No record that the person is registered 2. Person does not appear to be the same voter that is registered 3. The person is believed to have moved 4. The voter shows up as Already Voted. 5. The voter may have had a name change. Ruling of a Challenge- The majority of the judges only determine whether to sustain or overrule a challenge. If a residency is being challenged, judges should request verification of the voter s current address. Provisional Voting- If a voter is not in your poll books and does not want to go to the County Clerk s Office to update their registration and vote, they may cast a provisional ballot. Further information and instructions are found in your precinct binder. It is important to fill out every section, front and back, of the provisional envelope to ensure the vote will be judged fairly after the election. If you fail to fill out a section or sign the envelope, the vote will automatically be void. Write- In Votes- It is your responsibility to make sure that ALL write-in votes are accounted for and documented in your binder. The only eligible write-in candidates will be provided to you in your precinct binder. To vote for a write-in candidate, a voter must fill in the circle next to Write in on their ballot and write the name of the candidate on the line following. After the polls close, at least one judge from each party will sort all ballots by precinct and pull all of those with write-in votes. It is your job to determine which votes are legitimate and which will not be counted. Write-in votes will be counted if: o Bubble to left is filled in o Name is written on line o Name written is an actual write in candidate(must be on list provided in binder) o If name is misspelled, you must make an executive decision on if you are able to tell what the voter wanted. For example: The write-in Candidate is James Smith. The voter wrote Jim Smith. This should 8
be COUNTED. If the candidates name is Christina Smith and the voter writes Kristina Smith. This should be COUNTED. You must document the write-in votes on your write-in tally sheet provided in every precinct binder. Spoiled Ballots- A ballot can be spoiled for the following reasons: A voter made a mistake and needs a new ballot A voter was given the wrong ballot style and needs a correct ballot. When a voter spoils a ballot, the following steps should be taken. Have the voter write SPOILED across their ballot. Have the voter fold the ballot as such to fit inside of the spoiled ballot envelope provided in every precinct binder. Place the folded ballot inside of the envelope and fill out the information on the outside of the envelope accordingly. The envelope must be signed by the judge of that precinct. At the end of the night, the envelope can be kept in the binder, or placed in the supplies bag with the other supplies. Voters who require aid- Sometimes you will have a voter who needs assistance for a variety of reasons. ANY voter can request assistance. Your first step would be to offer to them the use of the AutoMark machine. If they would rather have someone assist them, the following steps should be taken. Check in the voter as you would any other voter in your poll book. Pull out the affidavit called Assisted Voter Affidavit. The voter and whomever is assisting the voter (can be someone accompanying them or an election judge) must fill out and sign the affidavit. The completed affidavit should be placed in the Completed Affidavits folder in the precinct binder. The person assisting the voter may read the ballot and/or mark the ballot for them, but must ONLY mark the candidates of the voter s choice. Filling out forms throughout day- There are several forms that must be signed by election judges before you leave for the night. They are as followed The zero and results tapes from the tabulator The provisional ballot envelope Expense Bill (Failure to sign this will result in not being paid) Ballot Box Integrity Affidavit Memory Card Affidavit Oath or Affirmation of Election Judges Official Ballot Record Pollwatcher Register 9
Report of persons deceased or moved from precinct Write-In Tally Sheets Spoiled Ballot Envelope Closing the Polling Place: Check off sheets and more detailed instructions can be found in your precinct binder. The polling place will close at 7:00 PM. Anyone in line to vote at 7:00 will be allowed to vote, but no one can enter the line after 7:00 PM. At 6:30, a judge should announce The polls will close in thirty minutes. Locate your check-off sheets from your binder for a list of things to do after polls close. At 7:00 PM a judge should announce the polls are closed. Those allowed in polling place after polls close: 1) Election Judges and Coordinators 2) Poll watchers and/or candidates with valid credentials who are inside the polling place at the time of close. They may NOT re-enter after the polling place is locked. 3) County Clerk/ and/or State Board of Elections Representatives 4) State s Attorney and Attorney General s Representatives 5) Law enforcement Officers Do not start the closing process until all voters have exited. Close polls in tabulator machine- ONE JUDGE FROM EACH PARTY MUST DO 1) Make sure all of the ballots in the auxiliary bin are run through the machine. 2) Turn the key on the top left of the machine to Open/Close Polls. 3) You will be prompted Close polls? Choose the button under Yes. 4) A tape will print out with the counts of votes. Use your check off sheets to determine what to do with the tape. 5) Unlock the door to the ballot box and remove all ballots. Sort the ballots by precinct. 6) Locate all of the ballots that contain a valid write-in and indicate that on your Write-In sheet found in your precinct binder. (See how to process write-in votes on page 8) 7) Place all voted ballots in the locked bag along with one copy of results. 8) Fill out the rest of your ballot record sheet. 9) Place the tabulator inside of its black transfer case along with the cord. Fill out the outside of your precinct s provisional bag envelope. Fill out all required paperwork in your precinct binder (Pg. 9) Lap top poll books(if applicable) 1) Close out of all programs and shut down the computer. 2) Make sure you put the computer in the right bag. (Both have labels) 10
3) Place the laptop cord, mouse, and US Cellular pod in the other compartment of the laptop bag. 4) The printer and its two cords should be placed in the correct printer box (Both labeled). AutoMark Machine o Turn off machine o Remove memory card and place in HOT binder o Put machine and its table in their cases Remove all signs and place them in the Polling Place Signs manila envelope. Place unused ballots in unused ballot bag or brown bags Place provisional ballot bag with supplies Place all other supplies in bags to take back to Office according to your check-off sheet Everything must be returned to the County Clerk s Office that night except the ballot box, the voting booth tri-folds, and the AutoMark. How to pack and return items to County Clerk s office Laptops should be shut down and placed in the corresponding laptop bag(both are labeled) Laptop cord, mouse, and US cellular device should be placed in the other section of the laptop bag. Printer and its two cords should be placed in corresponding printer box (both are labeled) Blue Poll books for paper poll book places Voted ballots and one copy of precinct s results ONLY should be placed in the navy blue and red bag with the padlock. Unused ballots - unused ballot bag or brown bags Tabulator - black transfer case along with its cord Provisional bags - supplies bag Binders - supplies bag Precinct baggie supplies- supplies bag All signs- supplies bag Extension cords- supplies bag Measuring device(if provided)-supplies bag Pens- supplies baggies Secrecy Sleeves-Supplies Bag Items to be left at polling place in an organized fashion Ballot Box Voting booth trifolds AutoMark and table packed into their cases Larger No Electioneering sign Orange Cones Large Vote Here sign 11
Voting Equipment in Adams County Voter Tabulation System- Often referred to as the Tabulator, this is the machine in which voters will slide their ballot in so that their vote will be counted. There is a flap on the top and left-hand side that will open up so that you can open the polls. The key should NEVER be removed from the machine. There are also four buttons underneath of the screen that you will use to navigate the machine when prompted. In order for this machine to work properly, you must make sure it is plugged in. A cord goes from the wall to the back of the machine. Ballot Box- The tabulator will sit on top of what is called a ballot box. This is a locked box that will collect the ballots as they slide through the tabulator. You can unlock the box by using your key labeled tabulator found in your HOT binder. This box does not sort ballots and ballots must be sorted by hand at the end of Election night. AutoMark Machine- There will also be an assisted voting machine called the AutoMark. This machine can be used by ANY voter although it is meant for voters with disabilities such as blindness, unable to fill in circles on ballot, etc. This machine must be set-up before polls open on Election Day. Poll Books/Check-In Systems- If you are an election judge in the city, you will have a laptop check-in system to print out the application to vote for every voter that enters your polling place. Instructions on how to use the laptops can be found later in this manual. If you are an election judge in the county, you will have a paper poll book to check in each voter. Precinct binders- Each precinct will have its own binder with election materials inside of it. One precinct in every polling place will have what is called a HOT binder. This binder will be red or yellow. It will contain more documents than any other precinct binder along with the keys for your equipment. 12
Provisional Ballot Bag- Each precinct will have its own provisional ballot bag. This bag is used to put all provisional ballots inside of because provisional votes should NOT be put in tabulator. Unused Ballot Bag- Some polling places will be given an unused ballot bag. This bag is for unused ballots only at the end of the night. If you do not have an unused ballot bag, your unused ballots should be placed in the brown bags that your supplies arrived in. Ballot Bags- Your ballots will be inside of your navy blue ballot bag. This bag contains a padlock which may be unlocked using your supplied keys. At the end of the night, only USED ballots and one copy of the results will be put inside of this bag. Precinct Supply Baggies- Each precinct will be supplied with a Ziploc bag of smaller supplies including: I voted stamps, magnifier, tape, name tags, pens, finger moistener, and scissors. All supplies can be shared with every precinct in case one precinct is missing something. Polling Place Signs- Every polling place will be supplied with a packet of signs to be posted in the polling place. All of the signs should be handled with care as we re-use them each election. Every sign besides the precinct signs should be returned in this envelope. Extension Cords- Most polling places require one or two extension cords to plug in the tabulator, AutoMark, and/or the laptop poll books. Measuring Device- You will also be provided with a 100 foot measuring device that can be used to determine if a prohibited sign is within 100 feet form the door to the polling place. Secrecy Sleeves- Secrecy sleeves are available for every voter to use. When the voter gets done voting, they can place their ballot in these sleeves to transfer them to the tabulating machine. It provides the voter with privacy. 13