Precinct Election Checklist

Transcription

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2 IMPORTANT PHONE NUMBERS: Poll Worker Department: Board of Elections: or (Middletown Area)

3 Butler County Board of Elections Princeton Road Campus FRANK CLOUD Chairman BRUCE CARTER TODD HALL JUDY SHELTON DIANE J. NOONAN Director JOCELYN BUCARO Deputy Director Welcome! We would like to express our gratitude to you for agreeing to serve as a Precinct Election Official. Large or small, elections are always exciting, and as in all elections, your service to the voters of Butler County is critical to preserving the democratic process. We are counting on you to ensure that our voters have a positive and satisfying experience when they come to your polling location to cast their ballots. We hope you are as proud to be a Precinct Election Official as we are to have you serve. Your job is an extremely important one with a lot of responsibility, and we appreciate you meeting the challenges of being a Precinct Election Official head-on! Butler County has an excellent reputation for our training program, materials and for the capable, efficient and friendly Precinct Election Officials who work for our County. This training manual contains four main sections: Election Overview and Duties, Preparing for Election Day, Polls are Open, and Closing the Polls. We hope you will find this manual and your training class informative and helpful so you ll have a smooth and successful Election Day! Again, we appreciate your service! Respectfully, Diane J. Noonan Director Jocelyn Bucaro Deputy Director Visit our website at Thank you! Phone (513) or Poll Worker Line (513)

4 Table of Contents Part One: Election Overview and Duties... 1 Election Overview... 2 Key Terms... 3 Duties of a Precinct Election Official... 3 Duties of the Location Supervisor... 4 Precinct Election Official Do s and Don ts:... 4 Ohio Ethics Policy for Election Workers... 5 Part Two: Preparing For Election Day... 6 Monday Set Up Check List BLUE Bag Contents Check List... 9 YELLOW Bag Black Pocket Folder Check List RED Bag Contents Check List Election Day Check List Setting Up Your Polling Location Guaranteeing Accessibility for Voters with a Disability TSX Voting Unit Overview TSX Set Up Guidelines Setting up the Zero Voting Unit Voting Unit Printer Set Up Loading Printer Paper into TSX Printer Performing a Printer Test Sample Voting Unit Activity Log Electronic Poll Book Set Up Instructions Check-In Table Diagram Provisional Table Diagram Ballot Table Diagram Printing Zero Total Reports on Voting Units Electronic Signature Poll Book Log In Instructions Part Three: Polls are Open Precinct Election Official Roles Types of Voters Voter Identification Requirements Checking In Voters on the Electronic Poll Book Exceptions Accommodating Voters with Special Circumstances Assisting a Voter Who Is Unable to Sign Name or Mark Ballot Using the Visually Impaired Ballot Station Positioning Voting Units for Voters in Wheelchairs Curbside Voters Split Precincts and Write-In Candidates Provisional Voters i

5 SAMPLE Provisional Ballot Envelope Managing Your Polling Location on Election Day Poll Observers Posting the Official Precinct Voters Lists Problems and Trouble Shooting Wait Time and Back Up Paper Ballots Ballot Reissues,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, 53 Voting Unit Time Outs Paper Ballot Errors Reissuing a Ballot in the Electronic Poll Book Part Four: Closing the Polls Ballot Accounting Report Sample TSX Ballots Voted Log End Voting and Pack Memory Cards Pack Voting Units Pack Electronic Poll Books Pack Remaining Signs and Supplies What is Returned to BOE by Location Supervisor and Designated Judge Appendix Sample Forms E-Pollbook Memory Card Security Verification Memory Card Bag Security Verification Sample Form 10-L for Name Change Poll Observers with Oath Emergency Procedures Secretary of State Online Training Information Voter Processing Flow Chart (Back Cover) ii

6 Part One: ELECTION OVERVIEW AND DUTIES 1

7 ELECTION OVERVIEW Precinct Election Officials are a critical component of elections administration. Your role is vital to the success of any election large or small. Below you ll find information on the types of elections in which you will work, a detailed list of the duties, expectations and do s and don ts for Precinct Election Officials, and key election terms all poll workers must know. Types of Elections There are three types of elections: General Elections: General elections are held on the first Tuesday after the first Monday in November. General election voters determine who will be elected to represent the people at a given level of government. Federal, state, and county candidate elections are held in even-numbered years, while city, village, township, and board of education candidate elections are held in odd-numbered years. State, county, district, or local issues may be on the ballot at any general election. Primary Elections: A primary election occurs on the first Tuesday after the first Monday in May of each year, except in years in which a presidential primary election is held. Primary election voters determine who will be nominated as candidates for political parties to compete for particular offices at the general election. Primary election voters also elect members of the controlling committees of political parties, and delegates and alternates to the conventions of political parties. Some issues may be on the ballot at a primary election. Under Ohio law, voters affiliate with a political party by voting in that political party s primary election. If a voter does not want to affiliate with a political party, then the voter may vote for issues only if any issues were certified to the ballot in that voter s precinct. Special Elections: A special election may be held on the first Tuesday after the first Monday in February, May, August, or November, or on the day authorized by a particular municipal or county charter for the holding of an election. A special election can be held on the same day as a primary or general election. However, during a presidential primary year, no special election is held in February or May, except as may be authorized by a municipal or county charter. A special election may be held on the first Tuesday after the first Monday in March during a presidential primary year. Sometimes, the law calls for a special election when there is a vacancy in an office. In that event, a primary or general election for the election of a candidate to the vacant office may fall on a different date than the election date for other candidates. Election Process Before you ever set foot in your polling location on the Monday before Election Day, the Board of Elections staff have busily prepared for a successful election. Candidates and issue committees must file paperwork to be on the ballot at least ninety days before Election Day. When that occurs, the Board must certify that the candidates/issue committees have met the requirements under the law. After certification, election preparation kicks into gear: a ballot is created, our voting equipment is tested, supplies are ordered, absentee ballot requests are processed, and early voting begins 29 days before Election Day. Voter registration rolls are updated as new voters register and voters update their addresses. Polling locations are secured and inspected. Precinct Election Officials are recruited and trained. Equipment and machines are packed, and eventually delivered to all polling locations in time for you to set up on Monday. At that point, you as a Precinct Election Official take over the process. We remain here to help you through the process and answer your questions. 2

8 On the next pages, you ll find checklists of everything you, as a Precinct Election Official, need to do to set up your location, open the polls, process voters, and close the polls. After the polls close and ballots are returned to the Board of Elections, tabulation begins. Our office immediately and efficiently receives all the bags and materials you meticulously pack after polls close. Memory Cards are uploaded, paper ballots are scanned, and results are posted to our website. Following Election Night, our staff processes provisional ballots for validity, and continues to receive and process absentee ballots timely mailed before Election Day. After the 10 th day following Election Day, we can begin our official count, including valid provisional ballots and remaining absentee ballots. Again, the work you perform on Election Day helps us ensure provisional ballots are valid and every eligible voter s vote is counted. Finally, the Board certifies the official results before the 21 st day after Election Day. Key Terms Precinct - A district within a county established by the Board of Elections of such county within which all qualified electors having a voting residence therein may vote at the same polling location. Precinct Election Officials (PEO) - Qualified electors residing in the county and appointed by the county Board of Elections to conduct the elections in a polling location in that county. Also referred to as Judges and Poll Workers. Provisional Ballot - A ballot given to a voter who claims to be properly registered to vote and whose qualification to vote cannot be immediately established at the precinct voting location. The provisional ballot affirmation on the provisional ballot identification envelope (Form 12-B) completed by voters is returned to the Board of Elections office for review and verification after the polls close. Location Supervisor Responsible for setting up all equipment at an assigned polling location, supervising the Precinct Election Officials at their assigned location, formulating a work plan for Election Day including work assignments and schedules, picking up and returning supplies for their location, and overseeing their location to ensure the election is run properly. What are the duties of a Precinct Election Official? Prior to Election Day, read and be familiar with the Precinct Election Official Manual; Prior to Election Day, go to your polling location so that you know how to get there and can easily locate parking; If you are the Designated Judge, pick up election supplies from the Board of Elections on Monday at 5:30pm to take to the Monday Organizational Meeting and return voted ballots, memory cards and supplies with the Location Supervisor on Tuesday after polls close; On Monday Evening, attend an organizational meeting with the Location Supervisor at 6:30pm to help set up your polling location, including setting up voting units, electronic poll books and all voter processing tables; On Election Day, arrive at the polling location no later than 5:30 a.m.; Assist in opening and closing the polling location; Assist voters, as necessary, and in a courteous and respectful manner; Know how to properly use the voting units; Ensure the security of the voting units, electronic poll books and all associated materials and supplies; Ensure that all campaigners and campaign materials are 100 feet beyond the entrance to the 3

9 polling location, as marked by the U.S. flags posted outside the entrance to the polling location (even if you cannot place the flags at 100 feet, the boundary extends to 100 feet); Record important information as necessary; Post Precinct Voter Registration Lists for your precinct at 6:30 a.m., 11:00 a.m. and 4:00 p.m. (The general public is allowed into the polling location to read and take notes from these lists while the polls are open); Check voter ID; Properly use the Electronic Signature Poll Books and check in voters; and Make sure voters are correctly issued regular or provisional ballots. What are the duties of the Location Supervisor? In addition to the duties listed above, the Location Supervisor must perform the following duties: Serve as the lead technical and administrative supervisor for assigned polling location, managing all precinct election officials, election administration and voting technology in that location. Attend two technical training classes in addition to precinct election training; On Monday no later than 5:30pm, report to assigned polling location to begin setting up all electronic voting equipment and technology along with ADA compliant materials; Meet with all precinct election officials at 6:30pm on Monday evening to administer the oath of office, direct them to sign the oath statement, and devise a work plan for Election Day. They will assist in completing all set up at the location; Have payroll sheets filled out completely. At the Monday meeting, break the seal on the election supply container and confirm that the supplies, including ballots, are the ones for that polling location; Ensure that all necessary chain of custody procedures are followed and forms are properly completed for all voting units and ballots; On Election Day, arrive by 5:30am and follow all necessary procedures to properly ensure zero ballots on each voting unit and electronic poll book and prepare the polling location to open promptly at 6:30am. Keep detailed problem logs on all technical and administrative problems and issues that arise; Administer the Oath to any duly appointed Polling Place Observer; Officially open and close the polls; Float among all judges throughout the day to ensure they are properly following the procedures in this manual; Return the ballots and required voting materials and supplies to the Board of Elections with the designated judge who is a member of a different political party. Precinct Election Official Do s and Don ts: DO: DON T: Treat voters in a professional manner; Work efficiently with fellow election workers, including all Precinct Election Officials and Board of Elections staff; Resolve problems so that voters can vote with ease and privacy; Go to your Location Supervisor with any problems or concerns then if necessary the Location Supervisor will call the Board of Elections. Campaign at a polling location or attempt to influence any voter or Precinct Election Official as to their vote for or against a candidate or issue; Wear or disseminate any campaign literature or paraphernalia; Use any item that distracts from your job at your polling location, including cell phones for 4

10 personal use, laptops, tablets, newspapers, ipods or other music players, or radios, televisions, books, etc.; Offer for sale any items including baked goods, raffle tickets, candy, crafts, etc. Place any food or drinks on the check-in table or near the voting equipment and supplies; Engage in any other activities identified as illegal or unacceptable according to the Board of Elections, Secretary of State, or state or federal law. Ohio Ethics Policy for Election Workers All employees of the Board of Elections of the State of Ohio must familiarize themselves and comply with Ohio ethics laws at all times. A portion of your training session will be devoted to Ethics compliance and will include the following points: Ohio Revised Code prohibits Precinct Election Officials from serving in any precinct where the Precinct Election Official is a candidate on the Ballot, except for unopposed candidates for a political party County Central Committee. Precinct Election Officials may not serve in any precinct in which a family member or business associate is a candidate for elected office, unless the candidate is unopposed, including no declared write-in candidates for the office. Precinct Election Officials shall not wear or distribute shirts, buttons, stickers or other campaign paraphernalia for or against any candidate or issue at the office of the Secretary of State, at the office of the Board of Elections, or at any polling places. Precinct Election Officials shall not engage in any political activity while on Board of Elections time. Precinct Election Officials who violate this policy may be reported to the Director or Deputy Director of the Board of Elections. Reports may also be made anonymously by mailing or delivering a written statement, in a sealed envelope, to the Board of Elections to the attention of the Director or Deputy Director. Copies of the complete Ohio Ethics law, Chapter 102, of the Ohio Revised Code will be available for Precinct Election Officials who wish to review it at the training sessions as well the Ohio Secretary of State s Ethics Policy for Employees of the Secretary of State and Members and Employees of Ohio s Board of Elections. Precinct Election Officials must sign the form that indicates they have been trained on the Secretary of State s Ethics policy. 5

11 Part Two: PREPARING FOR ELECTION DAY 6

12 Monday Set Up Check List Between 5:30pm and 6:00pm, the Designated Judge must report to the Board of Elections office to pick up the Yellow Bag, Blue Bag, and Black Suitcases containing e- pollbooks for your assigned location. At 6:30pm, all Precinct Election Officials must arrive at your assigned polling location with this Precinct Election Official Manual. The Designated Judge will bring with him/her the Yellow Bag, Blue Bag and Black Suitcases for the location, which they will have picked up from the Board of Elections. The Location Supervisor will already be at the location. The Location Supervisor checks in all Precinct Election Officials using their Certificate of Appointment Letter. Everyone must show identification. All Precinct Election Officials sign the payroll sheet located in the Black Pocket Folder, which is found inside the front pocket of the YELLOW Bag. The Location Supervisor will break the seal on the BLUE bag in the presence of the Designated Judge or other judge of opposite party and use the supplies checklist on page 9 to ensure you have all supplies. The Location Supervisor will complete the Paper Ballot (Optical Scan) Verification Form found on the back side of the Ballot Accounting Report to verify you have all ballots (see sample on page 59). The form is located in the black pocket folder. Repeat for the RED Election Supplies Bag and the inside pocket of the YELLOW Bag. All supplies checklists are found on page 9-11 of this manual. Call the Board of Elections if anything is missing , or (Middletown area) The Location Supervisor administers the Oath of Office found in the back of the Provisional Signature Poll Book (located in the BLUE Bag). All Precinct Election Officials sign the Oath, including the Location Supervisor. The Location Supervisor will assign tasks to finish setting up the polling location. All Precinct Election Officials must work as a team to: Set up voting units according to set-up diagram. The Location Supervisor will demonstrate how to properly set up the voting units and install the printers. See pages for step-by-step instructions on setting up the voting units. Perform printer tests on each voting unit (See page 22 for step-by-step instructions on running printer tests). Check to ensure each unit has the correct polling location listed on each TSX unit. Set up electronic poll books at the check in table. See page for step-by-step instructions. Set up all tables, including the check-in, provisional, ballot, and Voter Access Card return tables. Use diagrams on page for laying out supplies. EXCEPTION: Paper Ballots and Canister Bag remain in BLUE Bag until Tuesday Morning. When Precinct Election Officials finish running printer tests, check to ensure that each Memory Card door is locked and place a seal over the door. Record the seal number on the Voting Unit Activity Log for each unit and tape the log to the back of each unit. The Key, Seals, and Voting Unit Activity Logs are located in the Red Supply Bag. See sample Voting Unit Activity Log form on page 23. 7

13 After Electronic Poll Books are set up, the Location Supervisor in the presence of a judge of opposite party will break the seal on the Electronic Poll Book Memory Card Bag found in the Blue Bag and load the memory cards into each Electronic Poll Book. Complete the Memory Card Seal Verification Form (Sample on Page 70). The Location Supervisor and judge of opposite party will follow Procedures 1-4 on Page 29 to turn on and log into the Electronic Poll Book. Separate Log-Ins are required under state law. Log In Form for User1 is located in the Location Supervisor folder and Log In Form for User2 is located in the green Designated Judge Folder in the Blue Bag. Verify the polling location is correct. Call the Board of Elections with any problems or if the location is incorrect. Turn off the Electronic Poll Book. Use a Red Spring Lock to seal the Memory Card cover. Record the Seal Number on the Electronic Poll Book Memory Card Seal Verification Form. Place the Completed Form into the BLUE Bag. Hang all signs provided in the Election Supplies Envelope located in your RED Bag. Use the blue painters tape found in the RED Bag. Be careful where you place signs so that walls, especially those with wallpaper, are not damaged. Check your Black Pocket Folder for any additional signs with instructions to be posted inside the polling location to make the location accessible to all voters. The Location Supervisor will review the work plan and schedule for Tuesday with all Precinct Election Officials. (See sample work plan in the supplemental appendix for Location Supervisors.) Return the Paper Ballots to the BLUE Bag and Remove the Sealed Canister Bag containing Memory Card Bag. Record the new lock number for the BLUE Bag on the Paper Ballot Verification Form and place form inside the front cover of the Provisional Signature Poll Book at the Provisional Table. You will then lock the BLUE Bag. (Unused locks may be found inside the RED Bag.) Place any used locks in the RED Bag. Place the Black Pocket Folder in the YELLOW Bag Front Pocket. NOTE: YELLOW Bag Remains locked at ALL TIMES. Place the RED and YELLOW Bag in the Voting Storage Cart before leaving. Secure the Voting Cart with a Red Spring Lock before leaving. You do not have to record the lock number. The Location Supervisor will take home the locked canister bag containing voting unit memory cards. The Designated Judge will take home the locked BLUE Bag containing paper ballots. Get a Good Night s Sleep! 8

14 BLUE BAG CHECK LIST MONDAY NIGHT "Canister Bag" containing: (LS will remove and take home Monday Night) Clear Memory Card Bag with Voting Unit Memory Cards Voting Unit Memory Card Bag Seal Verification Form Voter Access Cards - ONE pack of seven cards per Precinct Additional Canister Bag; may have more than one Supervisor Cards and PIN Number in envelope - for ALL Precincts at Polling Location Placed in Bag : Paper Ballots bound together and identified by precinct at Polling Location Paper Ballot Seal Verification Form Paper Ballots instructions Sample Ballots Provisional Signature Poll Book -for ALL Precincts at this Polling Location Provisional Posting List - for ALL Precincts at this Polling Location Court Order with instructions Provisional Envelopes Provisional Ballot Notice Forms-12-H Curbside Envelopes Green Soiled/Defaced Ballot Envelope 25- Voter Registration Forms- per precinct Designated Judge Envelope containing instructions for logging into the Electronic Poll Book. Official Voter Registration List for ALL Precincts at Polling Location Supplemental Absentee Voter List of all voters who voted absentee in the last two days of early voting Continued on next page 9

15 BLUE FOLDER with TABBED INSERTS Election Forms for all Precincts: Form 450- Incident report Form 10-L Notice of Name Change Form 10-U affirmation-oath-examination of person challenged Form 10-F power of attorney executed before a notary public Form 10-G power of attorney with physician statement Death notices Form 12-D Provisional Voter Precinct Verification Form (multiple-precinct polling locations) Directive , 81 Other Election Forms for Exceptions YELLOW BAG MUST BE LOCKED AT ALL TIMES "Black Pocket Folder" Placed Inside Yellow Bag Front Pocket: Payroll Sheet Judges Comments Ballot Accounting Report TSX Ballots Voted Tally Log Certificate of Appointment Letter includes all precinct workers Letter of last minute instructions or changes Precinct Map PEO Name Tags Court order after 7:30 Help Wanted- PEO Sign up Sheets Change of Address Forms Emergency Safety and Planning Guide Write-In Candidate List (where applicable) Withdraw Candidate List (where applicable) Text for Issues (where applicable) 10

16 RED SUPPLY BAG CHECK LIST POLLING LOCATION Envelope Materials for Posting at the Polling Location Voting Rights information poster Form 10-V poster notice: Ohio law prohibits any person from voting or attempting to vote more than once at the same election. Special voting instructions poster No cell phone zone notice ADA Instructions and Signs (if applicable) 2 - Provisional Signs for Table PLACED IN THE BAG Additional Supplies for Polling Location: Large Ballot Magnifier Blue Painter's Tape Measuring Tape Instruction Guides- Voting Units I "Love Voting" Stickers Small Supply Envelope with: security seals, all locks, note pads, rubber bands, wire ties, black ink pens & TSX Voting Unit Keys Clear Printer Test bag with printer test cards Clipboard TSX paper canisters 2 - PEO Manual 4 -SOS PEO Quick Reference Guide 5- Vote Here Signs- Laminated State Issues Poster (where applicable) TSX power cord (where applicable) Key pad and headset (where applicable) Poll Book printer paper (where applicable) Razor knife (where applicable) Extension cord (where applicable) 11

17 Election Day Check List On Election Day by 5:30am, Arrive at your polling location. If the Location Supervisor or Designated Judge does not arrive by 5:45am, call the Board of Elections. If a Precinct Election Official does not arrive by 6:30 a.m., call the Board of Elections after polls open , or (Middletown area) The Location Supervisor and the Designated Judge (or another team of judges of opposite parties) remove the RED and YELLOW Bags from the Voting Storage Carts. The Location Supervisor verifies the Seal on BLUE Bag matches verification form in the front cover of Provisional Signature Poll Book and opens BLUE Bag in the presence of a judge of opposite party. All PEOs check supplies and voting units to assure there has been no tampering. In the presence of another judge of opposite party, the Location Supervisor breaks the seal on the Canister Bag and the Memory Card Bag. Complete the Memory Card Seal Verification Form. Place Seal Verification Form and used seals in the RED Bag. The Location Supervisor will assign two judges of opposite parties to complete the following tasks: Load Memory Cards into Voting Units. Print Zero Total Reports on the Voting Units (see page 28 in this manual for instructions.) For security purposes, place the YELLOW Bag near the provisional table and in sight of a Precinct Election Official at all times. The YELLOW Bag must remain locked at all times until polls close! The YELLOW Bag is for deposit of provisional envelopes, voted paper ballots, curbside envelopes with ballots, and any other completed voter forms. By 6am: Location Supervisor and the Designated Judge (or another team of judges of opposite parties) turn on the E- Poll Book and log in using instructions on page 29. (Separate Log-Ins are required under state law. Log In Form for User1 located in the Location Supervisor folder and Log In Form for User2 located in the Designated Judge Folder in the Blue Bag.) Confirm ZERO ballots Issued. Once Zero Ballots have been confirmed, the Location Supervisor will set up the network on the E-Pollbooks. (Location Supervisors: See Location Supervisors supplemental appendix for instructions on networking the E-pollbooks.) Place your flags. You will have a 100 tape to assist with the proper flag placement. Flags are located 100 from the entrance to the polling location. Campaigners must stay outside the 100 area. No loitering is permitted in the polling location. See the Precinct Election Official Quick Reference Guide (Electioneering tab) and page 50 in this manual for rules on who is allowed in the polling location. 12

18 Check to ensure accessible parking spaces are marked and closest to entrance. Also ensure no poll workers have parked in those spaces. AT 6:30AM SHARP: POLLS OPEN Open the Polls. Use the time on the E- Poll Book for the correct time. Post the Official Voter Registration List. Process Voters according to Pages of this Manual. Lunch Breaks must be staggered so that the provisional table and all check in stations remain open at all times. Everyone gets one hour for lunch. Breaks also may be scheduled during the day. At 11:00am Print and post the Voter List from the E- Poll Book and post the Provisional Hanging List. (See instructions on Page 51.) The BOE will be calling the Location Supervisors at this time to get your turnout totals, including provisional voters. At 4:00pm Print and post the Voter List from the E- Poll Book and post the Provisional Hanging List. (See instructions on Page 51.) The BOE will be calling at this time to get your turnout totals, including provisional voters. The Location Supervisor will troubleshoot administrative problems and machine problems throughout the day and record issues in the judges comments and problem log. Work as a team to ensure all electronic pollbooks and provisional stations are covered throughout the day. At 7:30PM CLOSE POLLS Any voter in line at 7:30 must be permitted to vote. Refer to the Closing check lists which begin on Page 61 of this Manual for instructions on packing voting equipment and closing the polls after the last voter departs. 13

19 SETTING UP YOUR POLLING LOCATION The following pages review how to set up your polling place and special requirements to ensure the location is accessible for voters with disabilities. Here s guideline of what a typical location will look like: 14

20 Guaranteeing Accessibility for Voters with Disabilities State and Federal law requires that voters with disabilities have access to polling locations. Location Supervisors and all Precinct Elected Officials should visually inspect the polling location and remove potential barriers so that people with disabilities (including those using a wheelchair, scooter, walker, crutches, cane, service animal, etc.) can easily enter and move around the polling location. Outside the Polling Location Travel the route from the accessible parking spaces, through the accessible entrance and all the way inside the polling location to make sure there are no barriers for people with disabilities. Specifically, check for the following issues: Vertical parking signs are posted, and at least one van sign is posted. Accessible parking spaces have access aisles (striped area or cones). Accessible parking space is closest to the accessible entrance. No Precinct Election Official has parked in the accessible parking spaces designated for voters. Directional signs are posted guiding voters to the nearest accessible entrance. Door handles can be used with a closed fist. If an alternate/separate entrance is being used specifically for people with disabilities, ensure that it is unlocked. If you find any of these situations are lacking, you should notify the Board of Elections and be on alert that persons with disabilities may need additional assistance in accessing the polling location. Inside the Polling Location Once you have checked the route from the parking lot into the polling location, make sure the route to the voting area is also accessible. Voters with disabilities should be able to easily move from the entrance to the voting area, throughout the voting process, and to all the voting stations. Make sure there is a 36-inch wide path through the voting area, accessible tables, accessible voting machines, and adequate privacy provided. Be sure to inspect the floors to ensure all tripping hazards are removed. All cords should be taped or covered or removed from walkways and aisles. Prop open doors that are heavy or not operable with a closed fist. Key Set Up Guidelines to Remember: The voting units are in numerical order. The Zero 0 unit is the Visually Impaired Ballot Station and should be located closest to the door. There must be a 5 foot area to allow people in wheelchairs to move around. Keep access aisles at least 36 inches wide. Angle voting units for privacy. Check in tables should be arranged near walls with outlets for the Electronic Poll Books and to ensure cords do not pose a hazard. Make sure all extension cords are taped down with painters tape (to protect flooring and avoid tripping hazard). 15

21 TSX Voting Unit Overview TSX Unit Printer Canister Canister Wheel Paper Spool Memory Card Door 16

22 TSX Voting Unit Setup 1. Place machine on table with front blue panels facing down. 2. Pull two telescopic legs out. Pull Cross bar up and extend. 3. Extend all telescopic legs out completely. Check to ensure all safety pins have snapped into place. 4. Carefully lift unit and set upright on the floor. 5. To adjust the base hold the handle while pressing the safety pin on the support bar and lift the screen up to the desired angle. 17

23 6. Place in order starting with 0 unit according to diagram located in Location Supervisor Folder. 7. Arrange units at least 24 inches apart and turn on an angle to ensure privacy 8. Make sure one of the units is near a power outlet 9. Daisy Chain the units (similar to plugging Christmas tree lights together). Do NOT daisy chain more than 6 units together. Start by plugging the power cord (male end) for the first unit into the power outlet. Plug the female end of that cord into the unit. Take the power cord (male end) of the second unit and plug it into the first unit. Take the female end plug it into the second unit. Continue this process until units are plugged in. 10. Tape down any cords that may pose tripping hazard. Use the blue tape provided in the Red Supply bag. 18

24 Setting up Zero (0) Machine 1. VIBS unit must be installed prior to installing printer 2. Plug into serial port in back of the unit. 3. Run VIBS unit wire through slot in housing 19

25 1. Unlock and swing printer access door down. Voting Unit Printer Setup 2. Align bottom lip of printer under access door. Raise housing up and pivot forward. Swing printer housing cover up. The lip is not secure 3. Press firmly on latch at top edge of housing to secure. It will snap into place. 4. Raise metal signature plate. 5. Push locking bracket (right side) forward until metal panel lays under plastic motor cover. 6. Confirm housing is securely seated under front lip with no gaps by trying to lift up on the printer housing. If it lifts, it is not secure. Press firmly on the latch again until you hear it click. 20 Lever is not pushed back

26 7. Load paper onto spindle with flange on the left and paper feeding from the bottom. Lay spindle into housing. 8. Lift smoky brown printer cover and feed about 2 feet of paper through slot. Snap cover closed. Loading Printer Paper 9. Lower metal signature plate. Place canister with lid open into printer. 10.Hold spool with gears toward the left and insert paper into slot on the right. Seated Properly Seated Improperly 11.Roll excess paper onto spool. Roll paper away from you. Paper is too far left 12.Place spool into canister and close the lid. 21

27 Performing a Printer Test Verify that the TSX s top (upper left corner) indicator light is on, showing that the TSX is plugged in. If not, check that the surge suppressor is plugged in and turned on, and that the TSX s are daisychained properly. 1. Check that the red seal over the memory card door is intact. If it is not, call the BOE immediately. 2. Remove the red seal and place it on the back of the Voting Unit Activity log. 3. Unlock the TSX s memory card door on the left side. The key is located on the red wrist-band which you will find in your Red Supply Bag. 4. Turn on the TSX unit. The power button is located above the memory card slot. 5. Check that the printer screen is lit up and visible. If it is flickering, the screen will normally correct itself. 6. Insert the Printer Test card into the memory card slot. The Printer Test Cards are located in a clear printer test bag in your Red Supply bag. The card is clearly labeled Printer Test card. 7. Wait until the Install Printer Hardware screen appears. 8. Select Test Printer. 9. Wait until a test pattern prints out. Verify that the print is legible and that the paper feeds smoothly. 10. The Printer Test Passed screen should appear. If not, follow the Troubleshooting section below. 11. If Printer passes test, select OK on the Printer Test PASSED window 12. The Install Printer Hardware screen reappears. 13. Select OK. Wait while a report prints. 14. The message Need another Copy? appears. Select No. 15. The Close Printer Housing screen appears. 16. Select OK. The paper should roll up into the canister. 17. The Insert Card to Begin Voting screen appears. 18. Verify that the lower right corner power reads AC and is green. (If not, call the Board of Elections.) 19. Pop out the Printer Test card and wait for the paper to roll up into the canister. 20. Turn off the TSX unit. 21. Lock the memory card door with the red wrist-banded key. 22. Place a new seal over the door and record the seal number on the Voting Unit Activity Log. Tape the form onto the back of the TSX machine where it will remain until after the polls close. 23. Move to the next TSX unit to perform the printer test. 24. Close and lock the printer housing cover on each unit. TROUBLESHOOTING INSTALLATION OF PRINTER It may be necessary to reinstall the printer and paper. Printer Housing not properly installed (listen for the click when installing.) Feed paper tab may not be down (listen for the click when installing.) Smoky brown cover may not be snapped shut. 22

28 SAMPLE Voting Unit Activity Log Form Lock Memory Card Door before sealing. Seal

29 Electronic Poll Book Setup Instructions Before you begin, you will need: Black Suitcases containing e-pollbook tablets, signature pads, charging cords and USB cables; Printers, printer charging cords, power strips, and extension cords located in the Red Printer Bags; Wire ties, rubber bands, and painters tape 1. Open suitcase and remove unit by carefully detaching small cover and black wire from the back of unit and then set aside. 2. Remove E-Pollbook power cord labeled as such, unwind cord and plug RED tip into RED port at back of Unit. Remove power cord with BLUE tip and plug into charger, then plug into power supply. 3. Remove signature pad from case. Plug RED USB into back of E-Pollbook Unit 4. Remove printer, power cord and USB cable from large RED Printer bag. 5. Open rubber tab, plug GREEN power cord into GREEN port on left side of printer. 6. Plug BLUE printer power cord, that is attached to printer power cord box, into power strip 7. Plug GREEN USB cord end into printer 8. Plug RED USB end into back of E-Pollbook Unit. Remember: Do not turn on power to the Power Supply until after you have finished setting up your E-Pollbook. Note* Use wire ties, rubber bands, and painters tape to secure all cables and place them out of the way. Cords should be neatly tucked behind the poll book to allow more workspace for the poll workers. Also, use blue painter s tape to ensure there are no tripping hazards around the table. 24

30 What the E-Poll book should look like when assembled properly. (Cords can also be tucked neatly behind the screen to be out of your way.) NOTE* Total of two plugs into power strip (Pollbook Screen, and Printer) Total of three plugs into E-pollbook Unit (Signature Pad, Printer, and Power Cord) Belkin Hub You have several Belkin Hubs located in the Red Printer bag. These are available to help you troubleshoot USB connections with the Signature Pad and/or Printer. Use the Hub only when needed. 25

31 Table Set Up Voter Check-In Table Set Up (One table for each Electronic Poll Book) Remember: Voter can check in at ANY table HELP WANTED New Poll Workers Signature Pad Check In Table Arrangement Write In Candidate List Face Down Note Pad Black ink pens Work Assignment Sign-In Sheet E- Pollbook Printer Precinct Election Official Manual Quick Reference Guide - SOS Curbside Envelope Voter Registration Forms Judge #1 Judge #2 Provisional Voter Table Set Up For All Precincts at Location (Voter MUST Present Receipt from Check-In Table) Provisional Table Arrangement Provisional Ballot Notice Form Work Assignment Sign-In Sheet Ross 2 Ross 7 Black Ink Pens Tape Provisional Registration List Provisional Signature Pollbook For ALL PRECINCTS at this location Write In Candidate List Face Down Precinct Election Official Manual I Love Voting Stickers Quick Reference Guide SOS YELLOW BAG ONE Per Judge #1 Judge #2 26

32 Ballot Table Set-up for ALL PRECINCTS at this Location Ballot Table - Arrangement Precinct Ballots for ALL Precincts at this Location Election Supplies Ross 2 Ross 7 Envelope For Soiled And Defaced Ballots Blue Folder With ELECTION FORMS For All Work Assignm ent Sign-In Sheet BLACK POCKET FOLDER With Payroll, Accounting Report And Other PW information Judge #1 Judge #2 27

33 Tuesday Morning: Instructions for Printing Zero Total Reports The Zero Total Report confirms the ballot count on the voting unit is zero! Working in bipartisan teams of two, inspect the Memory Card door of the voting unit for tampering. Break the seal and place used seal on the Voting Unit Activity Log Form (see sample form on page 23). Insert the Memory Card into the unit and power the unit on. The Install Printer Hardware screen will appear. Open the printer housing to reveal the paper tape. Touch the Test Printer button located on the screen. A test page appears on the paper tape. Touch the OK button within the Print Test Passed button at the bottom left of the box. Touch the Start Take Up button. If the tape does not stop rolling, touch the Stop Take Up button. On the Install Printer Hardware screen, touch the OK button. Note: If the message Print Write In Candidates? appears on the screen, touch the YES button. The Zero Total report will print. Need Another Copy? will appear. Touch the NO button, Close Printer Hardware screen will appear. Affirm that the zero total report for all voting units contains zeroes for all candidates and issues. If not, immediately call the Board of Elections and do not continue set-up with that particular voting unit. Then touch the Start Take Up button and report will roll into the canister. When the signature line is over the metal plate, touch the Stop Take Up button if paper is still rolling. Two Precinct Election Officials, a Democrat and Republican, must sign the zero total report. Place the security seal on the canister and record the number on the Voting Unit Activity Log Form. Touch the OK button. The Insert Card to Begin Voting screen will appear. Close and lock the Printer Module Lid. Lock Memory Card Door. Place seal on Memory Card Door and record the number on Voting Unit Activity Log Form. This voting unit is now ready for Voters. By 6:30 a.m., the Polls must be open with a minimum of one Voting Unit working. If the Units are not operable, you must open with Paper Ballots. 28

34 Electronic Poll Book Log In Instructions On Monday Evening: The Location Supervisor and Designated Judge or Judge of the opposite party must log in to test the Memory Card by performing Steps 1-4 only. 1. Turn power strip on. Turn E-poll book unit on (on/off button located under flap on top of machine). 2. Touch Launch Express Poll. 3. To log in to Express Poll, the Location Supervisor enters the User ID 1 and Password 1 as provided in the Location Supervisor Folder. On Second Log In screen, the Designated Judge or judge of opposite party enters User ID 2 and Password 2 as provided in the Designated Judge folder in the Blue Bag. 4. Verify Polling Location is correct. Touch OK, This Is Correct Poll. Printer will print out polling place information. Tape the receipt to the Log-In Form. If printer does not work, notify your Location Supervisor to troubleshoot. On Monday Evening Stop here. No need to continue. On Tuesday Morning Continue through steps Touch Manage Polls Tab. IMPORTANT: Confirm zero ballots issued before touching Open Polls. NOTE: You may touch the Open Polls button before 6:30am. Call the BOE immediately if your E-poll book does not indicate zero ballots issued. 6. After Zero ballots confirmed on all poll books, the Location Supervisor will connect the network cable to each of the E-poll books (See page 5 of Supplemental Appendix for instructions on setting up the network). Check to ensure the arrows in the bottom right of the screen are indicating the machines are networking together (the arrows will move up and down if the machines are successfully networked). NOTE: Do not network the E-poll books until Zero Ballots are confirmed on each machine. 7. Touch the Signature Book tab. Touch Find Voters. You are now ready to begin processing voters. 8. Place your log-in form with receipts from tests in the Black Suitcase. 29

35 Part Three: POLLS ARE OPEN 30

36 Precinct Election Official Roles Check In Judges Two per Electronic Poll Book Work as a team to ensure voters are processed properly Look up voters on electronic poll books One judge enters information from voters Second judge verifies information entered correctly and correct voter is processed. Properly check voter s identification Determine if voters are regular voters or provisional voters Direct lost voters to their correct polling location Post the 11:00am and 4:00pm Voter List Provisional Judge Two per Provisional Table Work as a team to ensure provisional voters are processed properly Instruct voter how to complete Provisional Envelope Each judge verifies voter receives correct precinct provisional envelope by looking at receipt from Check In Table Tape receipt from the Check In Table to the back of the provisional envelope. Go to Ballot Table to retrieve correct ballot Each judge verifies correct ballot Check to ensure voters correctly complete provisional envelope Each judge should check each voter s envelope Record Provisional Voter information in the Provisional Signature Pollbook Post 11:00 am and 4:00 pm Provisional Voter Registration Lists Ballot Table Judge Manage the table with all the Paper Ballots Look at receipt from Check In Table to ensure that all Judges are getting the correct Precinct Paper Ballot and all pages of that ballot (if applicable) Greeter and Voter Assistance Manage the voters coming in to vote Direct voters into a single line and then to the next available check-in table Return Voter Access Card Table Judge Collect Voter Access Cards after the voter votes and return them to the Check-In Table Provide voting assistance to voters if needed (two Election Officials of opposite party must accompany voter for assistance at the voting booth) 31

37 Types of Voters Reminders about what types of voters you ll see on Election Day: Regular Voters The Perfect Voter: Has ID and up-to-date registration The Perfect Voter who wants a paper ballot: Has ID and up-to-date registration, but wants to vote on paper The Voter Who Has Moved Within the Same Precinct: Has ID but moved; new address is in same precinct as old address The Voter Who Changed Her Name: (and has Legal Proof) Address is current but name has changed; provides legal proof of name change and completes Form 10-L to update Registration; may vote regular ballot. (Sample Form 10-L on Page 67.) 32

38 Provisional Voters The Voter Who Moved to a New Precinct Moved to a new precinct and didn t update registration in time. Must vote a provisional ballot in correct polling location according to the voter s NEW address. The Voter Who Requested an Absentee Ballot Voter appears with a Red code likely because he/she already requested an absentee ballot. Must vote a provisional ballot in correct polling location. The Voter Who Forgot ID Voter forgot proper ID. Must vote a provisional ballot in correct polling location. The Voter Who Changed Name (and does Not have legal proof) Voter s name changed but didn t update registration in time. Must vote a provisional ballot in correct polling location. The Lost Voter The Lost Voter is at the wrong polling location. His/her name is not in your precinct or polling place, and upon looking the voter s current address up in a county search, you discover he/she should vote at a different polling location. Print a receipt for the voter with his/her correct polling location address, circle the polling location, and direct the voter to the correct location. Two Poll wokers initial the receipt. If the voter refuses to vote at the correct location, the voter must vote a provisional ballot. Advise the voter that his/her vote will not count if he/she casts it in the wrong location. Please note 33

39 Voter Identification Requirements There are several types of valid identification that permit a voter to cast a regular ballot if he/she is in the correct precinct: Photo ID: Any document issued by the U.S. government or the State of Ohio that meets ALL of the following criteria: An expiration date that has not passed. A photograph of the voter. The voter s name, which must match the name in the voter s record UNLESS the voter also has legal proof of a name change (such as a marriage license or court order). Direct voter to complete a Form 10-L. The voter s current address, which must match the address in the voter s record UNLESS it is an Ohio driver s license or State ID card. NOTE: A driver s license or state ID card with an old address IS ACCEPTABLE as long as the voter s current address is correct in the poll book. You no longer need to direct the voter to write the last four digits of his/her Driver s License or State ID number in the poll book. NOTE: A U.S. passport is NOT a valid ID for voting as it does not contain a current address. Military ID: Valid photo military identification cards or copies of such cards must be accepted whether or not they contain a name or address. Utility Bill: Must contain the correct name and current address of the voter: The bill may be an electronically transmitted statement or a paper copy. A utility bill includes, but is not limited to, water, sewer, electric, heating, cable, Internet, telephone, and cellular telephone services. The name and address on the bill must match the voter s information as it appears in the voter s record. The utility bill must be current within one year of the Election Day. Bank Statement: Must contain correct name and current address. The bank statement may be an electronically transmitted statement or a paper copy. The name and address on the statement must match the voter s information as it appears in the voter s record. The bank statement must be current within one year of the Election Day. Government Check or Paycheck: Must contain correct name and current address. The document may be an electronically transmitted statement or a paper copy. The name and address on the check must match the voter s information in the voter s record. The check must be current within one year of the Election Day. 34