Precinct Officers. Training Manual. Primary & General Election 2016

Transcription

1 Precinct Officers Training Manual Primary & General Election 2016 Calaveras County Office of County Clerk-Recorder Voter Registration & Elections Division 891 Mountain Ranch Rd. San Andreas, CA 95249

2 CALAVERAS COUNTY ELECTIONS DEPARTMENT REBECCA TURNER, COUNTY CLERK-RECORDER 891 Mountain Ranch Road, Room 209 Phone: (209) Fax: (209) Thank you for your service! As a Precinct Election Official, you will be ensuring that the election for your precinct is conducted in a lawful and unbiased manner, while assisting the voters in their right to vote on Election Day. It is your duty to ensure that the election process is administered in your precinct within the laws of the State of California. You will be required to take an Oath on Election Day to uphold the laws of the United States and the State of California. The duties of a Precinct Election Official include: Receiving the ballots and supplies Opening and Closing the Polls Overseeing the casting of ballots And any other duties required by law California law requires that a precinct board shall consist of a minimum of one Inspector and two Clerks. Additional clerks may be allocated in proportion to the number of voters within the precinct. EC Precinct Election Officials will need to work as a team to ensure a peaceful and efficient polling location. Should you have any questions, comments, or concerns, please feel free to contact the Elections Department. The Elections Department is open from 8:00 a.m. to 4:00 p.m., Monday through Friday, excluding holidays. Rebecca Turner, Clerk-Recorder rturner@co.calaveras.ca.us Robin Glanville, Clerk-Recorder- Elections Coordinator rglanville@co.calaveras.ca.us Phone: (209) Amie Yepez, Recorder-Clerk ayepez@co.calaveras.ca.us Phone: (209)

3 Precinct Officers Training Manual Table of Contents While The Polls Are Open....1 Dues Of The Inspector....2 Precinct Supply Inventory List Opening the Polls...4 Opening the Polls Checklist Example Of A Polling Place Instrucons for AutoMARK Test Ballots....7 Auxiliary Bin Precinct Officer s Dues....9 Maintenance of Voter Index/Roster..10 Tally Sheet Provisional Ballot Officer...12 Vote By Mail and Provisional Voter Informaon Cross Over Vong Informaon Ballot Demonstrator Officer Vong Instrucons Assisng Officer Commonly Used Terms on Elecon Day Disability and Sensivity Awareness Curbside Vong. 24 Assisted Voters List Challenging a Voter Vote by Mail Ballot Deposit Closing Polls Checklist Ballot Statement Emergency Evacuaon What to bring back to Central Count. 32 Red Kit Organizaonal Chart County Government Center Map.34

4 WHILE THE POLLS ARE OPEN A Reminder to Voters and Precinct Officers Every operation, including opening and closing procedures, is public and anyone may observe. Observers, however, may not handle any election materials or interfere with the voting process. No electioneering within 100 feet of a polling place. (Elections Code 18370) Exit Polling is not electioneering because it is done after the voter has voted. However, anyone taking exit polls must remain 25 feet from the exit of the room where voting takes place. Poll watchers may observe what goes on at the polls and may use the posted Street Index. Poll watchers may not sit at the election table, may not interfere with the voting process, and may not be in the area of the voting booths. (Elections Code 14223) Only one person at a time is allowed in the voting booth except assisted voters or voters taking care of children. Children under the age of 18 years may accompany the voter in the booth. (Elections Code & 14224) Allow each voter ten minutes in the voting booth. If no other voters are waiting to vote, allow voters more time when they need it. (Elections Code 14224) Any person may look at the Roster of Voters if the Precinct Board Members are not using it and no voters are waiting to vote. (Elections Code Section 14223(b)) The Roster of Voters must remain on the election table, except in the case of curbside voting. Only Precinct Board Members or voters signing their names on the Roster shall be permitted to sit at the table used by the Precinct Board. (Elections Code 14223(a)) A majority of the Precinct Board Members must be present at all times. All members must be present when the polls close and must remain until they finish all closing procedures. No food or drink on the election table. NOTE: Conversation should be at a minimum while voters are in the voting booths. No political discussion at any time. No radios, newspapers, television or campaign literature in the polling place. Voters are not to use their cell phones while in the polling place. 1

5 DUTIES OF THE INSPECTOR The Precinct Inspector is responsible for the overall conduct of the Election within their precinct/ polling place. PRIOR TO ELECTION DAY: Verify that everything on the Precinct Election Supplies Inventory Sheet is included in the Precinct Supply Kit. Use the checklist in the supply kit to check off each item. There may be more items in the kit than are listed on the inventory sheet. If you are missing any items listed on the inventory sheet, call the Elections Office at (209) , (209) , or (209) Check your Official Ballots and Sample Ballot Pamphlets. Compare the ballot type number on the front of the sample ballot pamphlet with the number on the label on the official ballot box. These numbers should match. DO NOT open the official ballot box. This box is not to be opened until election morning at the polls or until specifically instructed to do so by the Election Office. If the ballot box is not labeled with the same ballot type as the Sample Ballot Pamphlet, notify the Elections Office Immediately. (209) , (209) , or (209) The Precinct Inspector shall, no later than Monday prior to election day, verify access into the polling site by 6:30 a.m. or earlier on Election Day. The Precinct Inspector shall make contact with each Precinct Officer to ensure everyone arrives at the polling place no later than 6:30 a.m. on Election Day. If unable to contact someone, contact the Election Office as soon as possible. Lunch breaks may be taken anytime during the day but a majority of the Board must be present at all times. All Board members must be present at the opening and closing of the polls. The Elections Office is available to assist you at all times. Please do not hesitate to call with any questions or concerns. (209) or (209)

6 Precinct Supply Inventory List 3

7 All Precinct Inspectors must arrive no later than 6:30 a.m. The Precinct Workers will administer the Oath of Office to the other Precinct Election Officials and have them all sign the oath statement, followed by the Precinct Inspector signing the oath statement. Utilizing the Opening Polls Check List make sure all items are completed to ready the polling place for voters. These items include: OPENING THE POLLS Arrange the polling location and setting up voting machines, making sure they are plugged in Verify tamper proof seals are in place on the M100 & AutoMARK. Run a Zero Report tape and be ready to show the tape to the first voter or election officials at 7:00 a.m. Each Precinct Officer must sign the Zero Report tape. Place the tape in the data transport bag and place bag in your supply kit. Post all signs and hang the American Flag. Set up voting booths. Place Voting Instructions on the inside of each voting booth. See Example of Polling Place setup on page 6. Call the Elections Office and provide Precinct contact phone number or a designated cell phone number that will be available for use that day. Designate a clock, watch, or cell phone as the official time to be used when opening and closing the polls. Be sure your watch or clock is accurate. Refer to Opening Polls Check List for complete details. OFFICIALLY OPEN THE POLLS: At 7:00 a.m. declare aloud The Polls are Open! (Elections Code Sections 14212, 14213) Display the Empty Ballot Box The Inspector will open the left door of the ballot box, the right door of the ballot box and the Auxiliary Bin in the front of the ballot box, to show all Precinct Officers and any voters present that the ballot box is empty. You may also show the zero tape to any interested person and then place it in the Data Transport Bag. Lock the Ballot Box, after displaying all three compartments. The metal ballot box will hold the voted ballots fed through the scanner. Provisional, Absentee and Mail Ballots will be placed in the appropriate envelopes provided in the Precinct Supply Kit. These ballots are NOT to be fed through the scanner. Under No Circumstances is the ballot box to be opened until after the polls close at 8:00p.m. (Elections Code Section 14215) 4

8 OPENING THE POLLS CHECKLIST Precinct Inspector will sign the Oath and Payroll Sheet and have each member of the Board to do the same. Place the original in the self addressed stamped envelope to be returned to the county, and the copy. Set up voting machines, making sure they are plugged in. Verify tamper proof seals are in place on the M100 & AutoMARK. Run Zero Report tape and be ready to show the tape to the first voter or election officials at 7:00 a.m. Each member must sign the zero report tape. (Place the tape in the transport bag for safe keeping.) Complete the Test Ballots through the AutoMARK. Fill out your Identification Badge. Wear it while you are serving. Sign the Declaration of Election Officers located on Page 2 of the Roster/Index. Check all envelopes etc., to ensure that the precinct number has been placed on each item. If not, please write it in. Display the American Flag outside the polling place where it can be seen. If you are in a multiple precinct polling site, only one precinct will have a flag. Post polling place signs outside. Post one copy of the Roster/Index just inside the entrance to the polls. Post No Electioneering signs 100 feet from the polling place. Post Tampering With Voting Equipment sign. Post two (2) HAVA SIGNS. One must be posted outside and one inside. Set up voting booths in such a way as to provide ease of access to the voter as well as maximum voting secrecy. The Election Officers should be stationed at a table between the voting booths and the polling entrance for security reasons; but, understandably, electrical outlets will ultimately dictate placement of the voting booths and ballot box. Remember voting booths may be daisy chained together so that only one outlet is required. Place Voting Instructions in each voting booth. Once the polls have been declared open, place Zero Report tape in the transport bag. (Do not seal until polls have been closed and the Totals Report has been signed and placed inside the bag.) 5

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10 INSTRUCTIONS FOR RUNNING TEST BALLOTS THROUGH THE AUTOMARK You will find two test ballots for each precinct in your polling place. Please mark each ballot with the AutoMARK to ensure the machine is properly marking the ballot. Refer to the AutoMARK User s Manual for detailed instruction. Once you have determined the machine is properly marking the ballot, place the marked ballots back into this envelope, seal with the attached label and place back into the AutoMARK case. If you determine the machine is NOT properly marking the ballot, call the Election Office immediately at (209) , (209) , or (209) Check the appropriate situation and have at least two officers sign. Properly Marked Ballots Incorrectly Marked Ballots Precinct Officer Precinct Officer 7

11 AUXILIARY BIN In the event that the Precinct Scanner is jammed or out of commission for a period of time: Open the flap/slot on the Auxiliary Bin and instruct voters to place their ballots in this bin until the Precinct Scanner is repaired or replaced. When the Precinct Scanner is repaired or replaced, scan the voted ballots that have been placed in the Auxiliary Bin. Inform any voters present what you are doing. DO NOT SCAN Provisional, Absentee, or Vote By Mail Ballots through the Precinct Scanner If a technician replaces a scanner, remove only the ballots from the Auxiliary Bin and scan them in the replacement, or second scanner. Call the Elections Office for further instructions. (209) , (209) , or (209)

12 PRECINCT OFFICER S DUTIES Processing a Regular Voter: ROSTER OF VOTERS OFFICER Ask the voter to state their name and residence address. (EC 14216). Check that the stated address matches the address printed in the Roster of Voters. When the name is found the officer will audibly repeat the name and address. If the address is correct, ask the voter to sign their name and print their residence address in the Roster of Voters on the signature line and proceed to receive their ballot. The Roster of Voters Officer will give the cross reference number to the Street Index Officer. The Roster of Voters Officer will then mark the Talley Sheet See Instructions on page 11. If ID Required is indicated next to the voter s name, ask voter to provide identification. If voter is unable to provide identification, they will need to vote by a Provisional Ballot. See Provisional Ballots on page 12. If Vote By Mail is indicated next to voter s name, ask voter to surrender their Vote By Mail Ballot. If Voter is unable to surrender Vote By Mail Ballot, issue a Provisional Ballot. See Provisional Ballots. If Voter cannot be located in the Roster check the Inactive List: If the voter appears on the inactive list and still resides at the address shown, have them complete a new registration card and sign the Affidavit of Continuous Residency after they have read and fully understood the Declaration at the top of the Affidavit. The Roster of Voters Officer shall then have the voter sign their name and print their residence address after their name on the inactive list, and allow the person to vote. If the voter no longer resides at the address listed on the inactive list, call the Elections Office to determine his/her precinct. The Voter DOES NOT sign the Roster/Index. If Voter cannot be located in the Roster/Index or the Inactive List: Contact the Elections Office to determine the correct Precinct and Polling Place for the Voter. (209) , (209) , or (209)

13 Maintenance of Voter Index/Roster INDEX ROSTER OFFICER DUTIES Do Not delay the voter in order to complete the posted Index The Precinct Board shall maintain the posted copies of the Index/Roster throughout the day by updating every hour: One Index is maintained on the table next to the Roster of Voters One Index is posted by the door which is marked and is updated each hour until 6:00 p.m. When the Roster of Voters Officer gives the cross reference number of the voter locate the voter s number on your copy of the Index then place a check mark in the space to the left of the voter s house number or draw a line through the name. Update the posted Street Index by the door once each hour until 6:00 p.m.. Line out the names of those who have voted since the last update. (Elections Code 14294) At 6:00 p.m. stop marking off the names of voters who have voted on the posted copy of the Roster/Index. (Elections Code Poll watchers are people that are working for a political party or a candidate. They use the posted Street Index to keep track of the voters who have not voted. They then conduct telephone campaigns to encourage the voters to get out the vote. Poll watchers using the Street Index must follow these rules: They cannot sit at the election table. They cannot take the Street Index out of the immediate area. The Street Index can be removed from the posted position for use, then must be posted by the entrance until 8:00 p.m. If more than one person or group wishes to use the Street Index, they must share it equally. The Street Index must be handed to a Precinct Officer for updating when requested. They cannot display campaign material, buttons, caps, etc. in the polling place. CONTACT THE ELECTION OFFICE (209) , (209) , or (209) IF ANY PERSON OR GROUP REFUSES TO FOLLOW THE RULES 10

14 TALLY SHEET The tally sheet is used to make the closing procedures easier and faster. When a voter signs the Roster, mark a slash on the tally sheet. Voter number 1 receives a ballot and a slash is placed through the number 1 on the tally sheet and so on throughout the day. When asked voter turnout throughout the day, this procedure will give instant results. Closing will be easier and take less time if the tally sheet, the number of ballots issued, and the total on the Totals Report tape from the Precinct Scanner match. This is the only tally that should be made in the Roster. Do not number the voters as they vote within the Roster itself. Never allow anyone to vote whose name does not appear on one of the Roster/Indexes without direct instruction from the Elections Office. However, if for any reason, you are unable to contact the Elections Office and the voter wishes to vote, allow the voter to vote provisionally. A voter should never be disenfranchised of their right to vote. Elections Office (209) , (209) , or (209)

15 PROVISIONAL BALLOT OFFICER Provisional Ballots are used by voters whose identities cannot be verified or in situations where there may be a question about a voter s eligibility to vote on Election Day in your precinct. (EC 14310) A PROVISIONAL VOTER is identified as one of the following: Voter s name does not appear in the Roster/Index Vote by Mail Voter who does not have a ballot Roster/Index indicates voter was issued a Vote by Mail Ballot but the voter cannot surrender the ballot. Voter s name is in the Roster/Index with an incorrect address the Precinct Officer can explain to the voter that they may be in the wrong polling place and offer to call the Elections Office to locate their correct polling place. If the voter does not want to do this, issue them a Provisional Ballot. First time voter in Calaveras County with no photo I.D. HAVA ID Required would be listed on the Roster/Index. Voter arrives after 8:00 p.m. and insists on voting. VOTING A PROVISIONAL BALLOT: Before Issuing a Ballot: VOTER must complete For The Voter portion on the back of the Provisional Envelope. Voter must fill out provisional information and Registration Card (if applicable) before a ballot is issued. When the Voter returns the envelope, check that everything is completed correctly. Check that the voter signed the Provisional Envelope. If voter does not sign their name, the ballot will not be counted. COMPLETE the Procedure for Precinct Officer portion on the pink Provisional Ballot Envelope. Add the precinct number and check the reason the voter is using a Provisional Ballot. If the voter is in the Roster but has a different address, check the circle Voter Not In Roster. When the voter returns the envelope, check that everything is completed correctly. Check that the voter signed the provisional envelope. ISSUE the voter a Provisional Ballot and explain to them after they have voted they are to place the ballot in the pink Provisional Envelope. Voter is NOT to proceed to the precinct scanner. If the voter completes a Registration Card place the card in the pocket on side 2 of the Provisional Ballot Envelope. If the voter requests a Sample Ballot Pamphlet, provide them one of the precinct copies. Ask the voter not to mark in it, and to return the Sample Ballot Pamphlet and sealed Provisional Ballot envelope to you. NOTE: Never handle a voter s voted ballot. The voter must insert their ballot into the pink Provisional Envelope and seal it personally. Elections Office (209) , (209) , or (209)

16 Vote By Mail and Provisional Voter Information The following describes in detail the different ballots and procedures to be followed for Vote by Mail (VBM), Provisional, and Spoiled Ballots. If in doubt, CALL the Elections Office: (209) , (209) , or (209) Voted Vote by Mail Ballot turned in at polls Vote by Mail Ballot No Envelope Vote by Mail Ballot returned by someone else Vote by Mail Voter with no Ballot to surrender (if listed in the Roster) Check for Signature The voter does NOT sign the Roster. The ballot is placed in the designated envelope. Have Voter place their ballot in a yellow VBM Envelope. Voter must print name and address, sign and seal envelope. Voter does NOT sign Roster. Precinct Officer indicates precinct number on backside of sealed envelope. Check that the VBM Envelope is signed on the back by the voter and the designated person. They do NOT sign the Roster. The ballot is placed in designated envelope. Vote Provisional Mark the Absentee Voter circle on the pink Provisional Envelope and the voter completes the Declaration of Voter. Voter signs provisional envelope. Voter does NOT sign Roster. Precinct officer completes upper left side of provisional envelope and completes Reason for Using Provisional Envelope section. Permanent Vote by Mail Voter Voter is NOT on the Roster Voter Moved within Calaveras County - OR- Voter is listed on Roster but has a different address Spoiled Ballot or Spoiled Vote by Mail Ballot Surrendered Vote by Mail Ballot If a voter is a permanent absentee and they state they do not want this status, they must send written notice to the office that they want their permanent status removed. Vote Provisional Mark the circle not on the Roster/Index on the pink Provisional Envelope and have the Voter complete the Declaration of Voter and a voter registration card. If the voter is in the Roster/Index, they may vote one time at their old polling place. The voter completes a regular Registration Card and returns it to the Precinct Officer or the voter may mail it in. If the voter is in their new polling place and not listed in the Roster, they will use the Provisional process. This is a ballot wrongly marked or damaged by the voter. If regularly issued ballot, mark spoiled and place in the appropriate envelope. If a VBM Ballot, have the voter check the spoiled box on VBM Envelope, seal and place in the spoiled envelope. A voter is to receive no more than three (3) ballots, including their original ballot. This is when an un-voted vote-by-mail ballot is returned to a poll worker because a person wishes to vote instead on a poll ballot. Follow the Instructions on the surrendered ballot envelope. 13

17 Cross-Over Voting Information What is cross-over voting? A voter who is registered No Party Preference, but would like to vote on a party ballot, can cross over to that another party. In January, each qualified party in California decided if they would allow people registered as No Party Preference to vote on their party s ballot. This election, Democratic, Libertarian, and American Independent Party allowed this. However, Republicans, Green, and Peace and Freedom did not allow this for this election. Quick steps: If the voter is registered as No Party Preference, under the Party column they will show NPP. 1) Ask the voter which party ballot they are requesting. 2) If they request the party ballot for the: Democratic (DEM) Libertarian (LIB) American Independent (AI) A. Write the party code on the line next to NPP B. Have the voter sign the roster C. Issue that party s ballot Or If they request the party ballot for the: Republican (REP) Green (GRN) Peace and Freedom (PF) 1) Remind the voter a person must be registered with a party 15 days before Election Day to vote on that party s ballot. 2) If the voter still requests another party s ballot issue a provision al ballot for the requested party. 14

18 Cross-Over Voting Information Continued OR If they request the party ballot for the: Republican (REP) Green (GRN) Peace and Freedom (PF) 1) Remind the voter a person must be registered with a party 15 days before Election Day to vote on that party s ballot. 2) If the voter still requests another party s ballot issue a provision al ballot for the re quested party. A. Provide a provisional ballot B. Voter must sign the Provisional Roster Do not have them sign the roster. 15

19 BALLOT DEMONSTRATING OFFICER Be sure the voter s right has been established by the Roster of Voters Officer before issuing a ballot. Be Aware Use ballots in numerical order starting with the lowest number. Check the ballot for any smudges or missing printing. If there are any, write spoiled across the ballot. Place ballot in Spoiled/Surrendered Envelope. Do not issue a ballot to a voter unless a booth is available. Be very explicit when explaining the process to the voter. Be sure to remove the ballot stub from the bottom of the ballot and give it to the voter. Issue the voter a Secrecy Sleeve to place their ballot in after they have voted. DO NOT issue a Secrecy Sleeve to a voter voting a Provisional Ballot. The pink Provisional Envelope takes the place of a sleeve. If the voter requests a copy of a Sample Ballot Pamphlet/Voter Information Guide, or a State Pamphlet, give them one and explain to the voter they are not to make any marks in the pamphlets and to return it to you after they have finished voting. Instruct the Voter: To mark the ballot with the pen supplied. They must fill in the oval by their selection for the candidate or measure, not a or X. After they have voted, they are to insert their voted ballot into the Secrecy Sleeve and proceed to the Precinct Scanner. The Assisting Officer will instruct them on the procedure for using the Precinct Scanner. They may give the pen and sample ballot pamphlet to the Assisting Officer. Using the Provisional Ballot process, they must fold the ballot and place in the pink Provisional Envelope before returning the voted ballot to the Precinct Officer processing the Provisional Ballots. The voter must complete the Declaration of Voter section. If the voter is not in the Roster, they are required to complete a Voter Registration Card. The officer will see that the card is completed and insert it in the pocket on side 2 of the Provisional Envelope. Inform the voter that he/she may find out if his/her vote was counted by telephoning the Election Office (16) days after the election. Elections Office (209) , (209) , or (209)

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21 ASSISTING OFFICER The Assisting Officer will assist the voter in using the Precinct Scanner and the AutoMARK. Instruct the voter on the proper procedure and ask them if they would like a demonstration. Explain to the voter the proper procedure for inserting the ballot into the Precinct Scanner or AutoMARK. The Secrecy Sleeve is used to ensure the privacy of their vote. If a voter has a pink Provisional Envelope, DO NOT ALLOW THEM TO USE THE PRECINCT SCANNER. Direct the Provisional Voter to the Provisional Ballot Officer. OVER VOTE: If the voter has over voted (made more selections in a contest than allowed or marked the Yes and No on a measure) the machine will display this message: ONE CONTEST HAS TOO MANY VOTES If the voter selects Accept, the ballot will be counted. If the voter selects Return the ballot will be returned uncounted. The Assisting Officer will mark the ballot Spoiled and the voter will be issued another ballot. After the voter has voted the second ballot they may place it in the Precinct Scanner. The voter can only receive a total of three (3) ballots. If the voter requests a third ballot, remind them that this is the last ballot that can be issued. The Assisting Officer must not look at or handle any voted ballots unless the voter gives explicit permission to do so. If there are any problems with the Precinct Scanner or AutoMARK, refer to the troubleshooting section of the AutoMARK manual, or contact the Election Office at (209) , (209) , or (209) Only voted ballots are to be processed through the Precinct Scanner. Do not scan Test Ballots, Provisional Ballots or Vote By Mail ballots. 18

22 Commonly Used Terms on Election Day For More Definitions Refer to the Secretary of State s Election Officers Digest Year 2016 (Included in Precinct Supplies) Abandoned Ballot: A ballot a voter left without casting. ADA: Americans with Disabilities Act. est Assisted Voter: A voter who request assistance in voting a ballot. (See page 20) AutoMark: A unit that is an optical scan ballot marker, designed to assist a person in marking a ballot. Auxiliary Bin: The compartment located in the front of the ballot box used when the precinct scanner is nonfunctional. Ballot: A sheet containing the names of all candidates, measures, questions and issues for which the voter is entitled to vote. Ballot Box: A container in which the voted ballots are held. Ballot Statement: Located in the precinct kit and is used to give an account of all ballots issued by the precinct. It must be completed and signed by all Precinct Officers. Ballot Stub: A serially numbered stub attached to the bottom of the ballot. Cancelled Ballot: A ballot that the voter did not vote and returned prior to leaving the polling site. Crossover Voting: Voter is registered as a No Party Preference, but would like to vote another parties ballot. Data Transport Bag: Attached to red supply bag and not to be removed. This shall contain Zero Report tape, Totals Report Tape and keys to be returned election night. Electioneering: Taking an active part in an election campaign. This includes distributing campaign materials, soliciting votes, etc. Not allowed within 100 feet of the Polling Place. Exit Polling: Interviewing voters after they have voted. Must be conducted at least 25 feet from the entrance of the polling place. Interviewers must have permission from the voter. HAVA: Help America Vote Act est Inactive Voter: Either Registrar of Voters Office received notification the voter moved or the voter has not voted in two consecutive Federal General Elections. Initiative: A method for registered voters, by petition, to propose a law and to place it on the ballot or before governing body for approval. 19

23 Commonly Used Terms on Election Day Inspector: Person in charge of precinct on Election Day. I.S.A. (International Symbol of Accessibility): Indicates accessible entrances, information, facilities, transportation and amenities. M100: The electronic scanner that the voted ballot is fed into that reads, counts and deposits it into the ballot box. Measure: Any constitutional amendment or proposition submitted to a popular vote at any election. Nonpartisan Office: An office in which no party may nominate a candidate. Judicial, school, county and municipal offices are nonpartisan offices. Over Vote: When a voter has voted for more choices than allowed. The precinct scanner will identify and notify the voter if they have over voted. Partisan Office: An office in which a party may nominate a candidate. Permanent Vote-By-Mail Voter: A voter whom requested a ballot be mailed to them for all elections. Poll Watchers: Individuals who check Street Index to see who has not voted in order to contact those voters and remind them that it is Election Day. Generally these individuals are working with one of the political parties, candidates, or for measures. Precinct Supply Kit: A box which contains forms and materials required at the polling site. Roster/Index: A listing containing the name, address, and political affiliation of each registered voter. Spoiled Ballot: A ballot on which a voter has not correctly marked the candidate(s) or issues(s) of his/her choice.. Test Ballot: A ballot to test the accuracy of the AutoMARK on election morning. Top Two Primary: All candidates for a voter-nominated office are listed on the ballot regardless of party and the top two vote getters move on to the General Election. Voter-Nominated Office: State Legislative Offices, U.S. Congressional Offices, and State Constitutional Offices. 20

24 Disability and Sensitivity Awareness DISABILITIES AND THE LAW Voters with disabilities have the right to cast a ballot independently and privately at the polling place on Election Day. The Elections Department, along with the Poll Worker, will work together to ensure that all voters with disabilities are provided equal access, receive needed assistance, and are provided necessary accommodation. ACCESS: Polling places should be set up and organized to allow physical access to the polling place for all voters, including an accessible path of travel. Some polling places are provided additional modification equipment, such as alternative entrance signs, and cones to identify designated accessible parking spaces. (see the ADA Guide for your Polling Place) ASSISTANCE: Voters have the right to receive voting assistance for any reason. Voters can bring up to two people into the voting booth. If requested, you can provide assistance to the voters. ACCOMMODATION: A magnifying sheet and pen grips are available to assist voters read and mark the ballot. The AutoMARK Accessible Voter Machine allows voters to mark a paper ballot using a touch screen and audio interface. At least one accessible voting booth to each polling place. Chairs can be used with the accessible voting booth for voters who prefer to sit while marking their ballot. WHEN ASSISTING VOTERS WITH DISABILITIES: Use common sense. People with disabilities want to be treated the same as everyone else. Show them the courtesy and respect that you expect to receive from others. Ask before you help. Before offering assistance ask the voter if he or she would like assistance. Communicate directly with the voter. Some people with disabilities may have an assistant, interpreter, or companion with them. When assisting voters with any type of assistance, be sure to direct your questions and responses to the voter. 21

25 Disability and Sensitivity Awareness Cont d. When Assisting Voters with Disabilities cont d: Use people-first language that emphasizes the person rather than the Disability. A person with a disability rather than a disabled person. A person with a physical disability rather than a physical disabled person A person who uses a wheelchair rather than wheelchair bound PREFERRED LANGUAGE TO BE USED FOR PERSONS WITH DISABILITIES Use the words below after Person who is/has. blind/visually impaired mental retardation a wheelchair-user cerebral palsy a developmental disability deaf/hard of hearing a psychiatric disability a paraplegic seizures OUTDATED/INACCURATE TERMS AND EXPRESSIONS Do not refer to people as handicapped. A handicap is a physical or attitudinal constraint that is imposed upon a person, regardless of whether that person has a disability. For example, narrow doorways and curbs are handicaps imposed upon people with disabilities who use wheelchairs. These words and expressions have strong negative attitudes expressed in our language. Eliminating the bad words is as important as using the good words. Avoid using the following: afflicted unfortunate cerebral palsied retard deaf and dumb spastic, spaz stricken defective suffers from victim wheelchair bound deformed gimp invalid withered cripple, crip lame poor maimed paralytic, arthritic, crazy, insane, confined to a wheel chair epileptic psycho, schizo PRECINCT OFFICERS NEED TO KNOW: How to identify persons with disabilities. How to assist persons with disabilities using patience and sensitivity to enable all voters to vote. Be prepared Be aware Be sensitive Be positive 22

26 Disability and Sensitivity Awareness Cont d. The following guidelines are to help you recognize and respond to the needs and sensitivities of voters with a range of specific disabilities. Blindness or Impaired Vision Here is how you can best assist persons with visual impairments in polling places. Offer your arm or shoulder. Provide specific directions in the polling place, i.e. 20 feet straight ahead. Assist with filling out forms; use a ruler on the signature line in the roster so the voter will be directed where to sign their name. Offer the magnifier for persons with impaired vision or describe the zoom function on the AutoMARK. Remove any unnecessary clutter in the polling place area and clear the path of travel from the voting booth to the Precinct Scanner. Speak directly to the voter and not a companion. Do not pet, feed or distract a service animal. Do not talk any louder than usual. People with visual impairments can hear. Stand where the voter can see you with light in front of you. Deaf or Hard of Hearing To identify a voter who is deaf or hard of hearing, look for and be aware of persons who use sign language, wear a hearing aid or are accompanied by a service animal. To assist a person with hearing impairments. Stand where the voter can see you with light in front of you. Speak clearly and directly to the voter. If an interpreter is present, speak to the voter, not the interpreter. Keep hands away from lips (the voter might lip read). To get the voter s attention, tap the voter s shoulder - do not yell. Be prepared to communicate with written notes. Assisting a Person Using A Wheelchair Make sure the sign-in table has plenty of knee clearance for wheelchair and scooter users. Talk eye to eye and sit down when talking to a wheelchair user. Do not touch the wheelchair or scooter as this is considered an extension of the voter s body. Never pat a wheelchair user on the head. 23

27 CURBSIDE VOTING Curbside Voting (Elections Code 14282) If a voter with disabilities appears outside the polling place and is unable to enter, a Precinct Officer shall take the Roster, a Ballot, pen, Secrecy Sleeve, a Sample Ballot Pamphlet, State Pamphlet and any other election material to the voter, to allow them to vote. The voter votes the Ballot, places the Ballot in the Secrecy Sleeve and hands it to the Precinct Officer who will then take the voted ballot to the Precinct Scanner. Curbside Voting If a voter requests curbside voting, do not ask the voter Why they are using curbside voting. If possible two Precinct Officers will take the Roster, Sample Ballot Pamphlet, State Pamphlet, Secrecy Sleeve, Ballot and a marking pen. The voter will sign the Roster, vote their Ballot and place it in the Secrecy Sleeve. The Precinct Officer should ask the voter to review their ballot before placing it in the Secrecy Sleeve, to make sure it is voted in the manner intended. The Precinct Officer will take the voted Ballot into the polling place and insert the Ballot in the Precinct Scanner. Common Courtesies to All Voters Do not express personal comments or opinions in the polling place, especially regarding party choices or any candidates or measures. Be considerate of the extra time it may take a voter to cast their ballot. Some disabilities cannot be seen. It is very important to keep the polling places as quiet as possible when voters are present. TREAT ALL VOTERS WITH RESPECT! JUST AS YOU WOULD LIKE TO BE TREATED. 24

28 ASSISTED VOTERS LIST (NO SIGNATURE REQUIRED) PRECINCT OFFICER (Administers this Oath) I, (voter s name), DO AFFIRM THAT I REQUEST ASSISTANCE MARKING MY BALLOT. The person(s) assisting a voter shall not give any information concerning the marking of that ballot, shall not be the voter s employer, an agent of the voter s employer, or an officer or agent of the union of which the voter is a member. *(Elections Code Sections and 14283) PRINT NAME OF VOTER RECEIVING ASSISTANCE IN THE AREA PROVIDED FOR IN THE FRONT OF THE ROSTER/INDEX 25

29 CHALLENGING A VOTER On Election day a Voter s right to vote may be challenged by a Precinct Election Officer only and for the following reasons: Not the voter whose name appears in the Roster/Index The person had already voted that day The voter has moved from the precinct The voter is not a citizen of the United States The voter is on parole for the conviction of a felony If a voter is challenged for any of these reasons, ask him/her to swear the following declaration under penalty of perjury, then allow them to vote: Do you swear or affirm that you (fill in the proper circumstances). If the voter answers Yes - do not ask any other questions. Allow the voter to vote. If the voter answers No or the voter refuses to take the oath, or refuses to be sworn and answer the questions concerning the mater of residence, DO NOT LET HIM/HER VOTE. If the voter insists on voting, issue a Provisional Ballot After performing the challenge, fill out the challenge form inside the front cover of the Roster/Index The Elections Office is available to assist you at all times. Please do not hesitate to call with any questions or concerns. (209) or (209)

30 VOTE BY MAIL DEPOSIT VOTER DOES NOT SIGN ROSTER/INDEX Any voter may deposit their voted Vote by Mail Ballot at any polling place within the jurisdiction holding the election (any precinct in the county). The voter may designate his or her spouse, child, parent grandparent, grandchild, brother or sister to return his/her ballot, if he/she is unable to do so personally. DO NOT OPEN the Vote by Mail Ballot. Vote by Mail Ballots turned in at the polls are processed during the official canvass. Put the voted Vote by Mail Ballots inside clear plastic bag for transporting to the Election Department. No voter s signature or further action on your part is required. If the voted ballot is in the original envelope, confirm that the envelope has been sealed and signed by the voter. The voter DOES NOT sign the Roster/Index. The ballot is placed inside the designated envelope. If the voted ballot does not have the original envelope, have the voter place their ballot in a yellow Vote by Mail envelope and the voter must print name and address, sign and seal envelope. The voter DOES NOT sign the Roster/Index. The Precinct Officer will indicate the precinct number on backside of sealed envelope. The ballot is placed inside the designated envelope. If the voted ballot is being returned by someone else, confirm that the envelope is signed by the voter and the designated person. The voter DOES NOT sign the Roster/Index. The ballot is placed inside the designated envelope. If the voter has a Vote by Mail Ballot, but wants to vote at the polls, they may do so upon surrendering the UNVOTED Vote by Mail Ballot. If the Vote by Mail voter wants to vote at the polls, but they do not have a ballot to surrender. Check to see if voter is listed on Roster/Index and then issue a Provisional Ballot. See Provisional Ballot on page 12. If the voter claims that they failed to receive a Vote by Mail Ballot, call the Election Department at (209) , (209) , or (209) for final determination and instructions. 27

31 CLOSING POLLS CHECKLIST At 8:00 p.m. declare aloud that the The Polls are Closed (Elections Code 14401) ALL PRECINCT OFFICERS MUST BE PRESENT Station one Precinct Officer at the end of the voting line to designate the last person eligible to vote and/or a person at the door and do not allow anyone else in until those in line have voted. Permit everyone in line to vote, but do not allow anyone who arrives after 8:00 p.m. to enter the line and vote. (Elections Code 14402) Make sure there are no ballots in the Auxiliary Bin. If there are, run them through the scanner. Run the Totals Report and sign (by all officers). Bring in all items posted outside the polling place. Before any ballot is removed from the ballot box, Precinct Board Member(s) shall render the unused ballots unusable by: Completing the Quantities of BALLOTS Enclosed portion of the Seal For Unused Ballots All Precinct Officers must sign the Declaration portion of the seal, certifying that the ballots were placed in the envelope in their presence. After signing the seal, it shall be placed on the envelope so that the envelope cannot be opened without tearing the seal. (Elections Code 14404) Remove Ballots from Ballot Box. Remember to check both right and left sides of the box. Separate ballots by party or ballot type, if applicable. Complete the Ballot Statement: Line 1 Total number of ballots received from the Elections Office. Line 2 Number of Unused Ballots. Line 3 Number of Spoiled Ballots. Line 4 Number of Provisional Ballots: Count the number of Provisional Ballots Line 5 Number of ballots cast from precinct scanner (M100) tape Line 6 Total Number of Ballots: Add lines 2, 3, 4 & 5. *These totals should match those on Line 1. Line 7 Enter the last number crossed off on the tally sheet located on the back cover of the roster or the total number of signatures in the roster. Line 8 Number of mail ballots received. These are Vote by Mail (absentee) ballots voters have chosen to turn in to a polling place, rather than mail to the elections office. These ballots are placed in the designated envelope. If more than one envelope was used, write the total number of ballots enclosed on the front of each envelope. 28

32 CLOSING POLLS CHECKLIST Cont d. If the Ballot Statement does not balance, recount ONCE more. You may have made an error in counting your unused, spoiled or voted ballots. Your voter tally of signatures may not be accurate. Recount your signatures. If the Ballot Statement still does not balance, DO NOT RECOUNT AGAIN. Write a brief explanation as to why you think it doesn t balance. This will aid in the Canvass. HOWEVER, IF THE DISCREPANCY IS LARGE, PLEASE CONTACT THE ELECTIONS OFFICE IMMEDIATELY. After the above steps have been completed, all Precinct Officers must sign the Ballot Statement Certificate. Place the white copy of the Ballot Statement and the Results of Write-In Cast in the white addressed, postage paid envelope and mail to the Elections Office on your way in. The yellow copy of Ballot Statement and blue copy of Results of Write-Ins Cast is to be returned with the Ballots and supplies. All Precinct Officers must sign the tamper proof seal (red) and cause it to be attached to the Voted Ballot Container flap so that the container cannot be opened without cutting the seal. Place Totals Tape and keys in the Transport Bag with the Zero Tape and seal the Transport Bag with seal provided. Unplug and pack up voting booths. (Do not bring back to the Elections Office. These items will be picked up the following day by staff.) Gather all ADA equipment that was set up. Barricades, cones etc.. (Do not bring back to the Elections Office. These items will be picked up the following day by staff.) Ballots must be returned to the Elections Office (or a transfer site, if the Elections Official has designated one for your precinct) by TWO Precinct Officers. (Elections Code 14434) If you have any questions or concerns during this process, do not hesitate to contact the Elections Office at (209) , (209) or (209) Staff will be available at all times to assist you. 29

33 WHITE COPY MAIL YELLOW COPY BRING BACK TO CENTRAL COUNT 30

34 In the event of a medical or other emergency requiring assistance from the Sheriff, Fire Department or Medical Personnel, first call the Sheriff at (209) or 911 then call the Elections Office at (209) If you are required to vacate the polling place, take the following items if time allows: Precinct Scanner Roster of Voters Unused Ballots Supply Container 31

35 WHAT TO BRING TO CENTRAL COUNT M100 PRECINCT SCANNER SEALED TRANSPORT BAG ZeroTape Totals Tape Yellow copy of Ballot Statement Audit Log Keys VOTED BALLOTS Sealed and signed by the Precinct Board RED ROLLING SUPPLY BAG Supplies enclosed. See the Red Kit Organizational Chart DO NOT BRING BACK THE FOLLOWING: AutoMARK Table Large Metal Ballot Box Voting Booths ADA Equipment These items will be picked up the day after the election by staff. 32

36 RED KIT ORGANIZATIONAL CHART Voted Ballots Only Voted ballots that ran through M100 should be placed in this box. If there is space, place inside red bag otherwise place on top of red kit. Keys Seal Inside clear pocket of data transport bag aached to red kit. M100 Tape Zero & Totals Seal Inside clear pocket of data transport bag aached to red kit. Ballot Statement Fold & place yellow copy in clear side pocket of red kit. Mail white copy in postage paid envelope provided. Voted VBM Ballots Seal inside clear plasc bag provided and set on top of supply box inside red kit. Voted Provisional Ballots Seal inside clear plasc bag provided and set on top of supply box inside red kit. Roster Zip inside side pocket of red kit. Completed Registraon Cards Place inside manila envelope labeled completed registraon cards and set on top of supply box inside red kit. Supply Box All misc. supplies are placed within this box. Place supply box at boom of red kit. 33

37 MAP OF CENTRAL COUNT LOCATION 34