Election Inspector Training

2014 Part 1

Equipment at the PollsOptech InsightBallot Storage ContainerVoting StationsSupply BoxAutoMark Terminal for

handicappedE-Pollbook laptop/scanner

Before the Polls OpenReport to your precinct at 6:00 am.Clerk/Chairman administers Oath of

Office and all inspectors sign Oaths in the Poll Book including the person administering the Oath (Page I).

Use the checklist beginning on Page 1 of your Poll Book, Preparing and Opening the Polls

Manual – Opening the Polls

Prepare the Polling Place/InsideEstablish a proper barrier to separate the voting area from the

rest of the room.Arrange workstations to ensure orderly processing, Help Desk opt.

Prepare voting stations including one for voters who are handicapped (from a seated position, requires writing surface & secrecy).

Verify contents of Precinct Kit and check supplies Post Instruction Ballot Notices, Handicap Signs, Voter ID

Requirements, Election Inspector Certificate, Sample ballots (both sides), Proposal Posters if applicable, etc.

Be prepared with Audio and Braille Voter InformationPrepare a Demonstration area Display the flag (may be inside or outside)

Manual – Opening the Polls; Maintaining Order in the Polls

Post Precinct Identifier, Vote Here Signs, etc.

Measure and post 100 foot markBe certain area is clear for

handicapped votersDisplay the flag

(may be inside or outside)

Prepare the Polling Place/Outside

Manual – Campaigning at Polls

Verify BallotsUnlock Optech bin to remove official ballots.Determine the number of ballots received at

the precinct.Verify and record ballot styles, starting and

ending ballot numbers in the EPB/Ballot Summary/Section A.

Complete Receipt of Election Supplies and Ballots delivered to the precinct, and place Receipt in Envelope #3.

Optech InsightFront View of the Tabulator

Paper (Results) Tape Slot

Green ‘Ready for Ballots’ Light

Public Counter Display

Red Power Light

Ballot Slot Ballot Platens

Optech InsightRear View of the Tabulator

Rear Access Lid

Override [3] Key Access Hole

Keypad

Paper Tape

Serial No.

Memory PackDoor

Rear Access Lid Lock & Lid Latch

Instructions for replacing thermal paper

Optech Insight Refer to Election Inspectors’ Guide for Optech Insight

Check for Correct Precinct Tabulator, verify serial and seal numbers with Clerk’s Preparation Certificate (Page 3).

Election Inspectors’ Guide for Optech Insight – Opening the Polls; Poll Book Page 3

Optech Insight Refer to Election Inspectors’ Guide for Optech Insight (Feb 2006)

Inspect Tabulator Ballot Container – be certain all 3 compartments are empty!

Position Tabulator to ensure the secrecy of the ballots and maintain a 10-foot free zone around the tabulator

Main Ballot BinWrite-In Ballot Bin

Auxiliary Bin

Election Inspectors’ Guide for Optech Insight – Opening the Polls

Optech Insight continued

Prepare the Precinct Tabulator, plug in to electrical outlet, verify printed reports:

► First section: ensure tape indicates “All Checksums Reset and Verified”.

► Next, ensure the “Total Ballots Cast” shows 000 (zero), and the proper precinct number has printed!

► Proof the ballot by comparing all offices, candidates, and proposals printed on the “Vote Totals Report” against an official ballot AND an instruction ballot. All vote totals should be 000 (zero)!

All inspectors must sign the “Vote Totals Report”.Report should indicate “Polls Open, OK to read ballots”, the green

ready light should display on the front of the Tabulator, the Public Count of 000 (zero) should display in the window.

Election Inspectors’ Guide for Optech Insight – Opening the Polls

AutoMARKRefer to Election Inspectors’ Guide for AutoMARK VAT (June 2006)

Verify Terminal serial and seal numbers with Clerk’s Preparation Certificate (Page 3).

Position Terminal to ensure the secrecy of the ballots, set screen in upright position, adjust the angle, leave 5’ of space for voters to safely navigate around the machine.

Print a TEST BALLOT for each ballot style

Election Inspectors’ Guide for AutoMARK VAT– Opening the Polls, Poll Book Page 3

AutoMARK continued

Inspect the Test Ballot, ensure:► All vote positions appearing on the ballot have been

marked.► Each mark is within the target area of each vote position,

and► The name of each candidate that is over-laid on the ballot

is the same as the name that is printed on the ballot!Place Test Ballot(s) in Envelope #3.Press ‘Done’. Turn key to the ‘On’ or middle position.Screen will display “Insert Your Ballot” when ready.

Election Inspectors’ Guide for AutoMARK VAT– Opening the Polls

Electronic Poll BookRefer to Electronic Pollbook Election Inspectors’ User Manual

Log into EPB and Encrypted flash drive’s Privacy ZoneAssign/create a user name and password for each EPB inspector to use

when they log in/out of the EPB.If you have a split precinct, identify the first character of the ballot

number with an ‘A’ (for ballots style A), ‘B’, ‘C’, etc.

EPB Election Inspectors’ User Manual

Ready to OpenImmediately notify the Clerk of any

problems!Do not allow voters to use the Terminal or

the Tabulator until the official opening of the polls at 7:00 a.m.!

Once all steps have been completed, all inspectors must sign the Election Inspectors’ Preparation Certificate (Page 3).

The Polls Officially open at 7:00 a.m.!

Election Inspectors’ Guide for Optech Insight – Opening the PollsElection Inspectors’ Guide for AutoMARK VAT– Opening the Polls

The Polls Officially open at 7:00 a.m.!

“Hear ye, hear ye … the Polls are now open!!”

Inspector #1 instructs voter in completing the application, asks for Photo ID (or has voter complete an Affidavit in absence of

photo ID), and offers instruction.Inspector #2/Computer Operator scans driver’s

Processing VotersProcessing procedures may be rearranged to meet administrative preferences.

VIEW BoE video ‘Election Day Precinct Activities: Processing Voters’ OR …

Manual – Processing Voters

license, process in EPB, assign ballot number on application, and initial. Then passes ID and application to Inspector #3 (no

interaction with voter).Inspector #3 matches application to ballot

and places ballot in secrecy sleeve, gives ID and ballot to voter.

Processing VotersProcessing procedures may be rearranged to meet administrative preferences.

Voter votes ballot.After voting, inspector #4 checks ballot number

on stub with the ballot number recorded on the application. If numbers match, remove the stub, place the application on the spindle ensuring name, voter number, ballot number, ballot style are on each application. Allow the voter to properly place the ballot into the tabulator. The voter leaves the secrecy sleeve on the tabulator, or returns it to Inspector.

Manual – Processing Voters

Processing VotersProcessing procedures may be rearranged to meet administrative preferences.

Voter places ballot into Optech. Inspector and other voters are at least 10 feet away from the machine.

Optech provides an audio and visual confirmation.If the ballot is returned back to the voter: First ask the voter to conceal his/her ballot with the

secrecy sleeve before YOU approach the tabulator. Inspector then proceeds to Optech and reads the

error message to the voter; then refers to the appropriate ‘script’.

Manual – Processing Voters; Election Inspectors’ Guide for Optech Insight – Rejected Ballot

Choices for Voter when an error has occurred on the ballot

If voter asks inspector to accept the ballot, the inspector may press the #3 key at the rear of the Optech Tabulator to override the vote.

If voter wishes to correct the ballot, the inspector instructs voter to return to E-Poll Book Inspector to have a new ballot issued (placing the original ballot in the #4 “Spoiled Ballot” envelope). Refer to page 4 in the Poll Book for correct procedure to follow.

Election Inspectors’ Guide for Optech Insight – Rejected Ballot

Voter does not appear on the list!

If voter does not appear in the E-Poll Book, call your local clerk immediately, before adding any names to the list.

Ask voter to step aside from the table – to the Help Desk area, so as not to disrupt the voting process.

Manual – Missing Registration

Provisional BallotsVIEW BoE video ‘Election Day Precinct Activities: Provisional Ballots’ OR…

If directed by the local clerk, use the 4-step Provisional Ballot form.

If elector answers YES to all 4 questions, issue a Provisional Affidavit Ballot.

If elector answers NO to any of the 4 questions, issue a Provisional

Envelope Ballot.

Missing Registration: ExceptionHas valid receipt

If an elector presents a voter registration application receipt validated on or before the “close of registration” for the election at hand, they can vote.

As a precondition to voting, the elector must complete and submit a new voter registration application.

Add voter’s name to the ‘Unlisted Tab’ in the E-Poll Book, and in the “Remarks Section”.

Manual – Missing Registration

Missing Registration: Exception Registered at another precinct

If elector is registered at a different precinct and the voter is willing to travel to the proper location, no other action is needed.

However, if the elector is not willing to travel to proper location, the Chairman will give instructions on completing a provisional ballot.

Manual – Missing Registration

Assisting VotersA voter who is blind, disabled, or unable to read or write

may be assisted by a person of their choice regardless of their age or eligibility to vote.

The person assisting the voter cannot be their employer, agent of that employer, or an office or agent of a union to which the voter belongs.

For any other reason, they must be assisted by 2 election workers of different political parties.

Manual – Assisting Voters

A complete record of the matter must be entered into the Remarks Section of the Poll Book,

including the name of the assisted voter and the person or persons who gave the assistance.

Campaigners/Interest Groups/Exit PollstersVIEW BoE video ‘Election Day Precinct Activities: Campaigning’ OR…

A person shall not distribute stickers, solicit donations, or display election materials within 100 feet from any entrance to the building in which the polling place is located.

Exit Pollsters must remain at least 20 feet away from the entrance of the building in which the polling place is located, may not enter the building in which the polling place is located and may not question any person entering the building in which the polling place is located.

Manual – Campaigning at Polls/Exit Pollsters

Challengers / Poll WatchersVIEW BoE video ‘Election Day Precinct Activities: Challenges’ OR…

Challengers may be appointed by political parties and qualified interest groups to observe the election process (not candidates).

They cannot have more than two challengers present at anytime; however, only one may challenge at any given time.

They have the right to challenge a person’s qualifications to vote if they have reason to believe that the person is not qualified to vote in the precinct, and challenge the actions of the election inspectors.

Challengers must conduct themselves in an orderly manner at all times, and cannot be disruptive.

They must show a ‘Challenger Card’ upon entering the precinct, and wear an ‘Election Challenger’ badge at all times throughout the day.

They cannot campaign, distribute literature or display any campaign materials or clothing.

Manual – Challengers/Poll Watchers

Processing Absentee BallotsAbsentee ballots may be processed throughout the day as time permits.

Two inspectors from opposing parties should process AV ballots.Absentee ballots can be accepted right up until 8:00 pm election

day – clerk should check with Post Office and drop boxes for returned ballots on election day.

Return unopened AV envelope to Clerk if:► the envelope is not signed► the person does not appear on the registration list.Do NOT open the envelope if: ► You become aware the voter died since returning his/her

ballot.

Manual – Processing Absentee Ballots

Record unusual circumstances in the Remarks Section of the Poll Book!

Checks and Balances /Quality Control

VIEW BoE video ‘Election Precinct Activities: Checks and Balances’ Day’

Bureau of Elections Video

To instill the integrity of the election process.

Tasks of Election Workers of Different PartiesMatching Applications to Vote Ballot Jams

Jammed BallotAsk voter to cover his/her ballot with secrecy sleeve before approaching tabulator.

With two hands, firmly tug to remove ballot.Inspector looks at tape to see if ballot was counted.For difficult jam, contact local clerk for a technician.Unplug Optech.Use round key to open the Auxiliary Bin and lock in place.Instruct voters to place ballot in Auxiliary Bin with stub

removed.Contact local clerk for instruction on use of battery backup.

Election Inspectors’ Guide for Optech Insight – Ballot Jam

Record unusual circumstances in the Remarks Section of the Poll Book!

Spoiled BallotA spoiled ballot is a ballot that was returned by the voter for a replacement ballot!

Inspector directs voter to return the spoiled ballot.Inspector records the new ballot number in the E-Poll Book and on the voter’s Application to Vote – draw a line through the original ballot number and note that the ballot was spoiled.

Issue the voter a new ballot.Write the word ‘Spoiled’ on the original ballot, remove the stub

and place the ballot AND stub in the #4 Spoiled Ballot envelope.

#4 Spoiled ballot envelope is sealed in the approved ballot container at the end of Election Day.

Manual – Assisting Voters/Spoiled Ballots

Enter a complete account of the matter in the Remarks Section of the Poll Book!

Closing the Polls

Announce “Polls are Closed” at 8:00 pm, and allow any voters standing in line to vote.

GOAL is to run through all closing procedures !►everyone participates / everyone has a job to do!►no one sits around waiting for someone else to

finish the closing.►Minimize confusion!►Accurate, efficient, quick!

Election Inspectors’ Guide for Optech Insight – Closing the Polls

Closing the PollsBe certain all ballots are processed.

2 inspectors Check Auxiliary Bin for any unprocessed ballots

►Process or Duplicate (refer to Poll Book Page 61)

►Duplicate Federal Post Card and Electronic MOVE ballots

* Remember you should NEVER know whose ballot you are duplicating!!

2 inspectors process all/remainder of Absentee Ballots

Election Inspectors’ Guide for Optech Insight – Ballots Requiring Duplication

Closing the PollsOnce ALL ballots are tabulated ….

Compare the Public Counter total to the total number of voters who were issued a ballot according to the poll lists (Poll Book and completed Applications to Vote).

Unlock the Rear Access Lid, press ‘Print Totals’, press ‘0’.Review Vote Totals Report, press “Print Totals’ for

additional copies (a minimum of 3).

All closing inspectors must sign the certification at the end of each copy.

Election Inspectors’ Guide for Optech Insight – Closing the Polls

Memory Pack Seal

Print Totals Button

Paper Feed Button

Ballot Override #3 Button

Override finger hole

Closing the PollsInspect Write-in Votes

Remove all ballots from Write-in Compartment. Visually inspect each ballot for the presence of valid and invalid write-in votes:► Determine if the vote is VALID:

1) The vote is for a candidate who has officially DECLARED their intent to seek the position.2) The vote was cast by completing the corresponding arrow.3) If a Partisan Primary election, the office and party correspond to the Declaration of Intent.

If the valid vote does not create an over-vote/cross-over vote, record the name exactly as it was cast and tally on the Write-in tally page in the Poll Book. NOTE: a Straight Party vote cast in the general election is not considered when determining if an office was over-voted.

If the valid vote causes an over-vote/cross-over vote, do not record or tally it on the Write-in tally page in the Poll Book.

Manual – Write-In Candidates; Election Inspectors’ Guide for Optech Insight – Write-In Votes

Write-In Ballot Bin

Note: a write-in vote cast for a candidate whose name is already printed on the ballot under the same office in INVALID!

Closing the PollsInspecting Write-in Votes

When reviewing write-in votes:► If the vote is INVALID, determine if it caused an OVER VOTE.► If the vote in INVALID, determine if it caused a CROSS-OVER vote.► In either case, an invalid vote cannot take a vote away from a vote

cast for a candidate on the ballot – including a straight party vote. So, votes cast for the candidate(s) under the office must be

MANUALLY added to the total vote – THE TOTALS TAPES MUST BE CORRECTED!Do not Duplicate or re-tabulate the ballot (the polls are closed and the Totals Tapes have already been printed).

Manual – Write-In Candidates; Election Inspectors’ Guide for Optech Insight – Write-In Votes

Closing the PollsIn the Poll Book

Indicate any Challenges on the Challenged Voters page in the Poll Book, or indicate there were ‘NONE’.Complete page 62 in the Poll Book: balance the number of voters, applications to vote, and the number on the Public Counter + Provisional Envelope Ballots.

► If there are multiple ballot styles, indicate the above numbers for each ballot style.

Complete and separate the Statement of Votes pages: ► Fill-in heading, and total valid write-in votes cast or write ‘NONE’.► White copy remains in the Poll Book, place in Envelope #1► Yellow copy goes in Board of Canvassers Envelope #2► Pink copy goes in Local Clerk Envelope #3► Attach a signed Vote Totals Report to each copy (the longest tape

attaches to the Local Clerk copy in Envelope #3)► Attach proposal language, if any.

Election Inspectors’ Guide for Optech Insight – Closing the Polls

Closing the PollsElectronic Poll Book Tasks

Computer operator completes the BALLOT SUMMARY documenting the total number of ballots assigned to the precinct and how each ballot was used. Throughout the day, the EPB software tracks spoiled (F), rejected (G) and Provisional ‘envelope’ (I) ballots. The remaining ballot types must be inputted by the user and the

EPB software will calculate and balance the Ballot Summary!

NOTE: If there are multiple ballot styles, indicate the letter in #3 ‘Style’ AND the

first character of the ballot number.

EPB Election Inspectors’ User Manual – Election Day Close of Polls

Closing the PollsElectronic Poll Book Tasks continued …

Computer operator creates the following reports and saves them on the Memory Stick:► List of Voters► Remarks Report► Ballot SummaryAdditionally, if a printer is available in the precinct, computer operator should print these reports on 3-holed punched paper (or use 3-hole punch after printing report).

After all reports are saved, save the Voter History to the Memory Stick.

EPB Election Inspectors’ User Manual – Election Day Close of Polls

Closing the PollsPage 63 in the Poll Book

Complete the Certificate of Election Inspectors on page 63 in the Poll Book.

► Check that each step has been completed.► Place the sealed #4, #5 and #9 envelopes into the approved

ballot container with the used and unused ballots.► Record seal numbers of ALL ballot containers.► If removing the Memory Pack from the Tabulator, seal it into

an approved chamber bag, record seal number.► The 2 election inspectors who sealed and verified the

sealing of the ballot containers must SIGN.► All closing election inspectors SIGN (Chairman include phone number!).

► Disburse pages to appropriate envelopes.

Election Inspectors’ Guide for Optech Insight – Closing the Polls

Securing Ballots / MaterialsSecuring ballots and information in envelopes:► In approved Ballot Container seal voted and unvoted ballots, the #4

Spoiled Ballot envelope, the #5 Ballots used for Duplicating envelope, and the #9 Defective Ballot envelope. Complete certificate.

► In #1 County Clerk Envelope include small ‘Totals Tape’ and Poll Book (also include Precinct Delegate’s Elected when applicable).

► In #2 Board of Canvasser Envelope include small ‘Totals Tape’ and yellow copies of the ‘Write-in/Statement of Votes’ page and Pages 62 and 63.

► In #3 Local Clerk Envelope include long ‘Totals Tape’, pink copies of the ‘Write-in/Statement of Votes’ page and Pages 62 and 63, Applications to Vote, Election Day change of address notices, Authorization to Cancel Registration forms, and voter

registration applications.

Poll Book – Final Checklist

Securing Ballots / MaterialsSecuring ballots and information in envelopes:► In #10 Absent Voter Envelope include absent voter envelopes and

applications (top portion).► In #11 Provisional Envelope Ballots Envelope include sealed small

provisional envelopes with completed 4-step procedure forms and voter registration applications.

► In the EPB, place the 1) Printed hole-punched ‘List of Voters’ report behind the ‘List of Voters’ tab.2) Printed hole-punched ‘Remarks’ report behind the ‘Remarks and Challenges’

tab.3) Printed hole-punched ‘Ballot Summary’ report in the ‘Certificate/Ballot

Summary’ tab immediately AFTER page 62.4) Place the QVF AV List behind the ‘AV Voters’ tab. Remove all pages from the notebook and fasten with 2 brass fasteners or rings, and Place in #1 County Clerk Envelope.

Poll Book – Final Checklist

Note: If a Receiving Board will be printing your reports, be certain all materials are SEALED BEFORE LEAVING THE POLLS!

Properly Seal Ballot ContainersVIEW BoE video: ‘Election Day Closing Procedures:

Sealing Ballot Containers’ OR …Refer to Sealing Procedures in your Poll Book immediately following your ‘Final Checklist’.

Each precinct must be staffed with at least 2 election inspectors (1 Republican; 1 Democrat) who have been fully trained on the use of election seals and are prepared to ensure that all ballot containers are properly sealed after the polls close.

Insure your inspectors Practice, Practice, Practice sealing your particular type of ballot containers with the proper seals.

NOTE: Your ballots (and materials) must be properly sealed to insure your precinct is Recountable!

Poll Book – Final Check

Properly Seal Ballot ContainersRefer to the following BoE video to properly seal the Ballot Contain that YOU use:

Two Door Ballot ContainerInterlocking Zipper Ballot Bag ContainerBlue Bag with Wheels Ballot ContainerMetal Cube Ballot ContainerPlastic Tub Ballot ContainerBlue Bag Ballot ContainerRound Metal Can Ballot ContainerInappropriate Ballot Container

NOTE: Your ballots (and materials) must be properly sealed to insure your precinct is Recountable!

Ballot Sealing Videos

Wrap-UpDismantle/Return the following at the direction of your Clerk.

Prom Pack and Computer Memory Stick (must be sealed)

EPB Laptop ComputerOptech Insight and keysAutoMark Voting Assist Terminal and keysSecured Envelopes #1, #2, #3, #10 and #11Registration List, if usedSecured Ballot Container(s)Voting StationsTime Sheets

CHECKLISTPage 64 in the Poll Book and Canvassers Checklist

Page 64: Check that each step has been completed!Canvassers Checklist: Check that each step has been completed!

Double-check, Triple-check …. If your figures balance, and your work is completed properly (all signatures and seal numbers recorded), you will not receive a phone call from the Board of Canvassers!

Our GOAL is accuracy and efficiency! ( but hurry up and ‘get ‘er done!’ )

Poll Book Final Checklist; Board of Canvassers Checklist

ADDITIONAL SPECIALIZED TRAINING

Electronic Pollbook

Receiving Board

Absent Voter Counting Board