2021 ELECTIONS ELECTRONIC POLLBOOK TRAINING - City Clerk's Office - City of Grand Rapids

Topics
                                Resources
City Clerk’s Office
                                Election/Ballot Info.
                                Equipment
                                Opening the Polls
                                ID verification
                                Issuing a ballot
          2021 ELECTIONS        Processes
                                Closing the Polls

         ELECTRONIC POLLBOOK    Saving Reports

               TRAINING

RESOURCES
www.grandrapidsmi.gov

                 Type in Election Worker to find
                 training and resources available
                 to you.

WHAT IS ON THE BALLOT

                                       August 3, 2021 Special Election
                                      Grand Rapids Public School District

PROPOSAL SECTION
LOCAL SCHOOL DISTRICT
OPERATING MILLAGE RESTORATION PROPOSAL
EXEMPTING PRINCIPAL RESIDENCE AND OTHER PROPERTY EXEMPT BY LAW

This millage will allow the school district to continue to levy the statutory rate of 18 mills against all property, except principal residence and
other property exempted by law, required for the school district to receive its revenue per pupil foundation allowance and will only be levied
to the extent necessary to restore millage lost as a result of the "Headlee“ reduction. Shall the limitation on the amount of taxes which may
be assessed against all property, excluding principal residence and other property exempted by law, within Grand Rapids Public Schools,
Kent County, Michigan, be increased by up to 5 mills ($5.00 per $1,000 of taxable valuation) for a period of seven (7) years, 2021 through
2027, inclusive, to provide funds for operating purposes and enable the school district to levy such part of the increase as is necessary to
maintain a maximum tax levy of 18 mills ($18.00 per $1,000 of taxable valuation) (such new additional millage is estimated to provide
revenues of approximately $250,000 in the first year of the levy, subject to tax capture described below, and will only be levied to the
extent necessary to restore millage lost as a result of the "Headlee" reduction)? To the extent required by law, a portion of this millage may
be captured by and retained by the City of Grand Rapids Downtown development Authority, the City of Grand Rapids Brownfield Authority,
and the Grand Rapids SmartZone Local Development Finance Authority.

              Yes
              No

SPECIAL ELECTION – WHAT’S DIFFERENT?

This election is specific to the Grand Rapids Public School District and their voters
only.

You may have a voter who lives in the City of Grand Rapids and the precinct you
are working in, but that voter lives in a different school district (Kentwood,
Godwin Heights, Kenowa Hills, or Forest Hills). That voter is not eligible to vote in
this election and will not show up under This Precinct tab.

DOS AND DONT’S

   DO NOT discuss partisan politics in the precinct
   DO NOT offer any opinion or explanation about
   candidates or proposals
   DO utilize sample ballots
   DO use your helpful hints handout

GATHER EPB EQUIPMENT:
WHAT AM I LOOKING FOR?

               Laptop Case

    Laptop computer with power cable

     Encrypted flash drive (BitLocker)

                 Mouse

                 Scanner

    EPB Manual & Password Envelope

ELECTION MORNING:
      PREPARE THE EPB FOR OPENING THE POLLS

Setup the Laptop:

  • Plug laptop into a surge protector and plug into the wall & laptop
  • Keep the laptop plugged in throughout the day
  • Plug in the mouse (optional) and the scanner (mandatory)

Encrypted Flash Drive (BitLocker):

  • Use the password‐protected flash drive for all files
    • Keeps voter data protected by storing the backup file and all of your
      work throughout the day
    • Save all reports and voter history
  • Make sure all files are saved to the encrypted flash drive before removing

LOG INTO ENCRYPTED FLASH DRIVE

Insert the flash drive into a USB port on the EPB laptop
1. Select the Windows Explorer folder icon
2. Select USB drive (D
3. Enter the Password
4.   Select Unlock

LOG INTO THE EPB SOFTWARE

1. Double‐click EPB icon
on desktop

2. Enter the
Encryption Password and
Enter

3. Enter User Name and
User Password and Enter

SAVE EPB BACKUP TO FLASH DRIVE:
              REDIRECTION ACTION REQUIRED
1.   Click File
2.   Click Backup
3.   Click … box at the end of the path
4.   Select Verbatim (D:)
5.    Select Election Date folder
6.    Click Save
7.    Click Backup
8.    Backup successful screen; click ok

          Stay
        logged
       into the
     flash drive
        all day

READ THE EPB MAIN SCREEN:
     THREE SECTIONS

READ THE EPB MAIN SCREEN:
                    VOTER SEARCH
             Voter Search
Three tabs:
 This Precinct
    Precinct List of voters in your
     inner precinct
 Other
    Voters in other precincts in
     the jurisdiction
 Unlisted
    Add voters not found in other
     two lists

READ THE EPB MAIN SCREEN:
                    VOTER DETAILS
 Voter Registration Information
    Voter name, DOB, Address, &
     Gender
    Precinct & Ballot Style
    Polling Location & Registration
     Date
 Geography Button
    Detailed district information
 Action Box
    Lock voter in to issue or spoil
     ballot
 Voter Status Flags
    Important status messages about
     voter

READ THE EPB MAIN SCREEN:
                   LIST OF VOTERS
List of Voters
 Records voters processed in a
  running l ist
    Voter number
    Voter name
    Voter ballot number
 Refer to list and its total to balance
  with the tabulator throughout the
  day
 Creates report that inspectors print
  after the close of polls
 This section is read‐only
    Return to Voter Search on the left
     side of the screen to look up a voter
     again and assist them further

PROCESS THE VOTER

      If no I.D.
voter completes back of application

PURPOSE OF PHOTO ID

Use only to:
1. Compare photo on ID to voter face
2. Compare name on ID to name written on application
   *Name does not need to be exact (i.e. James Daniel Smith can be Jim Smith on application.)

If a Michigan driver’s license or personal ID is presented you will scan it
to find the voter in the e‐Pollbook.

            Nov. 3, 2020                    1

                           June Sample
                           03/01/1984
                             123 N. State

                           June Sample

APPLICATION

Compare Date of Birth and Address written on the application
to the e‐Pollbook NOT the Photo ID

OTHER FORMS OF
                       ACCEPTABLE PHOTO ID
• Driver ’s license or personal ID card issued by another state
• Federal or state government‐issued photo ID
• U.S. passport
• Military ID card with photo
• Student ID with photo from a high school or
  an accredited institution of higher education
• Tribal ID card with photo

ASSIGN THE BALLOT: BASIC STEPS

1.   Scan the voter ’s DL
     or type in the voter ’s
     name and Lock this
     voter record

2.   Verify the voter ’s info
     on the App to Vote
     matches EPB

3.   Click Regular Ballot

4.   Enter the ballot
     number

5.   Click OK

VERIFY THE BALLOT WAS ISSUED

Verify the ballot was issued in the confirmation window and in:
 1. This Precinct
 2. Information screen
 3. List of Voters

VOTERS WHO MOVED

READ VOTER STATUS FLAGS

 Note the ? next to voter
  names
 Assist these voters with
  their registration or other
  status issues before issuing a
  ballot
 Read more details on their
  situations in the voter status
  window at the bottom of
  screen

PROCESS VOTER WITH STATUS FLAGS:
                 ABSENTEE BALLOT
 Absentee ballot sent by clerk
    Voter must surrender the absentee
     ballot that was sent to them or
     complete the Affidavit of Lost or
     Destroyed Absentee Ballot
    Issue a Regular ballot in the
     Precinct
    Place the surrendered AV ballot in
     the Local Clerk envelope

 Absentee Ballot sent/received by
  clerk
    Voter was sent an absentee ballot
     and returned it to the Clerk
    DO NOT issue this voter a ballot;
     they have already voted

PROCESS VOTER WITH STATUS FLAGS:
    CHALLENGES; FEDERAL ID REQUIREMENT
 Voter’s status is CH – Age,
  Citizenship or Residency
    Formal Challenge: complete the
     challenge process before issuing a
     challenged ballot
    Seek assistance from the precinct
     chairperson to complete this process
    EPB processing is the same as a
     regular voter except Challenged
     ballot is selected
    CHAL will appear next to the voter’s
     name after processed

 Voter must show ID before voting
  ( Federal requirement)
    Must show photo ID or a paycheck,
     government check, utility bill, bank
     statement, or a government
     document which lists his or her name
     and address

PROCESS VOTER WITH STATUS FLAGS:
                VERIFY STATUSES
 Voter ’s Status is To Be Verified:
  Address Unclear, Confirmation
  Notice, or Surrendered License
    Voter must verbally confirm
     address listed in the EPB
    If the voter does not confirm
     the address, follow the
     procedure for voters that have
     moved
 Voter ’s status is V: Confirm
  Citizenship
    Voter must complete a voter
     registration card and mark yes
     on the citizenship box
    If the voter marks no, DO NOT
     issue a ballot

PROCESS VOTER WITH STATUS FLAGS
         OR INSPECTOR ACTION MESSAGE
 Voter ’s Status is V: Sign Reg Card
    Voter must sign a voter
     registration card prior to being
     issued a ballot

 Voter Message: Challenged Ballot
    See next slide for instructions for
     processing challenged ballots
    Voter registered within 14 days
     prior and on to Election Day with
     an alternate form of residency
     verification

ISSUE A CHALLENGED BALLOT

 Search and lock voter record
 Click Challenged ballot
 Verify the ballot number being
  issued is correct or enter the
  ballot number and click OK .

   **Important note on processing a challenged ballot:
       • Write the ballot number in pencil on the upper left‐hand corner of the ballot,
         being sure to avoid any barcodes or timing marks (not on the ballot stub).
       • Conceal this number with a small piece of white paper taped over the number.

PROCESS A SPOILED BALLOT

Search and lock the voter:
1. Click Spoil a ballot
2. Click OK – the software
   will automatically enter
   the ballot number you are
   spoiling
3. Click OK

Note: Lock them in again to
issue their next ballot

FIND VOTERS
   NOT APPEARING ON THIS PRECINCT LIST
 Other Tab
   If the voter is not
    in This Precinct,
    search in Other
    tab
   Other tab lists of
    voters in other
    precinct(s)
   Select voter name
    and direct them to
    their polling
    location

DETERMINE WHETHER UNLISTED VOTERS
 ARE ELIGIBLE TO VOTE IN THIS PRECINCT
 If the voter is not found
  in the This Precinct or
  the Other tab, the
  chairperson with the
  clerk should determine i f
  the citizen is eligible to
  vote

 If it is determined that
  the citizen is a qualified
  voter that should vote in
  your precinct, add the
  voter to the list

UNLISTED VOTER YES‐NO FLOWCHART

ADD UNLISTED VOTER

 If the citizen is a
  qualified voter in this
  precinct, add them to
  the Unlisted tab
 To add voter to list:
   1. Select Unlisted tab
   2. Select New
   3. Enter voter
      information
   4. Select OK
 Lock voter and record
    ballot type and ballot
    number

PROCESS UNLISTED VOTER WITH
               A RECEIPT AND PHOTO ID
Voters who registered at the
clerk’s office after the download
of the EPB should present the
receipt and be added:
    1. Select the Unlisted tab
    2. Select New
    3. Enter the voter’s info
    4. Click Voter Receipt box
    5. Swipe the driver’s license or
       state ID or scan the barcode
       to add the id number; the
       window will close
       automatically (or carefully
       hand‐type the number and
       click OK).

PROCESS UNLISTED VOTERS
                        WITH A RECEIPT
 If the receipt says the
  ballot should be
  prepared as challenged,
  follow directions on
  receipt for ballot
  preparation, and in
  EPB:
1. Click Challenged
     Ballot
2. Enter the voter ’s
     ballot number into
     the e‐ Pollbook

     Important note:
     Manually enter ballot numbers for unlisted
     voters. The next regular ballot issued in their
     ballot style will need to be adjusted as it will
     neither auto increment nor lockout.

AVOID MISTAKES OR
                      CORRECT MISTAKES

Did you lock the wrong voter?
 Click Unlock this voter without performing
  any action

Did you make a mistake?
 Use Undo for entry mistakes
    wrong ballot number
    wrong voter
 Do not use Undo if you are actually
  spoiling a ballot

CORRECT A SIMPLE MISTAKE

1. Search voter
2. Select voter
3. Click Lock this
   voter record
4.Click Undo
5. Click Yes

Note that this does
make a blank row
in your List of
Voters.
Immediately
record the
correction to fill
that gap.

MAKE A GENERAL REMARK

A General Remark is used to note any situation that occurs in
the precincts that is significant and may effect the results of
the election. For example: the computer went down, a voter
left with their ballot, etc.

 1. Click File (or General Remarks button
    on main screen and skip to step 3)
 2. Click Remarks
 3. Click New
 4. Enter Remark; the entry will be
    automatically time‐ and date‐
    stamped
 5. Click OK
 6. Click Close

You DO NOT need to leave a remark if:
 A voter spoiled a ballot
 A voter surrendered their AV ballot or completed the AV Affidavit
 A voter signed Affidavit of no ID on the back of the Voter Application
 A voter has changed addresses

MAKE A VOTER REMARK

To tie a remark to a specific voter,
pull voter record up and:

1. Click Voter Remarks
2. Enter remark text in box
3. Click OK

Voter remarks are time‐ and date‐stamped
and capture the voter name and voter number.

If there are no other actions to perform on that
voter, Unlock the voter and move to the next
voter.

You DO NOT need to leave a remark if:
 A voter spoiled a ballot
 A voter surrendered their AV ballot or completed the AV Affidavit
 A voter signed Affidavit of no ID on the back of the Voter Application
 A voter who has moved (They need to complete a voter registration application if this is the case)

REJECT A BALLOT

 Reject a ballot only in situations where a voter will not be issued a
  new ballot.

 Valid reasons for rejection are:
    Exposure – A voter intentionally exposed his or her marked ballot
     to others at the polling place.
    Missing stub/ballot number does not agree – It is discovered
     during the ballot serial number verification process that the stub on
     the ballot that was issued to the voter at the polls is missing or
     bears a different number than the number recorded on the voter’s
     Application to Vote.
    Ballot was left in booth/voter did not tabulate – A voter neglected
     or refused to tabulate his or her ballot.

REJECT A BALLOT

 Pull the voter up in EPB
  to reject a ballot:

  1.   Click Reject a ballot
  2.   Verify ballot number is
       the same as assigned
       and click OK
  3.   Click OK

  Lock the voter in again to
  record a Voter Remark
  including the reason for the
  rejection, and then use the
  red X to Unlock the voter

MARK UNISSUED BALLOTS DEFECTIVE

If a ballot (within the number
range being used) becomes
unusable, record it as Defective
so the Ballot Summary will still
balance at the end of the night.

1. Click File
2. Click Un‐issued Defective
   Ballots
3. Click Render Ballots Defective
4. Select the Ballot Style, enter
   the Ballot Number Range, and
   record a General Remarks why
   the ballot i s defective.
5. Click OK
6. Click Close

BACK UP REGULARLY

 The Backup Overdue reminder flashes approximately every half hour

            To Backup:
      1. Click Backup Overdue
   2. Click Backup; the file path
       should default to the
      encrypted flash drive and
   [ElectionDate] folder once the
        first backup has been
               completed
   3. Click Yes to overwrite the
      existing backup file
             4. Click OK

UNDERSTAND TIMEOUT FEATURES

 The EPB software will log you
  out after 30 minutes of inactivity

 If the EPB software logs out the
  user, reenter the User Name and
  User Password and click Enter

 Avoid being logged out by
  moving the mouse i f there are
  long periods of inactivity

SWITCH USERS

 1. Click File
 2. Click Logout

 The next user can login with
 their User Name and Password

The current user is listed in the
lower r ight corner of the screen

ELECTION DAY   Election
                 Inspector
CLOSE OF POLLS   Tasks,
                 Continued

CLOSE THE POLLS: AN EPB TO‐DO LIST

1.   Save one last Backup file
2.   Save and print Ballot Summary Report
3.   Save and print List of Voters Report
4.   Save and print Remarks Report
5.   Save Voter History
6.   Look at the files saved on the flash drive and
     go back to save anything that got missed.

                                                      72

CLOSE THE POLLS: SAVE BACKUP

To perform one last Backup
and ensure all data is saved to
the encrypted f lash drive:

  1. Click File and Backup
  2. Review file path and
     click Backup
  3. Click Yes
  4. Click OK

CLOSE THE POLLS: SAVE AND PRINT
           BALLOT SUMMARY REPORT (1 OF 4)
1. Click Reports
2. Click Ballot Summary

3. (A) The Starting number and the Ending
number of each ballot style will already be
entered by the Clerk’s Office.

4. (B) Number of AV return envelopes received
by board. This will be 0 entered by the Clerk’s
Office because we do not process AV return
envelops in the precinct.

5. (D) Enter the Number of ballots tabulated
as found on your tabulator.

6. (E) This will remain 0; absentee ballots are
not processed in the precinct.

CLOSE THE POLLS: SAVE AND PRINT
            BALLOT SUMMARY REPORT (2 OF 4)

Lines (F) and (G) are already populated from
spoiled or defective ballots and rejected
ballot s.

7. (H) This remains 0 the ballot duplication is
part of the AV ballots process.

8. (J) Enter the Number of Unused Ballots
 Enter the next ballot number that would be
    issued to a voter as the Starting No.
 Enter the last ballot number as the Ending
    No. (See (A) at the top of the Ballot
    Summary)
 Tab to create a new line if you have more
    than one ballot style. Tab again to calculate.

    STOP – L must be 0. If L is not 0, double‐
    check items 3‐8 and ensure everything was
    entered correctly.

9. Scroll down, i f necessary, and c l i ck Preview

CLOSE THE POLLS: SAVE AND PRINT
BALLOT SUMMARY REPORT (3 OF 4)

CLOSE THE POLLS: SAVE AND PRINT
        BALLOT SUMMARY REPORT (4 OF 4)

Perform these steps to save the
Ballot Summary:

1. Click the save/disk icon and PDF
2. Double‐ click the
   Election Date folder
   in the encrypted f lash
   drive
3. Click Save

After the Ballot Summary has been
saved, print the report and then
close.

CLOSE THE POLLS: SAVE AND PRINT
            LIST OF VOTERS REPORT
1.   Click Reports
2.   Click List of Voters
3.   Click the disk icon and
     PDF
4.   The flash drive’s
     Election Date folder
     selected for the Ballot
     Summary should
     automatically appear
     (if not, click that
     folder). Click Save.

Print the report.

CLOSE THE POLLS: SAVE AND PRINT
               REMARKS REPORT
1. Click Reports
2. Click Remarks
3. Select the disk icon
   and PDF
4. The Election Date
   folder selected for the
   last two reports
   should pop up. Click
   Save.

Print the report.

CLOSE THE POLLS: SAVE VOTING HISTORY
        REDIRECTION ACTION REQUIRED
1.   Click File
2.   Click Save History

3.   Redirect the file by clicking
     on the flash drive under This
     PC, then double‐click on the
     Election Date folder. The file
     name should say EPB_History
     with no preceding d:\

     If d:\ is still in the File name,
     click the cursor at the
     beginning of the File name
     field and use the Delete key
     to delete the d:\

4.   Click Save

CLOSE THE POLLS:
      ENSURE FILES ARE ON THE FLASH DRIVE
1.   Click the file folder icon to open Windows File Explorer
2.   Click on the encrypted flash drive ( letters may vary)
3.   Double‐click on the Election Date folder
4.   You must have:
 the EPB ACCDB backup fi le
 the three PDF reports, and
 the epb_ history csv f ile