Welcome Election Inspectors and Thank You for Attending Class Today!
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Early Voting • Early Voting is conducted during 9 of the 10 days before every election. Chenango County’s polling site will be located in the Board of Elections Office. Once a voter has made the choice to vote early, they will not be eligible to vote at their polling site on election day. • If you are interested in working at the Board of Elections county‐wide Early Voting site, please contact the office. Our early voting dates and times for 2021: For all elections: Monday, Wednesday, Friday 9:00am – 5:00pm, Tuesday and Thursday 9:00am ‐ 8:00pm, Saturday and Sunday 9:00am – 2:00pm General Election: October 23rd – October 31st 3
NO clothing, hats, masks, pins etc. displaying a candidate’s name that APPEARS ON THE BALLOT may be worn into any poll site. We will be providing all poll sites with signs stating all needed information. These signs must be displayed near your 100 ft. marker in order to make voters aware so they may comply before entering the poll site. Voters who are wearing a shirt, hat, etc., or carrying anything related to any candidate(s) must either turn apparel inside out or remove the article before entering the poll site. 4
PROFESSIONAL CONDUCT Chenango County Board of Elections has zero tolerance for expressions of discrimination, bias, harassment, or negative stereotyping toward any person or group. • Treat all people with respect. • Address each person in a courteous and professional manner Both verbally and non‐verbally (non‐verbal communication can have more impact than verbal communication). • Do NOT make comments or have discussions about ethnic backgrounds, sexual orientation, age, or disabilities of voters or co‐workers. • Do NOT discuss candidates or issues EVEN when no voters are present. • With regard to all voters, particularly those with disabilities: Do NOT automatically give assistance. Talk directly to the person (do not direct your conversation to the person with them). Respect their comfort zone (do not touch or pat the person or their wheelchair, if they have one). 5
Bi‐Partisan Team • A Bi‐Partisan team consists of at least one inspector from the Republican side and one inspector from the Democratic side. • To remain impartial, a bi‐partisan team must carry out all the tasks/duties throughout the day. • This includes: Setting up and taking down the room at the opening and closing of polls. Setting up and putting away the Poll Pad. Turning on and shutting off the machine. Assisting a voter in marking and casting a ballot if voter asks for assistance. Clearing a paper jam Filling out the canvass seal report, ballot transmittal form, assistance provided form, challenge report, or any other paperwork related to elections. Checking an affidavit ballot form to make sure it was completed correctly by the voter. 7
Room Layout Suggestions/Ideas Double District Suggestions With all of the new equipment and procedure changes everyone needs to think about the flow of your polling site and how it best works for you. There is no set arrangement that everything needs to be in, but you need to make sure it flows properly for the voters. 9
CHAIRMAN • The Chairman is picked by the commissioners per election. Everyone will eventually be a chairman. Being selected as chair is a requirement to become a certified poll worker. • A Chairman will receive an additional $25, and have additional responsibilities such as: • Keeping the polling place running smoothly. • “Scheduling inspector assignments” which means you need to make sure that everyone rotates duties throughout the day. • “Orally proclaiming” the results at the end of the night and posting a set of results on the wall or door of your polling site. • Calling the B.O.E with any issues that may arise during the day. • Making sure that all the required paperwork is completed at the opening and closing of the polls. • Though you may be chosen as the chairman, you still will be working as a team and will have the support of all the other inspectors. If you feel uncomfortable in carrying out any of the tasks listed above, you can delegate those to another inspector. 10
• Sanitation Supplies All polling sites will be provided with all needed sanitizing supplies to keep all poll workers and voters safe. • Sanitizing of voting booths and tables will need to be done at the minimum 1 time per hour. A bottle of sanitizing spray and roll of paper towels will be provided. • All ballot marking pens will need to gathered and cleaned between each voter. We will be providing a Cleanpen sanitizer that you will slide all pens – cap end first ‐ through to disinfect. All Cleanpen pad inserts will already have solution in them when you open your package on election day. Poll Pad Sanitation Most of your cleaning supplies will be in a TO PREVENT DAMAGE, DO NOT USE ANY SANITIZING purple bag that is going to be received on SOLUTION, OTHER THAN THE WIPES PROVIDED, ON top of your black bag. Paper towels will be POLL PAD SCREENS. delivered in the voting machine. • Poll Pad Stylus will go through the Cleanpen between Inside the Bag will be hand sanitizer, your voters. Cleanpen device, a solution in a brown bottle to clean your voting booths, and wipes to clean your Poll Pads with. 11
Supplies Inside Voting Machine *** Attention Inspectors *** Received AND These will NOT go back into the machine at the Returned The Pink Bag is used for close of the polls. They Red Ballot bag will be In the Write- in will be returned on Absentee ballots that received inside the voting were brought to the compartment Election night along polling site on Election the machine and returned Of the Voting with the supply bags, to day. This will not go back with your black supply bag Machine!!!! “The Cage”. at the end of the night to in the machine at the end of the night. It will be “The Cage”. brought back to the BOE 12 office.
BLACK SUPPLY BAG • This bag has all the supplies that you will need to run the election, excluding the ballots. • Please check your Supply List sheet to make sure you received everything that is listed. If not please call us. • You will find all your posters, in the poster compartment, on the side labeled posters. • The Security Pouch, the tool pouch, and the White Instruction Folder are in the compartment opposite the poster compartment. • Please make sure that everything that was taken out of the Black Supply Bag is returned in it. Use your supply list, it has a returned column to check off and indicates where/what all the supplies should be returned in. • You will also be receiving & returning all Grey Ballot envelopes ‐(Abandoned, Spoiled, Write‐in, & 13 Unscanned) in this bag at the end of the night.
SECURITY POUCH • The Security Pouch is located in the unsealed side pocket of your black supply bag. • If you are in a polling site with more than one machine, make sure that everything for that specific machine goes into that specific pouch. • The contents of the Security Pouch in the morning: New seals for the evening in a labeled envelope Extra memory card seals in case one is broken during transport A Used and Broken Seal envelope The keys for the machine and the security key *MAKE SURE THAT THE ALL THE REQUIRED SUPPLIES ARE RETURNED IN THE SECURITY POUCH* 14
SECURITY POUCH • The contents of the Clear Plastic Security Pouch in the evening: The broken or used seals from the morning The tapes from the opening and closing of polls The machine keys and the security key Memory card labeled POLL WORKER on the machine. • Make sure to seal the security pouch with the blue plastic seal. • All security pouches will be dropped off to the lobby at the Chenango County Office Building. *No security pouches are to be taken to the Eaton Center with your supply bags. They will be returned to the Chenango County Office Building Lobby * 15
INSPECTOR FORMS BINDER • This binder contains all of the forms that inspectors will be filling out during the course of election day. • If you do not need/use a form from this binder please do not remove it. • A Poll Pad Training guide will also be provided to you in this binder. • This binder will include Registration Forms • Absentee Application, Removal of Voter Name and FCPA forms. • The smaller three ring binder has been removed from your supplies. 16
GRAY INSPECTORS’ RETURN ENVELOPE • It is returned in the Black Supply Bag. • It is used to return all the forms that are either completed by inspectors or filled out by the voters(No affidavit ballots go in this envelope.) • The forms that should be returned: Canvass Seal Report Phone Log Assistance Provided Form Paper Jam Report Any names changes, party changes, address changes & new completed absentee ballot forms. No Absentee ballots are to be returned in the folder. They are to be put in the Pink Bag 19
RED BALLOT BAG • Your Ballot bag is located in the machine. It contains all the supplies related to the ballots, except your affidavit ballots, which are in the BLACK SUPPLY BAG. • Make sure that you have the right Ballot Bag for your District/Polling Site. • Check your supply list at the opening and closing of polls to make sure that you received all your supplies and to make sure all the correct supplies are returned in this bag . 21
RED BALLOT BAG PROCEDURES • Your bag is sealed. Please compare the seal number to the number that is recorded on the Ballot Transmittal Sheet and the Canvass Seal Report. • Check the supplies, making sure you have everything that you need, if not give us a call. • Complete the Ballot Transmittal Sheet. This needs to be completed both at the opening and closing of polls. • After checking your supplies, replace them all back in the supply bag until needed. Only ONE booklet should be out at a time and keep the rest in plastic wrap. THIS IS VERY IMPORTANT. If a ballot booklet is opened we need to keep it in storage for two years. Unopened ballot booklets can be discarded after four months. 22
Opening The Voting Machine #1 Uncover your machine/machines and remove your Canvas Seal Report from your Inspector Forms Binder. #6 Your machine will load for a short time and then will begin beeping. Insert your Security Key and enter the code of 12345678. More data will now begin to load. You will #2 With your canvas seal report cross check all seal need to verify that the date and time is correct on your machine(This will be the date numbers on the voting machine with your report. If a and time that will show up on all tapes that will print from the machine). One final load memory card seal is broken due to transport, replace seal with provided extra memory card seals located within your of data will begin once it reaches 100% the main screen will appear. Do not hit next! security pouch. After replacing the seal be sure to indicate the new seal number on the Canvas Seal Report. #3 Once all seal numbers have been verified you are now to open up the ballot box door to remove the Red Ballot Bag/Bags, Poll Pads and BMD supplies. ****Once you remove you Red Bag, and Poll Pads make sure all supplies are marked with the correct District/Poll Site**** #7 Once on the main screen hit Open Polls. The screen will prompt to print a report. You will be hitting the middle selection Zero. Once this tape is printed your screen will #4 Turn on your machine by pressing the power show System Ready. button on the battery pack 1 time. You should hear a serious of beeps that indicates the voting machine is booting up. Check to make sure the voting machine is plugged in. 23
Privacy Folders • All privacy folders provided in every RED BALLOT BAG will now be labeled with a Poll Pad number. This process is to help make the spoiled ballot process go more smoothly. • If the voter checks in on Poll Pad #1 and then proceeded to spoil their ballot, the voter MUST return to Poll Pad #1 to receive a new ballot. The Poll Pads’ syncing process does not occur with every voter check‐in. If the voter was checked in on Poll Pad #1, spoils their ballot, and went back to Poll Pad #2 for a new ballot, Poll Pad #2 would show that voter as not being check in if the syncing process had not yet occurred. To avoid any voters from being checked in twice, all voters that are spoiling a ballot MUST return to the Poll Pad they were originally processed on. VERY IMPORTANT. • When setting up your check‐in tables election morning, make sure your privacy folders, Poll Pad and Sneeze Shields all match with their corresponding Poll Pad numbers. This will help you as the inspector, as well as the voter, know which Poll Pad they need to be directed back to when spoiling a ballot. 24
Write In Voting Procedure 1. A write‐in vote can be cast by any voter for any office that appears on the ballot. 2. Write‐in campaigns are run solely by the candidate or individuals that are working with such candidate. 3. The only way a voter is to be made aware of such campaign is by the candidate themselves. As an inspector you are NOT to give a voter the name or spelling of the candidate who is running. If a voter asks for instructions for a write in vote direct them to read #2 of the instructions at the bottom of their ballot. 4. All polling sites that will be having write in campaigns that we the Board of Elections were made aware of will be notified. 27
Dominion Voting Machine Overview (Video) Watch the video at: https://www.youtube.com/watch?v=XVgHcIO3xxs 30
Trouble Shooting the Machine Error Messages Types of error messages: 1. Blank Ballot‐ A voter inserted a ballot with no selections chosen. 2. Over Voted ballot‐ The voter marked too many candidates for a particular office. 3. Misread or Ambiguous Marks‐ The voter marked their ballot outside of Watch the video at: The voter makes the choice the designated ovals or did not fully https://www.youtube.com/w when these errors occur to atch?v=FmZ3JnVNs5A&t=30s fill the oval in. cast their ballot as is or return their ballot to correct such NEVER push the Cast button for a voter, even if they tell you its okay. They must be the ones to do it if errors. they do not want to fix their ballot if an error 31 occurs.
Thermal Tape/Printer Error 1. 2. When a Thermal Printer Error Appears: You will need not reseat the ‘Platen’ the platen is the roller that holds the paper in place. 1. Press the blue button inside the thermal printer compartment; this will fully dislodge the ‘Platen’. 2. Realign the ‘Platen’ with the black gear to the left and firmly press into place, with the Thermal tape between the ‘Platen’ 3. and the printer base. 3. Close the door and allow the printer to recover. If the ‘Platen’ has been re‐seated properly, the error with go away. 32
SETTING UP THE ATI When setting up the ATI (Audio Tactical Interface): • Plug the headphones into the controller where it is labeled ‘AUDIO’. • Plug one end of the cable into the port on the controller that looks like a phone jack. • Plug the other end of the cable into ATI port on the machine. • You do not need to set up the sip and puff. *THIS DEVICE NEEDS TO BE SET UP ALL DAY LONG* (FROM WHEN THE POLLS OPEN UNTIL THE LAST PERSON VOTES IN THE EVENING) 33 https://youtu.be/moIlFKDz3p4
VOTING ON THE BMD(videos) Voting a BMD ballot Scanning a BMD ballot Watch the videos at: https://www.youtube.com/watch?v=0ceTu‐K76IA&t=5s and https://www.youtube.com/watch?v=2IytuooJ_rw&t=6s 35
BMD stands for Ballot Marking Device. A voter uses this to independently mark their ballot. The voter will use the ATI to mark the ballot on the BMD. The BMD is located on the other end of the machine opposite the scanner. If a voter chooses to vote on the BMD, briefly explain the process: The inspector will insert a blank ballot from the BMD paper folder in the red bag The inspector, using machine security key, will cue up the ballot in the Accessible Voting in the Administrative Menu. The voter will listen or read and then make their selections for the ballot accordingly. The ballot is printed and then will need to be inserted into the scanner side of the machine to be cast. The voter will sign the Poll Pad as usual. If you have any questions please call us and we can walk you through the process. 36
AFFIDAVIT BALLOTS • Affidavit ballots are used for a variety of different reasons: If a voter’s name does not appear in the Poll Pad . If a voter who is registered in Chenango County has moved within the county or has moved from a different county A voter who is required to show I.D. but refuses to show it or has none. A voter who believes they are enrolled in a party that is not correctly reflected in the Poll Pad (During Primary Elections). • An affidavit voter gets recorded on the Poll Pad and also on the Affidavit Ballot list sheet, which is found in the INSPECTOR FORMS BINDER. • Please call our office before issuing an affidavit ballot. *This is returned in the GRAY INSPECTORS ENVELOPE‐ only if written on* 37
AFFIDAVIT BALLOT PROCEDURE NO AFFIDAVIT BALLOTS SHOULD BE ISSUED FOR ANY REASON UNTIL YOU FIRST CONTACTING THE BOE Please reference your Poll Pad Training Guide that will be provided to you in your Inspectors Forms Binder!!!! (Page 16) For initial Poll Pad instructions (Step #1) Have the voter complete the Affidavit Ballot Envelope, by filling out Sections A, B, C, and D. • Please make sure the voter signs and dates the envelope or we cannot count their ballot. • The voter will vote the ballot after filling out the envelope, place the ballot in, and seal the envelope. • Record the name of the voter and district on the Affidavit List Sheet. • Put voted affidavits into the Affidavit folder that is found in the black supply bag. New Procedure: The ballots will now be delivered OUTSIDE of the Affidavit envelope, for all towns with only one district. All multi‐district towns and the City of Norwich will remain the same. Have the voter complete their envelope first then give them their ballot. 38
PAPER JAM REPORT • If your machine has a paper jam, please call our office so we can make note of it. • Before opening the machine to clear the jam, first read the screen on the scanner for instructions. Many jams can be cleared without having to open the ballot box door. • Sometimes the machine will tell you to just press (CLEARED) and there is no need to open the machine. This should be done in a bi‐partisan team as well. • If the screen indicates that the machine needs to be opened, then make sure you do so in a bi‐partisan team and drop the ballot where it says on the screen; if not indicated on the screen, drop ballot into write‐in compartment. • Please make note of both procedures on the Paper Jam Report. *This is returned in the GRAY INSPECTORS’ ENVELOPE only if used* 39
Spoiled Ballot In order for a voter to start the Spoiled Ballot process, the voter will need to return to the poll pad they originally checked in on. The Poll Pad will ask you for a pass code to begin this process. Passcode for spoiled ballots: 1234
EMERGENCY BALLOT BOX • If the scanner is not working, call the CCBOE and you may have to use the EMERGENCY BALLOT BOX. • We will send a technician to fix the scanner. • Open up the Emergency Ballot Door, so just the slot is open. This is where the voters will be dropping their ballots after they mark it. • When the machine is fixed, please lock the Emergency Ballot door, so no other ballots can be deposited there. • At the end of the night before the polls close, two inspectors will feed the ballots through. • Note: If the scanner does not take a ballot, then that ballot is placed in Unscanned gray folder. 47
ABSENTEE VOTING VOTING ABSENTEE FOR ABSENTEES GUIDELINES FOR VOTERS INSPECTORS • If a voter has applied for an absentee, but If you will be working in a different wishes to vote in person, they must be polling site from where you usually allowed to do so. Their absentee ballot will vote, you must vote by absentee or be pulled prior to the counting of absentees. early vote prior to election day. • We will not allow a voter to vote twice. • If a voter brings in an absentee ballot for another voter, you must accept it. • Make sure it is a Chenango County Ballot and then place it in the Pink Bag. 48 *****This procedure only applies to Absentee Voters NOT Early Voters*****
POLL WATCHER GUIDELINES • Poll watchers are there to represent a candidate whose name appears on the ballot and to keep a record of who has voted during the day. • They will have a certificate that will be presented to you upon their arrival, that is to be placed on the table. At the end of the night, please return the certificate in the Inspectors’ Return Envelope. • Each candidate is only allowed three poll watchers for the day, but only one can be present at a time. • They have to have all their own supplies such as pens, papers, lists, etc. You are not allowed to make copies of your Voter List Sheet. • They can be present for both opening and closing of the polls. • They do not sit at the table with you. • They do not impede the voting process. • They can challenge the eligibility of a voter. • They can ask you to repeat a voter’s name. 49
COURT ORDERS A court order is issued to a voter by a judge on election day, who did not register before the deadline to vote in the current election. When they arrive, they will present you with paperwork that needs to be returned in your gray inspectors folder. 1. When a voter comes in with a court order. Take all of their forms, which you will return in the grey inspectors envelope. 2. Next you will have the voter fill out the Court Order Signature Sheet. This voter will not check‐In on the Poll Pad 3. Once the voter has filled out the Court Order Signature Sheet you will follow the regular ballot process and they will vote on the machine 50
Electronic Poll Pad Poll Pad 1. All voters will be looked up and checked in on this device. 2. All Poll pads will be linked to a dashboard which the Board of Elections office will be viewing throughout election day. 3. Your Poll Pads will be located inside your voting machine at your poll site. 4. They will be returned with the supply bags to “The Cage” at the end of the day. 51
TP Link/Wifi WiFi Unit -Locations Set Up Instructions Your site will receive a tp-link Travel Router Unit or a MiFi unit. (Specific instructions for where to set up your site’s unit will be in your inspectors' binder) Your polling site will need to set up the unit at your location. There is only one per site. If you have more than one Black Bag, it will be in the first one. The tp‐link will be sent out in its original packaging and needs to be repacked in that box to protect it during transportation. Be sure to also repack all items that it was received with. The tp‐link is received and returned in the Black Bag. 52
Poll Pad Battery Juicer All juicers must be plugged in at the opening of polls. This HyperJuice will sustain your Poll Pad’s battery life. Once the HyperJuice has depleted, your Poll Pad will run off the internal battery. Steps to powering up your HyperJuice: 1. Plug the given Apple charge cord into the top USB port of your HyperJuice. (Either port will work, if not, switch to the other). 2. Plug the other end of the power cord into the Poll Pad. 3. Once everything is connected, press the red circular button on the front of your HyperJuice and all of the blue lights will briefly illuminate. 4. Make sure the HyperJuice is powering your Poll Pad by looking for the lightning bolt that will be located inside the battery icon in the top right‐ hand corner of your Poll Pad screen.
MORNING CHECKLIST HOME SCREEN CHECKLIST Check‐In number must Check your Make sure the correct be at zero at the battery life Poll Site name is opening of polls. Name of Jurisdiction appearing. Election Name and Date Polling Site Location is Correct (MOST Make sure election Date IMPORTANT) and name of Election is correct Check-In Count = 0 Battery Life is Close to Full (90% or greater)
I.D. REQUIRED ON POLL PAD • If the Poll Pad says “I.D. required”, this is the only time that you may ask for I.D. • “I.D. required” only shows up for voters that did not provide a driver’s license number or the last 4 digits of their social security number when they registered to vote. • There is no need to write anything down or make a note. This is a one time only process in New York State. • In the supplies, there is a list of all the accepted I.D. and instructions. • If the voter refuses to show I.D. or does not have any, then the voter must vote by affidavit. If this is the case, please call the CBOE for instructions. 55
SUMMARY/SYNCING REPORT SUMMARY REPORT Press MENU in top, left corner. In menu, press Summary Report . To return to Home Screen, press HOME button and GET STARTED. *****Sync your Poll Pad before shutting off your Poll Pad screen by pressing the two figures connected by dots in the top right corner.*****
Is it 9:00 p.m. yet? Time to close the polls… • Everyone in line at 9:00 gets to vote; once everyone has voted, announce the polls are closed. • Poll watchers and candidates are allowed to be present at the close of polls. However, if they get too loud and distracting you may ask them to leave until it is time to read the results. Please tape the results tape on the wall after the results are read aloud. • Make sure that all required paperwork and tapes are signed, including the second page of the Canvass Seal report and the second half of the Ballot Transmittal Form. • Take down any signs, posters, and any privacy booths. • Use the BLACK and RED bag Supply Checklists to make sure all paperwork is returned in the proper envelopes and/or bags. • Remember that any forms that are completed by voters get returned in the Inspectors’ Return Envelope. • Two inspectors, one from each party will then empty out the machine of ballots. • Put the voted ballots in the Red Ballot Bag and all Grey envelopes in the Black Bag. • DO NOT seal the Security Pouch in either the BLACK or RED bags. • Make sure that everything is sealed properly, i.e. the machine and all the bags. • MAKE SURE TO SHUT OFF THE MACHINE!!!!! and make sure both LED lights are off!! 57
Closing Down The Voting Machine #1: Place your security key into the security key slot on the left hand side of the machine #2: Screen will display a menu. Choose CLOSE POLLS. The voting machine will automatically print TWO copies of the #5: Remove memory card seal from **Poll Worker results tapes. One copy will go into your Side ONLY** The Administrator side will remain security pouch after inspectors have sealed. Place memory card seal in the Used and signed the bottom. The other MUST BE Broken Seal envelope. be posted at your polling site by taping to a wall or door. #3: Once the tapes have printed you can power down the voting machine. #6: Place all ballots in each machine’s #4: When the voting machine display corresponding red bag and seal the RED BAG with screen is blank, open the ballot box door new seal provided in you Security Pouch. and press the power button on the battery pack one time until the small red #7 Place keys, memory card, and results tape inside blinking lights turn off. The machine is Security Pouch and seal Security Pouch. 58 now fully powered down.
THINGS TO REMEMBER • Never turn anyone away from voting. • Always calls us if there is a question about a voter or the machine. • The number of voters will match the ballots cast on the screen. • The Protective Counter Number will never be zero because it is the cumulative number of all the ballots scanned by the machine. • Make sure there is no electioneering within 100 ft. of the polling site. • When a candidate comes to vote, they are to vote and leave. They are not allowed to schmooze and linger. • Candidates, voters, and poll watchers are allowed to be in the polling site to wait for the results as long as it is after the polls close and they are quiet and respectful. 59
QUICK REFERENCE GUIDE • Election Inspectors are encouraged not to leave during elections. If a situation occurs that requires you to leave, please first contact the CCBOE. • Please plan to pack your meals, coordinate meals, or a delivery of food with your fellow election inspectors. • You will most likely have down time so please plan accordingly and bring reading material, crossword puzzles, etc. • No newspapers with campaign materials are permitted. 60
Any Questions? If you have any questions please feel free to call our office at any time. (607) 337‐1760 Thank You For Your Commitment To Help Run a Smooth Successful Election 61
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