Welcome Election Inspectors and Thank You for Attending Class Today!
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Welcome Election Inspectors and
Thank You for Attending Class
Today!
1
2020 Election Dates
•Presidential Primary: April 28th
•Federal Primary: June 23rd
•General Election: November 3rd
2
New Legislation
• Early Voting:
Starting November 2019 early voting will be provided to voters. Nine days prior to each
election day, voters will have the opportunity to vote at the Chenango County Office Building.
Once a voter has made the choice to vote early, they will not be eligible to vote at their
polling site on election day. All early voting ballots will be cast on a voting machine just as on
election day. All early voting dates have been provided to registered voters on their mail
check card sent out earlier this year, and also have been posted in various locations online
and throughout the county.
3
Early Voting • Early voting will occur 9 days before every election. Every board must be open for a total of 60 hours during those nine days prior to election day including the two weekends. Tuesday and Thursday prior to election day we will be open till 8pm. Chenango County’s polling site will be located in the Board of Elections Office. • We will be asking if any inspectors would like to work early voting hours. If you are interested please let us know. Our early voting dates and times for 2020: For all elections: Monday, Wednesday, Friday 9:00am – 5:00pm, Tuesday and Thursday 9:00am - 8:00pm, Saturday and Sunday 9:00am – 2:00pm Presidential Primary: April 18th – 26th Federal Primary: June 13th – 21st General Election: October 24th – November 1st 4
New Legislation Continued
Poll Site Hours:
Beginning in 2020 Primary Election poll sites will be open 6am-9pm just
like on General Election Day.
Time off to Vote:
New York State Election Law § 3-110. Time allowed employees to vote. 1. A registered voter
may, without loss of pay for up to three hours, take off so much working time as will
enable him or her to vote at any election. 2. The employee shall be allowed time off for
voting only at the beginning or end of his or her working shift, as the employer may
designate, unless otherwise mutually agreed. 3. If the employee requires working time off to
vote the employee shall notify his or her employer not less than two working days before
the day of the election that he or she requires time off to vote in accordance with the
provisions of this section. 4. Not less than ten working days before every election, every
employer shall post conspicuously in the place of work where it can be seen as employees
come or go to their place of work, a notice setting forth the provisions of this section. Such
notice shall be kept posted until the close of the polls on election day.
5
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). 6
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
CHAIRMAN • The Chairman is picked by the commissioners per election. Everyone will eventually be a chairman. • A Chairman will receive $25 more. • You are responsible for keeping the polling place running smoothly. • You will need to “schedule inspector assignments” which means you need to make sure that everyone rotates duties throughout the day. • You will be “orally proclaiming” the results at the end of the night and post 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. 9
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 returning the BMD and all Grey Ballot
envelopes(Abandoned, Spoiled, Write-in, 11
Unscanned) in this bag at the end of the night.
White Inspector Instruction Folder
This folder is the First thing in your
black supply bag you should be
looking in. All of your polling sites last
minute instructions from the Board of
Elections office will be in this folder.
Along with a list of all individuals that
will be working at your polling site
that day. Instruction cards on certain
actions done during election day are
also included in this folder.
12INSPECTOR 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.
13PAPER 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 with out 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 and 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* 17RING BINDER FOR VOTER FORMS
This binder has all the forms that a voter may have to fill out during
the course of an election day. If forms are not filled out it is not
necessary to return blank forms in the Inspectors’ Gray Return
Envelope. • Request for Change of Address and / or
Name Forms
• Change of Enrollment Forms
• Removal of voters Name Form
• NYS Voter Registration Forms
• Absentee Applications
• Registration and Absentee Ballot Request
(FPCA) (Federal/Military Post Cards App.
Forms) 23GRAY 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:
Voter List Sheet
Canvass Seal Report
Phone Log
Assistance Provided Form
Paper Jam Report
Any absentee ballots returned at the poll site.
If it is a stapled form for inspectors, please
return the whole form. Do not tear off just the
page that is filled out.
29SECURITY 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*
30SECURITY 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 LABLED 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 * 31RED 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 respectfully. 32
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.
33Supplies Inside Voting Machine
*** Attention Inspectors *** Red Ballot bag will be received
Received AND Returned inside the voting the machine
In the Write- in and returned with your black
compartment supply bag at the end of the
night.
Of the Voting Machine!!!! 35Electronic Poll Pad
Poll Pad
1. This Poll Pad will be replacing all paper Poll
Books.
2. All voters will be looked up and checked in on
this device.
3. All Poll pads will be linked to dash board which
the Board of Elections office will be viewing
through out election day.
4. Your Poll Pads will be located inside of your
voting machine at your poll site.
36Dominion Voting Machine Overview (Video)
37SETTING 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)
39BMD 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 will cue up the ballot in the Accessible Voting in the
Administrative Menu.
The voter will listen 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 cast their ballot
The voter will be recorded on the voter list sheet and sign the Poll Pad as usual, but
there will be no stub number.
If you have any questions please call us and we can walk you through the process.
40VOTING ON THE BMD(videos)
Voting a BMD ballot Scanning a BMD ballot
41Thermal 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
3.
‘Platen’ 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.
42Trouble 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 to many candidates for a
particular office.
3. Misread or Ambiguous Marks- The
voter marked their ballot out side
The voter makes the choice of the designated ovals or did not
when these errors occur to fully fill the oval in.
cast their ballot as is or return
their ballot to correct such
errors.
44Write 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 #3 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.
45EMERGENCY BALLOTS • If the scanner is not working, call the CCBOE and you may have to use EMERGENCY BALLOTS. • We will send a technician to fix the scanner. • Emergency ballots are the same ballots as the regular ballots. • 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 recording the stub number on the voter list sheet and in the Poll Pad , please write an E or EB to indicate who voted by emergency ballot. • 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. If there is a problem with a ballot return it and you will count it by hand. • Note: If the scanner does not take a ballot, then that ballot is Unscanned. 47
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
but has moved within the county.
A voter who is required to show I.D., but refuses to
show it or has none.
A voter who believes that he is 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.
48AFFIDAVIT 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 can not 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 districts towns and the City of
Norwich will remain the same.
Have the voter complete their envelope first then give them their ballot.
49ABSENTEE 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.
• It must be returned in the Gray Inspector
Return Envelope after you have called us to
let us know you have received one.
50
*****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. 51COURT 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. The Board Of Elections will call
to let you know that a voter with a court order will be coming to your polling site.
When they arrive they will present you with paperwork that needs to be returned
in your supplies.
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
52Room 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. 54City of Norwich
55Is 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 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 paper work 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!!
56THINGS 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
accumulative number of all the ballots scanned by the machine.
• Make sure there is no electioneering with in the 100ft. of the polling site.
• When a candidate comes to vote, they are to vote and leave. They are not
allowed to stay 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.
57QUICK 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- please plan accordingly and bring
reading material, crossword puzzles, etc.
• No newspapers with campaign materials are permitted.
58Any Questions?
If you have any questions please feel
free to call our office at any time.
(607) 337-1764 or (607) 337-1765
Thank You For Your Commitment To
Help Run a Smooth Successful Election
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