Voting System Technician Training Packet

Transcription

1 Voting System Technician Training Packet Broward County Supervisor of Elections Dr. Brenda C. Snipes Election Day Operations Department Poll Worker Monday Friday, 8:30 AM 5:00 PM Election Day 5:00 AM 7:00 AM 2006 Elections 1

2 TABLE OF CONTENTS Glossary 3 BEFORE ELECTION DAY Pick Up VST Supplies 4 Meet Clerk at precinct ivotronic Maintenance Log 5 Precinct Inventory Report 6 Precint Layout Diagram (Sample) 7 ELECTION DAY/NIGHT Helpful Hints 8 In an Emergency 8 TAPES Correct Zero Tape (Sample) 9 Incorrect Zero Tape (Sample) 9 Totals Tape (Sample) 10 ASSESSMENT PART 1 11 Ivotronic Operating Procedures 12 Assembling the ivotronic Booth 12 Election Morning 13 Opening The Polls 14 Printing Zero Tapes 15 Checking/Adjusting the Date and Time 16 Activating ballots (Regular and Provisional) 17 Calibrating an ivotronic Terminal 18 Casting a Ballot for Voter Who Left 19 Canceling a Ballot Activated in Error 20 Voting After 7:00 PM 21 Closing the Polls 22 Printing Totals Tape 23 Removing and Storing Flash Cards 24 Disassembling the ivotronic Units 25 Using the Audio ivotronic 26 Curbside Voting 28 HANDS-ON Hands-on Exercise 31 TROUBLESHOOTING GUIDE Forcing a Zero Tape to Print 32 Terminal is Chirping 32 Terminal Screen Goes Dark 32 An Additional ivotronic is Added During the Day 33 Batteries Too Low to Continue 33 Communication Pack Failure 33 Check the Power 33 Check the Cables 33 Check the Batteries 34 Check the Paper Tape 34 WHAT IF 35 Packing Lists 36 Notes 37 2

3 GLOSSARY COMMUNICATIONS PACK Plastic case that contains the Green Master PEB and the printer used to run the Zero tapes and Totals Tape. COMPACT FLASH CARD An external memory device used to store files for audio and graphic ballots. IVOTRONIC TERMINAL Touchscreen Voting device manufactured by ES&S and used in precincts throughout Broward County. Two types of ivotronics are used in Broward County: The non-ada ivotronic terminal with a text ballot for voters to read and cast a ballot; and the Audio ivotronic terminal equipped with audio capability that allows voters to listen and cast a ballot. This ADA compliant terminal may be used for either an audio or a visual ballot. ZERO TAPE Printout from Communications Pack that shows all ivotronic terminals that were opened. This report tape displays a zero (0) count for all ballot items as well as the total public count, for each ivotronic terminal opened with the Green Master PEB. Note: If any number (negative or positive) other than 0 shows for ANY of these items, the VST MUST call the Technical Support Call Center immediately. TOTALS TAPE (RESULTS TAPE) The tape printed from the Communications Pack at the close of polls which prints the total results for the precinct, showing ivotronic terminals that were opened and closed within a precinct and the tally of results. MASTER ACTIVATOR Green activator PEB used to open (activate) ivotronic terminals in the morning; and used to collect Election results and to close (deactivate) ivotronic terminals once precinct closes. PEB Personal Electronic Ballot, also referred to as an Activator. Two types: Green Master and Red Activator STATUS CALL CENTER Voting System Technician will call in to report you are Open, Ready for Voters, Closed, and Secure. STYLUS Round ball shaped plastic piece of equipment used by the VST to make selections or troubleshoot on the ivotronic terminal, and can be used for voters with hand disabilities to make selections. TECHNICAL CALL CENTER Voting System Technicians will call for assistance should they have problems and/or questions regarding the operation of the ivotronic unit. TECHNICAL ASSISTANCE TEAM A team of technical people in the field assigned to a specific area of the county, supplied with replacement equipment and precinct supplies to assist the VST if a unit needs service. VST (VOTING SYSTEM TECHNICIAN) An individual certified through training and assigned to perform technical tasks with ivotronic machines, including opening and closing terminals on Election Day. 3

4 Voting System Technician Training BEFORE Election Day o Pick up VST supplies from designated Regional site, Friday before Election Day. o Supplies include VST bag, with cell phone and document folder; and a sealed Communications Pack (portable printer) with the green master PEB for opening the polls Election morning. o Take all supplies inside your home. DO NOT LEAVE supplies in vehicle or any other place where heat can get high enough to damage equipment. Meet Clerk, other available poll workers in precinct BEFORE Election Day. o The Clerk will contact you to arrange this meeting. (If for any reason the Clerk does not contact you in a timely manner inform your Field VST immediately. If you can not reach your Field VST, then contact the VST Placement Clerk at ) o Check delivery of ivotronics and using your Precinct Inventory Report: Verify that all ivotronics assigned to your precinct have been delivered. (If report lists six units, you should have six units.) Verify that the asset tag and serial numbers on ivotronics match corresponding numbers listed on the report. (If not, contact Field VST immediately.) Please note: if a seal number on an ivotronic does no match the seal number on your Precinct Inventory Report, just draw one line through the incorrect number on the report an clearly write in the correct number form the seal on the ivotronic. Make sure you clearly and accurately record this information. Thank you. Verify that green seal securing each ivotronic is still in place. (If any seal has been broken or is missing, you must contact your Field VST immediately, AND record the appropriate information on your ivotronic Maintenance Log.) o With help from Clerk and other available poll workers, assemble and line up all ivotronics for the precinct. DO NOT cut off ANY seals. Charge cell phone issued with your supplies, immediately. Keep charged. o o o Read through the VST Procedures section of this manual. Pack enough food (and medicine if needed) to carry with you Election morning. Gather VST supplies (supply bag and cell phone, Communications Pack, VST manual) into one place so you won t leave anything Election morning. Voting System Technician Training 4

5 ivotronic Maintenance Log - (Sample) Use this Log to document any maintenance issues with any of the ivotronic units. Place ivotronic Maintenance Log in the VST Folder and return in your VST Supply Bag to the Regional Site. Election Date: Precinct #: ivotronic MAINTENANCE LOG VST Name (Please Print): Asset Tag # Serial # V C Seal Clear & Test Set Date Calibrate Broken & Time Y N Y N Y N Y N Comments 5 16

6 Voting System Technician Training Precinct Inventory Report (Sample) The Precinct Inventory Report is a listing of numbers that identify each ivotronic voting unit in a specific precinct. The ASSET TAG refers to the Broward County Asset #, the SERIAL NUMBER refers to the ivotronic Serial Number from the manufacturer and the SEAL # refers to the green security Seal # used to seal the ivotronic unit. (You will NOW have 2 copies of this report. Record changes on BOTH copies.) You will find this report in your VST Folder inside your VST Supply Bag. If your precinct s inventory differs*, notify your Field VST. *Please note: If the seal number (column 3) written on the precinct inventory report is incorrect, cross out and record the correct seal number. (No need to call Field VST). Leave one sheet under straps with ivotronics. Place 2 nd sheet in activator case with flash cards. 6

7 Voting System Technician Training PRECINCT LAYOUT DIAGRAM V S T PRE ELECTION DAY SET- UP (VST) Meet Clerk in precinct pre-election Day to set-up. Use the above Precinct Layout Diagram as a guide for proper set up. Remember to leave a 36-inch access aisle within the precinct for ease of movement with a wheelchair. Verify access at 5:30 a.m. on Election Day with the polling place representative at the facility. If instructed to do so by the facility, and only if the Clerk has not already done so, get the name and phone number of the individual responsible for opening the facility or pick up a key When the polling room is set up, contact the Field VST to report set up is complete. If necessary, you may set up one booth (without the legs) on a table to accommodate those voters who may need to be seated while using the ivotronic, just be sure to leave unit in booth, power cord connected to unit, and booth plugged into electrical outlet. (Leave unit in the booth, sealed. ON ELECTION MORNING ONLY: Follow procedure to remove seal and set-up and open this and all other units for voting.) 7

8 Voting System Technician Training Election Day/Night *The Ivotronics are NOT to be used for demonstrations at ANY TIME during Election Day! 5:45am-6:00 am If the compact flash card is missing from the ivotronic unit, call the Technical Support Call Center immediately. 6:30am 6:45 am At 6:45 am, if you have at least one ivotronic terminal opened but have not opened all of them or printed the Zero Tape, call the Status Call center and your FVST to report that you are Voter Ready but that there are still ivotronics to be opened. Once you have finished the Opening the Polls procedure and printed the Zero Tape, call the Status Call Center and your Field VST to report your completion. The Status Call Center telephone number will be on the Election Day phone list inside the document folder in your VST supply bag. 7:00 am but BEFORE 7:00 pm Check and adjust any incorrect times on terminals to prevent problems when the polls officially close at 7:00 pm. Record any adjustments on the ivotronic Maintenance Log. 7:00 am until polls closed If you are assisting voters as directed by the Clerk, and you are unsure about any part of the voting process for a voter, check with the Clerk for clarification and direction. To deal with irate voters, keep the following in mind: Stay calm. Keep your voice down. Watch your body language Listen to what the voter is telling you. Let the voter know that you want to help. Try to find a solution to the problem. Be polite. Treat the voter as you would like to be treated. Ask Clerk or Poll Deputy for help, especially if voter is very angry or threatening. Contact the Supervisor of Elections Office, if necessary. IN AN EMERGENCY In the event of a medical emergency or other emergency requiring assistance from the Police, Fire Department or Medical Personnel, call 911, the Elections Department and your Field VST to report the incident. If you MUST evacuate the polling room for ANY reason, take these items: Precinct Registers, Voter Authorization Slips, Document Folder, PEBs, and Communications Pack. If there is a power outage, the screens on the ivotronic Units will go dark. The ivotronics will operate on battery power for several hours. Call your Field VST and the Technical Support Call Center to report the power outage. (Remember: check power every hour to maintain fully charged batteries in case of power outage.) 8

9 Voting System Technician Training (CORRECT Zero Tape Sample) VERIFY INFORMATION! (INCORRECT Zero Tape Sample) Terminal S/N: V A PEB S/N PS B Software Version Created 10/14/03 8:30 Copyright ES&S, Inc All Rights Reserved Diagnostic check completed: OK ivotronic I Bexar County Test Ballot 1.5 ivotronic POLLING LOCATION ZERO TAPE Total Public Count: Number of Terminals Opened: 1 Individual Voter Terminal Data S/N V Public Count: 0 Protective Count 53 OPENED: 11:49:17 10/10/2003 NOT CLOSED **************************************** PRECINCT: PRECINCT 1 Public Count: 0 Party Counts REPUBLICAN PARTY 0 DEMOCRATIC PARTY 0 Non-Partisan 0 Ballot Style Counts Ballot Style #1 0 Ballot Style #2 0 Straight Party (Vote for 1) Total: REP-Republican 0 DEM-Democratic 0 LIB-Libertarian 0 GRN-Green 0 Undervotes for Above contest: 0 President and Vice President STOP! CALL Technical Support Call Center immediately! (Vote for 1) Total: REP-Zachary Daniels 0 DEM-Gary Alberts 0 LIB-Harry Bramson 0 GRN-Randal Newton 0 IND-Pat Bronson 0 >Write-ins in above contest: 0 UnderVotes For Above contest: 0 Time/Date: 12:00:45 10/10/2003 Signature: Signature: Signature: 9

10 Voting System Technician Training (Totals Tape SAMPLE) SHARE information with Clerk. 10

11 Voting System Technician Training VST Training Certification Assessment Part I 1. A voter has the right to vote free of coercion and intimidation. T/F 2. A Florida voter has the responsibility to bring proper identification to the polling place. T/F 3. If a voter does not bring proper identification, the voter cannot vote. T/F 4. There will be two Precinct Inventory Reports issued with VST supplies one copy for precinct and one copy for activator case Election night. T/F 5. The VST is in charge of the precinct. T/F 6. When a voter brings a companion for assistance, speak directly to the companion, not the voter. T/F 7. The VST has to make four status calls Election Day. T/F 8. When leaving the polling room, because of an emergency, pollworkers should leave every thing inside the polling room. T/F 9. A zero tape should have some negative and positive numbers, not just zeros. T/F 10. The coded ballot count is found on the totals tape. T/F 11. The VST needs to provide the total public count and the coded ballot count to the Clerk, election morning. T/F 11

12 IVotronic Operating Instructions The following pages describe step-by-step procedures for setting up and operating the ivotronics. NOTE: On Election morning, call your assigned Field VST and/or the Technical Support Call Center immediately to report any problems with the ivotronics units. Unit may need to be changed out before polls open. Assembling the ivotronic Booth The ivotronic voting machine has two parts the suitcase booth and the ivotronic terminal nestled inside the booth. Both parts together weigh about 50 pounds. Ideally, once assembled, two people will stand the booth. Each person should read the instructions to ensure no steps are missed during the assembly process. 1. Lay the case down, with retractable handle side to the floor. 2. Open the compartment that secures the legs and electric cord by sliding the latch to the right. Latches are blue on regular ivotronics and red on the Audio unit. 3. Remove each leg and assemble by fitting the smaller metal tube into the larger end of the tube. 4. Close the compartment lid and slide the latch to the left. 5. Return the unit to the carry position (standing on one side, handles up) and insert the black tipped end of the assembled legs into the leg wells located at each corner of the unit bottom. The legs go in at a slight angle (black tipped end only) for better stability while the units are standing. Give each leg a firm push and twist clockwise to ensure it is fully seated in the well. 6. Turn booth on its side. With a partner, each of you securely grasp one leg with each hand, near base of booth, and stand booth upright. Position booths so the side with two latches is facing forward. (Carry handle, with unbroken seal, will be on your right, when facing the unit.) 7. Unwind the electric cord and lay it to the side, ensuring it passes through the notch in the case. Step 1 Steps 2, 3, 4 Step 5 Steps 6 and 7 12

13 8. Use the Electrical Current Tester provided in your VST Supply Bag to confirm that there is power in the electrical outlet where the ivotronic booths will be plugged. Plug the first booth into the wall outlet. Note that it is a three-pronged plug and requires a compatible outlet. If needed, a two-prong adapter has been installed by Elections Office staff for Election Day use. (Note: Do not remove adapter Election Night.) IMPORTANT NOTE: If you do not have a wall outlet for each ivotronic booth, you may daisy-chain booths to one ivotronic plugged into the wall outlet by: Plugging one booth s power cord into the power outlet on the left side of a 2 nd booth. Plugging the second booth s power cord into the power outlet on the left side of the third booth. Continuing this process until ten ivotronic booths are linked together, making sure the 10 th booth is plugged into the wall outlet to provide power to all booths on the daisy-chain. If you have more than 10 booths, just start another daisy-chain. Booths must remain sealed. Next steps are for Election morning. ELECTION MORNING (Complete ivotronic set-up, if necessary.) 9. Cut seal off of each booth, with a witness. 10. Unlatch the two latches by pulling down and out on them. 11. Open the lid to the case to a full 90 o angle. 12. Raise the back flap, then the left and right flaps to complete the booth setup. Lock the side flaps into the case lid by securely clicking the notch into the lid. This will prevent the booth flaps from collapsing during operation. 13. The ivotronic terminal is nested in the case. Lift the terminal and extend the metal stand that allows the terminal to incline for easier viewing and proper air circulation. 14. Before returning the terminal to the booth, notice the available ports in the top edge of the terminal. The power supply plugs into the round port directly behind the T in VOTE button. 15. The port labeled compact flash should have a flash card installed. Visually confirm this flash card is in place. Do not pull out! NOTE: Do not attempt to remove or otherwise tamper with this card. If card is not present, call the Technical Support Call center immediately! 16. Return the terminal to the booth and insert the power supply connector. Ensure that it is fully pushed into the round port so the terminal battery will properly charge throughout the day. 17. Repeat for each ivotronic in your precinct, then go to Opening the Polls, next page. 13

14 Opening the Polls Opening the Polls means opening each ivotronic unit for voting, not opening the polling place. Use the Green Master PEB for opening the polls and printing the Zero Tapes. Important: If you did not complete the steps on the preceding two pages, do so now. 1. Go to the last unit you set-up after removing the seal, and unplug the terminal from the power supply (the cord behind the T in VOTE), then place the terminal on a table next to the Communications Pack. 2. With witness cut seal from the Communications Pack and remove the Green Master PEB. 3. Beginning with the Audio ivotronic, insert the Green Master PEB to open the unit. Note: To ensure consistency, close the terminals in the same order that you open them. 4. The screen messages should remind you DO NOT REMOVE PEB. 5. When the screen displays Verify Polling Location confirm the polling place listed as your assigned precinct (e.g. R015) and press the green Yes box. Note: If your assigned precinct does not display on the screen, press red No box and get a Red PEB from the Clerk to open polls. If the ivotronic screen still does not display your assigned precinct when using the Red PEB, then call the Technical Support Call Center, immediately. 6. When the screen displays You must remove PEB now to continue opening the terminal. remove PEB. 7. When you see Terminal opening successful! press the VOTE button to exit. (DO NOT reinsert PEB to print Zero Tapes at this time.) 8. Repeat steps numbered 3 through 6 for all ivotronics, except the one on the table with the Communications Pack. 9. Now go to the terminal set-aside on the table and perform steps 3 through Go to next page for Printing the Zero Tapes. 14

15 Printing Zero Tapes Use the Green Master PEB for printing the Zero Tapes. 1. When you see Terminal opening successful! displayed on the screen REINSERT the Green Master PEB. 2. When you see the screen display Print zero tape now? press YES. 3. Follow the instructions displayed on the screen to print the zero tapes. 4. Three copies of the tapes should print Note: If three copies of the tape do not print, press YES when the screen prompts Do you want to print another? Otherwise, you must print a zero tape on demand. (See Troubleshooting Guide, Appendix B for details.) 5. Follow instructions on the screen, after successfully printing zero tapes. 6. Place the Green Master PEB back inside the Communications Pack. 7. VERIFY the Zero Tape report: a. Review the printed Zero Tapes and make sure that the Total Public Count and all ballot items on the report are 0 - NOT negative or NOT positive. Call immediately if this is not the case. b. Compare the printed report to the wall ballot posted by the Clerk, and verify that the ballot items on the report match the ballot items on the wall ballot. Call immediately if this is not the case. 8. Once tapes are verified, sign all copies and give to Clerk for other signatures. 9. Turn off printer and disconnect from the ivotronic. 10. Return ivotronic to the booth. Reconnect power supply cord to the port in the back of the terminal, and extend metal stand under terminal to keep ivotronic tilted for proper airflow. 11. Post one copy of signed tapes inside near entrance and keep other copies with Green Master PEB until close. 12. Call the Status Call Center and the Field VST to report that you are Voter Ready. 15

16 Checking/Adjusting the Date and Time Use the Green Master PEB for this function. On Election Day, all polls will open for voting at 7:00 a.m. and stay open until the designated closing time. It is critical that the date and time are checked once the opening the polls process has been completed. Follow these steps to check and/or adjust Date/Time on an ivotronic. 1. Press and hold the red VOTE button at the top of the terminal. 2. While still holding the red VOTE button down, insert the Green Master PEB into the terminal. 3. When the terminal chirps, remove your finger from the red VOTE button. DO NOT REMOVE THE PEB! 4. In just a few seconds, a message displays, Press the VOTE button to calibrate the screen. Press the screen to skip calibration. 5. Touch anywhere on the screen and the next screen will display Please Enter Service Menu Password. 6. Touch the letter S, then V, then C, and then touch [OK]. 7. The terminal will advance to the Service Menu screen. 8. Choose the second option, Set Time and Date. 9. The screen displays Enter time in 24 hour format. Press and hold to change value. 10. The time and date as they appear on the terminal will be displayed. You will see boxes above and below each numeral. Use these boxes to correct discrepancies in date and/or time. 11. Touch the box above the number to make the number go higher. Touch the box below the number to make the number go lower. 12. Press DONE to the far right when you have adjusted the date/time. 13. The screen will display the Service Menu screen. 14. Remove the Green Master PEB. 15. The screen displays, Insert a Supervisor PEB for full menu or press the VOTE button to power down. 16. Press the red VOTE button to power down the terminal. 17. If you had to adjust the time or date for any discrepancy, you must record information on the ivotronic Maintenance Log located in your VST folder. 16

17 Activating Ballots (Regular and Provisional) Use a Red activator PEB (Clerk has) to activate the ivotronic for voting. All poll workers, including VSTs are expected to activate ballots for voters, as needed. 1. Insert the Red activator PEB into the ivotronic terminal. 2. On the Ballot Selection menu screen, select the appropriate ballot for the voter. a. If the voter has a provisional ballot certificate, press Provisional Ballot. i. On the Enter Ballot Code screen type in the number from the top right Ballot Selection Menu corner of the Provisional Ballot Certificate s authorization slip, and then press [OK]. Provisional Ballot ii. The Ballot Selection menu screen should now display Provisional Ballot A001 Ballot #######. iii. On this same screen, press the correct ballot style for the voter (e.g. Ballot A001) based on the authorization slip issued to the voter. Note: If you chose the provisional ballot option in error, touch Cancel to return to previous screen and make the correct choice. b. If the voter only has a voter authorization slip, you just need to need to press the correct ballot style for the voter (e.g. Ballot A001 ) 3. Once you have selected the appropriate ballot for the voter, the screen will prompt you to confirm the choice by displaying the Ballot Selection screen. 4. Confirm displayed precinct number on this Ballot Selection screen by selecting the green YES box. Note: If you have made a selection error, touch the red NO box. Now make correct choice. 5. When prompted, remove the Red PEB from the ivotronic, then remind the voter to push the flashing red VOTE button to cast their ballot when they finish and to ask any worker for assistance if needed, then LEAVE the voter to vote. Note: The voter will see a language selection screen (below) with instructions in English and Spanish. The voter will choose a language, make ballot choices, review and cast ballot. If voter requests help or has a problem, go over to the booth and ask how you can help, then provide assistance within confines of the law. Always ask for help if you are not sure what you can and cannot do when assisting a voter. For technical problems with terminal, refer to Appendix B, or call for help, if needed. 17

18 Calibrating an ivotronic Terminal Use the Green Master PEB for this function. If the voter is having trouble getting the touch screen to highlight the selection they touch, FIRST check to make sure the Red PEB has been removed. If not, remove and let voter vote. If Red PEB has been removed you may need to calibrate the unit before the touch screen will respond properly. Follow the steps below to perform this function. 1. Press and hold down the VOTE button at the top of the terminal. 2. While still holding the VOTE button down, insert the Green Master PEB into the terminal. 3. When the terminal chirps, remove your finger from the VOTE button. DO NOT REMOVE THE PEB! 4. In just a few seconds, a message displays, Press the VOTE button to calibrate the screen. Press the screen to skip calibration. 5. Touch the VOTE button to begin the calibration. 6. You will see a small X in the top left-hand corner of the screen. Touch the middle of the X carefully with your stylus or your finger you want to be as near to the center as possible. Do not use any other item to touch the screen. Be careful not to let jewelry, sleeves or any part of your other hand touch the screen during this process it throws off the calibration. 7. The X will jump to the right. Again touch the X right at the cross point to continue with calibration. 8. As the X continues to jump around the perimeter of the terminal screen, follow it with the stylus or your finger, touching it each time it stops. The X will then make four stops in the middle of the screen. Continue to touch it with the stylus or your finger. 9. Once you have circled the terminal screen, the screen displays, Touch Test. Verify the cross follows the touch point, press the VOTE button to exit. 10. Touch the screen anywhere and ice skate your finger, or the stylus around it. If the calibration worked, the X will follow your finger, or the stylus. 11. Touch the VOTE button to lock in the calibration. NOTE: If you miss this step, you must repeat steps Touch the screen anywhere to save the calibration. The screen will display the Please Enter Service Menu Password screen. 13. To confirm the success of the calibration, touch the letter S, then V, then C, and then touch [OK]. If you have trouble typing in the letters, a voter will have trouble making selections. Recalibrate. If problem persists, contact your Field VST. 14. Remove the Green Master PEB, and press the VOTE button to power down terminal. 15. Log information on the ivotronic Maintenance Log. 18

19 Casting a ballot for a Voter who left Use the Red PEB to perform this function. When a voter abandons a ballot, i.e. - leaves without casting the ballot, TWO poll workers (Election Board, VST, or Field VST) must cast the ballot using the procedure below. 1. The poll worker casting the ballot needs to get another poll worker (preferably of a different political party) to witness the procedure. 2. One of the poll workers should insert and leave the Red PEB in the terminal. 3. Screen will indicate, Last ballot was not cast. Select Cast Ballot. 4. The next screen entitled, Cast Ballot is a confirmation, select YES. 5. Wait for the screen message Your ballot has been cast. Thank You for Voting to appear. 6. Remove Red PEB. (The screen displays the Instruction screen, or goes dark if operating on battery power.*) 7. Log the ballot cast on the Cast/Cancel Log (See sample below.) *If operating on battery power, check power connections and get electrical power going into terminals as quickly as possible. If there are problems, call for assistance, after checking troubleshooting guide in Appendix B first. Remember: NEVER push the flashing red VOTE button to cast a ballot for a voter that leaves! ALWAYS get another pollworker and use a Red PEB and follow the procedure above to cast such a ballot. IMPORTANT: If the voter has chosen a language and abandons the ballot, without making any choices you must CAST THIS BALLOT using the procedure above. Do not cancel this ballot. No exceptions! CAST/CANCEL LOG Election Date: Remember to insert PEB. Please Print. Cast or Cancel for only reasons listed below (Check One ) Precinct #: ivotronic Serial # (S#) Asset Tag # (A#) Cast Cancel Time 1 st Pollworker Name (Please Print) 2 nd Pollworker Name (Please Print) S# V C A# Voter left without pushing Vote button VST/Inspector Error Wrong Language Selected Wrong Ballot Style Selected Provisional Ballet selected in error ivotronic Calibration, Beeping, Chirping, Low Battery 19 9 : 53 AM PM Kim Larkins Kathy Lambert

20 Canceling a ballot activated in error Use the Red PEB to perform this function. If a voter chooses the wrong language for their ballot; if a pollworker activates a ballot in error; or if a pollworker activates an incorrect ballot for the voter, cancel the ballot. Follow steps below. 1. First, if a voter is waiting and another ivotronic is available, verify the voter s ballot style with the precinct register inspector, then activate another ballot and allow voter to vote. 2. Get another pollworker (preferably of a different political party) to witness the procedure. 3. One of the pollworkers should insert and leave the Red PEB in the terminal. 4. Screen will indicate, Last ballot was not cast. Select Cancel Ballot. 5. The next screen entitled, Cancel Ballot is a confirmation screen. Select YES. 6. Bottom left of screen indicates, Please Remove PEB. Vote was NOT cast. 7. Remove the Red PEB. 8. The screen displays the Instructions screen or goes dark if operating on battery power*. 9. Log the ballot cancellation on the Cast/Cancel Log (See sample below.) *If operating on battery power, check power connections and get electrical power going into terminals as quickly as possible. If there are problems, call for assistance, after checking troubleshooting guide in Appendix B first. Remember: ALWAYS get another pollworker and using a Red PEB and follow the procedure above to cancel a ballot activated in error. IMPORTANT: If a voter leaves after making a language selection, NEVER cancel the ballot! You must CAST THIS BALLOT using the casting procedure on the preceding page. No exceptions! CAST/CANCEL LOG Election Date: Remember to insert PEB. Please Print. Cast or Cancel for only reasons listed below (Check One ) Precinct #: ivotronic Serial # (S#) Asset Tag # (A#) Cast Cancel Time 1 st Pollworker Name (Please Print) 2 nd Pollworker Name (Please Print) S# V C Voter left without VST/Inspector Error Wrong Language Selected 4 : 37 Karen Bynes Pat Nesbit 20

21 A# pushing Vote button Wrong Ballot Style Selected Provisional Ballet selected in error ivotronic Calibration, Beeping, Chirping, Low Battery AM PM 21

22 Voting after 7:00 PM Use the Red PEB for this function. Since the time is set on the terminals, after 7:00 p.m. the ivotronic will display this Close Option Menu. To allow voting to continue after 7:00 p.m., for voters who were in line by 7:00 p.m., follow these steps: 1. The poll workers should insert a Red PEB into the ivotronic terminal. 2. The screen will display, Close Option Menu. 3. Select Exit this Menu. 4. Follow the steps for activating ballots on page 32 of this manual. 5. Repeat until all voters in line in front of the Poll Deputy have voted. To allow voting for voters who lined-up after 7:00 AND polls remain open by Governor Order, follow these steps: 1. The poll workers should insert a Red PEB into the ivotronic terminal. 2. The screen will display, Close Option Menu. 3. Select Exit this Menu. 4. On the Ballot Selection menu screen, select Provisional Ballot. 5. On the Enter Ballot Code screen type in the number from the top right corner of the the voter s SUBSTITUTE provisional ballot certificate s authorization slip (certificate should be different color from the ones used during regular polling hours). 6. Press [OK]. 7. The Ballot Selection menu screen should now display Provisional Ballot #######. Ballot Selection Menu Provisional Ballot Ballot Style 1 Ballot Style 2 8. On this same screen, press the correct ballot style for the voter (e.g. Ballot A001 ) based on the authorization slip issued to the voter. 9. Once you have selected the appropriate ballot for the voter, the screen will prompt you to confirm the choice by displaying the Ballot Selection screen. 10. Confirm displayed precinct number on this Ballot Selection screen by selecting the green YES box. Note: If you have made a selection error, touch the red NO box. Now make correct choice. 11. When prompted, remove the Red PEB from the ivotronic, remind the voter to push the flashing red VOTE button to cast their ballot when they finish and to ask any worker for assistance if needed, then LEAVE the voter to vote. 12. Repeat until all voters in line for extended hours voting have voted. When the last voter has finished voting and leaves the precinct, the precinct is closed. Call the Status Call Center and your Field VST to report your precinct Closed. 22

23 Closing the Polls Use the Green Master PEB for to close the polls. (For PEB failure, go to Appendix B, PEBS. ) At 7:00 p.m. (1900 hours on 24 hour format) on Election Day, the polling process officially ends. Remember: you need to close the terminals in the same order in which you opened them! 1. Remove your last ivotronic unit (the last one you opened in the morning) from the booth and set on the table near the Communications Pack. 2. Remove the Green Master PEB from the Communications Pack, and go to the first ivotronic you opened Election morning. (If removed for malfunction go to next unit.) 3. Insert the Green Master PEB into the audio ivotronic unit. This should be the first terminal that you opened in the morning. 4. The screen will display the Close Option Menu. Select Close Terminal. 5. Do not remove the Green Master PEB. 6. After a few moments, the bottom left of the screen displays, Please remove PEB. The Green Master PEB can now be removed. The screen goes dark. 7. Repeat steps 3 through 6 to close all of the remaining ivotronic terminals. 8. Now go to the terminal that has been set aside and perform steps Go to the next page and follow instructions for Printing Totals Tapes. 23

24 Printing Totals Tapes Use the Green Master PEB to print totals tapes. (For PEB failure, go to Appendix B, PEBS. ) 1. Go to your last ivotronic on the table next to the Communications Pack. 2. Re-insert the Green Master PEB into this terminal. 3. The screen will display, Print totals now? 4. Select YES and wait for instructions to print the report. 5. Follow the instructions on the screen to print the totals report tapes. CALL the Technical Support Call Center immediately if you need help printing the tapes. Note: If ivotronic(s) opened with the Green Master PEB were not successfully closed, a message displaying the serial number of the ivotronic(s) appears. If this happens, make a note of the serial number(s), locate and close the open terminal(s). Then go back to the last terminal on the table and re-insert the Green Master PEB to print the totals tapes. (If you are using a different PEB to close because the Green Master PEB failed, follow instructions in Appendix B, PEBS. ) 6. Three copies should print. If not, follow the instructions on the screen to print additional copies until you have three copies of the totals tapes. 7. Read screen messages, and respond accordingly. 8. When instructed, remove Green Master PEB. 9. VERIFY the Totals Tape report: a. Review the printed tapes to confirm that the number of ivotronics opened is the same number closed. (This number will vary if ivotronics were removed or added during the day.) 10. Inform Clerk of report totals: a. Give the Clerk the Total Public Count from the report to match the number of voter signatures and voter authorization slips for regular ballots cast by voters. b. Give the Clerk the Coded Ballot Count from the report to match the total number of provisional and substitute provisional ballot certificates used by voters. c. The Clerk should call the Technical Support Call Center if he/she needs assistance reconciling voter signatures with report totals. 11. Return last ivotronic to voting booth, and reconnect power cord inside booth to the terminal. 12. Make sure you post one copy of the signed totals tapes outside of the precinct before you leave for the Regional Site to return VST supplies. The other two copies should be placed in the PEB case. 24

25 Removing and Storing Flash Cards The plastic bag labeled for storage of flash cards is needed for this procedure. NEW Procedure! A compact flash card is installed in the back of each ivotronic terminal. Once totals tapes have been successfully printed each card must be removed by VST or Field VST ONLY! An ivotronic booth cannot be disassembled until the compact flash card has been removed. No exceptions. 1. Go to the first unit you opened/closed for the Election. 2. Lift terminal forward, and if necessary disconnect power cord connected to the terminal. 3. Firmly grip the tab on the flash card and then pull the flash card out of the port. 4. Place flash card inside the plastic bag provided for storage. 5. Reconnect the power cord to the back of the terminal. 6. Flatten the metal stand under the terminal, and nestle terminal back into the booth. 7. Repeat steps 2 through 6 for each terminal until all flash cards have been removed from all ivotronics in your precinct. NOTE: (If you have a terminal broken back down to suitcase form because it malfunctioned, and it is labeled for removal ticket, DO NOT remove this unit s flash card. It must be processed by Elections Office staff.) 8. Close the bag, and record the number of flash cards on the bag label, as provided. 9. Place bag inside the Activator case with the Red PEBs and the Green master PEB, along with the folded copies of the two zero tapes and the two totals tapes. 10. Using the yellow seal issued to the Clerk, seal the Activator case. NOTE: (If the case has been sealed before all items are inside, remove the seal and once all items have been placed inside the case, use the extra seal provided inside the Activator case for this situation.) The VST is responsible for returning ALL flash cards for assigned precinct. The Activator case MUST be returned to the Regional Site by the VST, along with VST supply bag and cell phone and the Communications Pack. The sealed Activator case MUST contain: o ALL Red PEBs issued to the precinct o The Green master PEB o The folded copies of the zeros and totals tapes o The labeled bag of compact flash cards o The second copy of the Precinct Inventory Report, with notations for any added/removed ivotronics 25

26 Disassembling the ivotronic Units REMIND Clerk and other pollworkers: DO NOT DISASSEMBLE any ivotronic booth until the flash card has been removed. After the polls have closed, all ivotronic units must be disassembled and set aside for pickup. Other poll workers will assist you with this process. The Assistant Clerk and the Poll Deputy will remain with the ivotronics until all units are picked up. 1. Ensure that each terminal is nested in the booth, by reaching beneath the terminal and folding the stand down to allow the terminal to lie flat in the booth. 2. Fold down the top back flap. Push back against the case lid to disengage the two side panels. DO NOT ALLOW THE PANELS TO DROP ONTO the ivotronic terminal! 3. Fold the right and left panels on top of the terminal. 4. Secure the two latches by pushing in, sliding up, and snapping them back. 5. Unplug the power cord from either the wall socket or the next ivotronic unit. 6. Open compartment lid by sliding the latch to the right. 7. Wind the power cord around the brackets. 8. Close the compartment lid and lock it by sliding the latch to the left. 9. Check to ensure the latches are closed and the lid is secure before flipping the unit to remove the legs! 10. With a partner, turn the ivotronic unit on its side. 11. Remove the legs by twisting counter clockwise and firmly tugging them out. 12. Pull the leg sections apart and fold in half. 13. Lay the case flat on its back and open the storage compartment by sliding the latch to the right. 14. Snap each of the four legs into the cradles until they click into place. 15. Close the compartment lid and lock it by sliding the latch to the left. 16. Stand the suitcase, handles up. With a partner, stack the ivotronic units no more than six high on the provided dollies. Secure with the packing strap. 17. Slide one copy of the Precinct Inventory Report under packing strap. Do NOT REMOVE the flash card from any unit that has an ivotronic Removal Ticket affixed it. 26

27 Using the Audio ivotronic In the precinct the Clerk will be responsible for the headset. If needed for a voter the VST will ask the Clerk for the headset. The VST will now plug the headset into the side of the ivotronic terminal. The VST will explain to the voter where to locate the volume adjustment controls. The VST will instruct the voter to place the headsets on their head and they will activate the ballot for them. Use these procedures to accommodate voters who are vision-impaired. Each precinct will have at least one audio ivotronic unit. The audio ivotronic functions the same as all of the other ivotronics, and may be used by any voter. This ivotronic is different from the other ivotronics because it has several features to help a visually impaired voter navigate through the ballot and make his/her selections. These features include geometric shaped buttons, Braille commands and audio capability. The terminal has a place to plug in headphones enabling the voter to listen to the ballot being read aloud. There are also audio prompts instructing the voter on how to use the buttons to navigate, make selections, and finally cast their ballot. The VST or the Field VST will administer the audio ballot. To activate an audio ballot, follow these steps. 1. Call your Field VST to advise you will be administering an audio ballot. (The Field VST needs to be available to cover the VST s duties while VST administers the audio ballot.) NOTE: The VST may request that the Field VST administer the audio ballot for the voter. 2. Introduce yourself by name and confirm with the voter that they want to use an audio ballot. 3. Explain the layout and functionality of the Audio ivotronic terminal to the visually impaired voter. (Do this by using a clockwise method of reference to describe where the buttons are located as demonstrated in training class.) 4. Insert the Red PEB into the terminal. 5. Select the appropriate ballot for the voter from the Ballot Selection menu screen. (Refer to instructions on page. If you need additional assistance with this step.) 6. When prompted on screen, remove PEB. 7. When the screen below appears, direct the VOTER to press the diamond shaped button to select an audio ballot. (This reminds voter of button location you demonstrated earlier.) 8. The voter will be prompted to select a ballot language using the triangle up or down buttons and the diamond shaped button at the bottom of the terminal. 27

28 These instructions are for the voter. They are helpful to the VST when administering the audio ballot. 9. The voter will be prompted to select a ballot language using the triangle up or down buttons and the diamond shaped button at the bottom of the terminal. 10. The ivotronic will play instructions for voting the audio ballot. (Voters familiar with using the audio buttons to navigate the ballot may push the diamond shaped button to skip to the end of the instructions.) 11. Once instructions end, the voter may listen to the instructions again by pressing the triangle up button, OR the voter may begin making ballot selections by pressing the diamond shaped button. 12. For each contest, the audio message will prompt you with the office title, the number of candidates that you can select for the office and the number of candidates running for the office. 13. Press the diamond shaped button to vote the contest or the down button to move to the next contest. 14. When the voter selects a contest, the audio message will provide a vocal cue informing the voter of which candidate is highlighted and the candidate's ballot position. 15. The voter will need to press the down button to advance to the next candidate or press the diamond shaped button to select the highlighted candidate. 16. The voter may press the diamond shaped button again to cancel the candidate selection or press either the triangle up or down button to continue moving through the ballot. 17. The voter may vote for a write-in candidate by pressing the diamond shaped button to select the write-in candidate option and then scrolling through letters from an audible alphabet and selecting the appropriate letters using the diamond shaped button to spell the name of the write-in candidate. 18. When the voter reaches the end of the ballot, the audio message will prompt the voter to either cast the ballot or return to voting. a. If the voter presses the VOTE button to cast the ballot, then the next audio prompt will ask the voter to confirm that they are indeed ready to cast their ballot, by pressing the VOTE button a second time. b. If the voter is NOT ready to cast the ballot, the voter will press the triangle up button, to return to the beginning of the ballot. This step is used by the voter who wants to review the ballot selections before casting the ballot. (This step is similar to the visual ballot s review screen function.) c. After the review above, the voter is prompted to press the VOTE button to cast the ballot, and then is asked to confirm the casting of the ballot, by pressing the VOTE button a second time. 19. Once the ballot has been cast, the voter will hear a message thanking them for voting. 28

29 REVISED information for activating and administering the Audio Ballot for the voter may be provided with your VST supplies on distribution day at your assigned Regional Site. If this is the case, please remove this page, and replace with the revised information sheet, so it will be available as a reference on Election Day. Curbside Voting (Not Drive Thru Voting) Use these procedures to assist a voter who finds it difficult to enter the polling place: 1. The Poll Deputy, who is stationed near the front entrance of the polling place while the polls are open, will watch for voters with mobility impairment, which will prevent them from gaining access to the voting area. Prior to 7:00 am, the Poll Deputy shall post the following inaccessibility sign outside near the front entrance of the polling place: Voters who find the polling place inaccessible should see the Poll Deputy. If it is RAINING, there will be NO curbside voting. 2. Upon determining that a voter is unable to enter the polling place and wishes to vote near the front entrance or in his or her vehicle, the Poll Deputy will ask the voter for an identification card with the voter s picture and signature and will present the identification to the Clerk or Assistant Clerk. 3. The Clerk or Assistant Clerk will gather the following items and take them out to the voter at the curb: (An Inspector or the VST MUST accompany the Clerk or the Assistant Clerk outside.) Precinct register page containing the voter s name; An Affirmation form in case there are changes to the voter s information; A Declaration to Secure Assistance form, in case voter needs help from poll workers; A Provisional Ballot Certificate form in case a voter must vote provisionally A Red PEB; An ivotronic terminal and blue stylus as provided by the VST; and The Clerks Voters Log. (If an Affirmation is completed the voter must also sign this log. 4. The voter will be asked, What is your current address? and the response will be compared with the address listed on the precinct register. If the address is different, the Change of Address procedures provided to the Clerk will be followed. 5. The voter will sign on the precinct register page. 6. The signature on the precinct register will be compared with the signature on the voter s identification. If the signature differs, an Affirmation should be completed. 29

30 7. The terminal will be given to the voter. The voter must be provided with as much privacy as circumstances will permit when casting the ballot. If the voter needs assistance to vote, follow the Voter Requests Assistance in Voting procedures issued to the Clerk. 8. Election workers will then bring the ivotronic terminal and other items back into the polling place. 9. The precinct register page and the ivotronic terminal (with power cord plugged back into power port in back of the terminal) will be put back in their proper location. 30

31 Hands-on Exercise 31