DESIGNATED INSPECTOR OPENING PROCEDURES

Transcription

1 REVISED 06/10

2 DESIGNATED INSPECTOR OPENING PROCEDURES TABLE OF CONTENTS PAGE 1 INTRODUCTION...2 BEFORE ELECTION DAY...3 SET UP THE PRECINCT TABLE...4 SET UP THE PROVISIONAL TABLE...6 SET UP VOTING BOOTHS AND POST SIGNS...8 SET UP THE ACCESSIBILITY EQUIPMENT...9 SET UP THE AutoMARK...10 SEAL THE BALLOT BOX...16 YOU ARE NOW READY TO OPEN THE POLLS...17

3 INTRODUCTION PAGE 2 The Vote Center must be open at 7:00 am Your opening procedure priorities upon arrival at the Vote Center on Election Day are: 1. Divide duties among your Clerks. 2. Set up your Precinct Table. 3. Set up your Provisional Workstation Table. 4. Set up the voting booths. 5. Set up the items for display inside and outside the Vote Center. 6. Set up the accessibility equipment. 7. Set up the AutoMARK unit.

4 BEFORE ELECTION DAY PAGE 3 In many cases, it will be possible for you and the other precinct boards (if applicable) to partially set up your Vote Center the day before Election Day. This will make your preparation much easier. If you set up the day before, limit yourself to the following: Set up the Precinct Table Set up the Provisional Table Set up the Voting Booths Post signs and posters inside the Vote Center Set up the AutoMARK machine, but do not turn it on IMPORTANT: Items that CANNOT be left in the Vote Center overnight include: INDEXES BALLOTS ROSTERS If you have to do all of the setup on Election Day before the polls open, ask the other Inspectors to provide you with Clerks to help set up the voting booths and post the items for display inside and outside the Vote Center. See the following pages for instructions.

5 SET UP THE PRECINCT TABLE The Precinct Table should be set up so that the voter is processed through the workstations in the following order: 1. Official Roster Workstation 2. Precinct/Street Index Workstation 3. Ballot Issue Workstation Try to position the Precinct Table so that voters will see it easily and approach the Official Roster Workstation first. Listed below are the supplies specific to each workstation: PAGE 4 Official Roster Workstation The Official Roster (blue cover) Pens Ruler (blue straight edge) Alphabet Index Tabs Precinct Number Labels Pink Provisional Envelopes White AutoMARK Envelopes Telephone Cards Voter Registration Cards Workstation Instructions Precinct/Street Index Workstation Three Precinct/Street Indexes One at workstation Two posted outside Cross-Reference Worksheet Colored Pencils Pens Ruler (blue straight edge) Alphabet Index Tabs Workstation Instructions Ballot Issue Workstation Official Ballots Ballot Marking Pens Easy-Grip Pens Handi-Lens Magnifier Secrecy Sleeves I Voted Stickers Spoiled Ballot Envelopes Write-in Candidate list Ballot-Marking Instructions Workstation Instructions

6 SAMPLE PRECINCT TABLE SET-UP PAGE 5 PENS EASY-GRIP PENS TELEPHONE CARDS BLUE OFFICIAL ROSTER PRECINCT LABELS PRECINCT/ STREET INDEX VOTER REGISTRATION CARDS & HANDI-LENS MAGNIFIER SECRECY SLEEVES ROSTER WORKSTATION INSTRUCTIONS PINK PROVISIONAL ENVELOPES & AutoMARK ENVELOPES CROSS-REFERENCE WORKSHEET RULER PRECINCT/STREET INDEX WORKSTATION INSTRUCTIONS COLORED PENCILS BALLOT ISSUE WORKSTATION INSTRUCTIONS OFFICIAL BALLOTS BALLOT MARKING PENS

7 SET UP THE PROVISIONAL TABLE PAGE 6 The Provisional Table needs to be adjacent to the Precinct Table on the side where the Ballot Issue Workstation is set up. This is necessary because the Provisional Workstation Clerk will need to receive ballots from the Ballot Issue Clerk when processing a voter. Set up the table in the best possible way to accommodate Provisional Voters and people returning Vote by Mail Ballots without interfering with the normal flow of voters through the Precinct Table workstations. You will need the following items to set-up the Provisional Table: Pink Provisional Roster Pink Provisional Envelopes Green Vote by Mail Envelopes Pens Blue Provisional and Vote by Mail Ballot bag Provisional Ballot labels

8 SAMPLE PROVISIONAL TABLE SET-UP PAGE 7 PENS PINK PROVISIONAL ROSTER PINK PROVISIONAL ENVELOPES BLUE PROVISIONAL/ VOTE BY MAIL BAG GREEN VOTE BY MAIL ENVELOPES The Ballot Box and the blue Provisional/Vote by Mail Ballot bag should be placed where a voter can reach them comfortably. The Provisional Clerk must also be able to see them to ensure that all regular ballots are deposited into the Ballot Box and all Provisional and Vote by Mail ballots are reviewed prior to being deposited in the bag.

9 SET UP THE VOTING BOOTHS & POST SIGNS INSIDE AND OUTSIDE THE VOTE CENTER PAGE 8 VOTING BOOTHS The voting booths and the Handicap Accessible Voting Booth are delivered to the Vote Center, along with the AutoMARK and other items, prior to Election Day. The booths come in what look like large pizza boxes. ITEMS FOR DISPLAY INSIDE THE VOTE CENTER Display the Items for Display poster where it can easily be seen by the voters. This poster can be propped up on a table. Tape the map of the precincts assigned to your Vote Center to the poster. The map is located in the Administrative Envelope in your green Vote Center Supply Bag. ITEMS FOR DISPLAY OUTSIDE THE VOTE CENTER The instructions for the items for display outside the Vote Center are in an envelope in the green Vote Center Supply Bag labeled ITEMS FOR DISPLAY OUTSIDE THE VOTE CENTER.

10 SET UP THE ACCESSIBILITY EQUIPMENT ACCESSIBILITY EQUIPMENT Accessibility requirements for Vote Centers have been set by the State of California. The Elections Office has gone to each of the Vote Centers we use to determine if they meet these requirements. Many of them are able to meet the specified guidelines if we use accessibility equipment to mitigate them. All of the accessibility equipment is delivered to the Vote Center prior to Election Day. This may include: Curbside Voting Equipment Cones Handicap Voter Parking Sign Threshold Mat Ramp Door Wedge Rubber Doorknob You will find written instructions and pictures that show how to set up the equipment in the Administrative Envelope in your green Vote Center Supply Bag. Ask the other Inspectors at your Vote Center to provide assistance with the set-up of the equipment. PAGE 9

11 SET UP THE AutoMARK VOTER ASSIST TERMINAL PAGE 10 Begin setting up the AutoMARK AFTER the precinct table and provisional table are set up. You will need: The black AutoMARK case The tan AutoMARK table The AutoMARK privacy screen All of these items are delivered to the Vote Center prior to Election Day. 1. SET UP the AutoMARK table in the best location for all precincts in your Vote Center. Be sure the legs of the AutoMARK table are locked into place before turning the table upright. 2. PLACE the AutoMARK carrying case on the floor next to the AutoMARK table and open the AutoMARK carrying case. 3. PLACE the AutoMARK on the table; always use two (2) people, one person on each side, when moving the AutoMARK. Remember to lift with your legs.

12 PAGE REMOVE the power cord, key, and headset from the AutoMARK carrying case. 5. PLUG the power cord into the AutoMARK unit and into a nearby outlet. The ON/OFF power keyhole, at the lower left front of the unit, will light up in red in the OFF position. If the red light does not appear, you are not receiving power. Try another outlet or check to see if there is a switch that controls the outlet.

13 6. MOVE the sliding latches outward to unlatch the front flap. PAGE LIFT the front flap, and fold it over the top of the lid. 8. LIFT the lid so the screen can be raised.

14 9. FOLD down the front panel, forming a tray. PAGE LIFT the screen to the full upright position. 11. LOWER the lid behind the screen. THIS IS CRITICAL! IF THE LID IS NOT LOWERED, THE INFRARED LIGHT CANNOT PROPERLY SCAN THE BALLOT.

15 12. PLUG the headset into the AUDIO socket, located on the front-right side of the AutoMARK. POSITION the headset over the touch screen monitor on the right side. PAGE INSERT the blue-rimmed key, located on the key ring, into the ON/OFF switch and turn to ON. The green light will appear over the ON position and the AutoMARK will begin the setup procedures. It will take about five (5) minutes to load the information. When the words Please Insert Your Ballot appear on the screen, the AutoMARK is ready for voting.

16 14. REMOVE the keys and return them to the black AutoMARK case. PAGE LIFT the ballot feed tray and position the privacy screen around the front of the unit when not in use so voters do not try to insert their regular ballots. The AutoMARK is now ready for use. 16. VERIFY the number of AutoMARK ballots received. Verify that the number of ballots in the AutoMARK Supply Envelope matches the number printed on Line 1 of the AutoMARK Ballot Statement. 17. DISTRIBUTE AutoMARK Ballot Envelopes Distribute two envelopes to each Inspector for all precincts at the Vote Center. All of the AutoMARK envelopes for your Vote Center are located in the AutoMARK Supply Envelope in the green Vote Center Supply bag. 18. SECURE the green Vote Center Supply Bag The AutoMARK ballots will be stored in the green Vote Center Supply Bag and must be kept secure throughout the day. We highly recommend storing the bag near the Ballot Issue Station of the nearest precinct to the AutoMARK unit.

17 SEAL THE BALLOT BOX PAGE 16 The ballot boxes will be delivered to your Vote Center. Each precinct will have their own. AFTER the first voter has verified that the ballot box is empty, you are responsible for sealing the ballot box. The seal will be packed in the red Inspector Bag.

18 YOU ARE NOW READY TO OPEN THE POLLS PAGE 17 Your Vote Center and Precinct are now ready to receive voters when the polls open at 7:00am. Check to see if the other Inspectors need additional assistance with their duties prior to opening the polls. Assign your Clerks (and yourself) to each of the individual workstations; time permitting, each person should take a few minutes to familiarize themselves with the Workstation Instructions for their assigned station. The four (4) Workstations are: 1. The Official Roster Workstation This is the most demanding Workstation; please be sure that the person is assigned to this position is confident that they can perform all the required duties. 2. The Precinct/Street Index Workstation 3. The Ballot Issue Workstation 4. The Provisional/Vote by Mail Workstation This may be the best Workstation for you, the Designated Inspector, to work as it will give you the best opportunity to supervise your precinct. THANK YOU FOR YOUR HARD WORK, AND ENJOY ELECTION DAY!