Electin Day User Guide! This manual is a living dcument and is cntinually updated in accrdance with Michigan Electin Law. Yu are n the Frnt Line and we depend n yur input! As always, we cannt change verall prcedure; hwever, we can change supplies and materials. Place any ntes t ur ffice in the City Clerk s Envelpe at the end f the night. Remember, credit is given when due. We can t give credit if we dn t knw wh made the suggestin! EPB = Electrnic Pll Bk City f Grsse Pinte Wds 9/20/2017
Table f Cntents 2 Page 1. Electin Day Basics... 3 2. Opening the Plls... 4 Tabulatr Zer Tape Prcedure... 5 ImageCast X Set-up Instructins... 5 3. Dual Laptp Set-Up... 6 4. Backup Electrnic Pll Bk... 12 5. The Prcess... 13 Applicatin t Vte... 13 Electrnic Pll Bk... 13 Issue Ballt... 14 Spindle/Tabulate... 15 Issuing Ballts t Vter using ICX Vter Assist 16 6. Searching fr Vter Outside f Precinct... 17 7. Ballts Special Circumstances... 18 Prvisinal Ballts (Affidavit & Envelpe)... 18 Spiled Ballts... 19 Challenged Ballts... 19 Defective Ballts... 20 8. Und Feature in Electrnic Pll Bk... 21 9. Reprts List f Vters & Remarks... 21 10. Duplicating Ballts... 22 11. Clsing the Plls... 25 12. Helping Vters with Disabilities... 30 13. Challenger v Pll Watcher... 31 14. Campaigner v Exit Pllsters... 32 15. What If... 33 Appendix A. Vter Status Nte Reference Guide... 36 B. Precinct Setup... 37 C. Supply Check List... 38 D. Pll Bk Sheets... 39 E. Tabulatr / ICX Phts... 45 F. Vting Prcedure fr ICX Vter Assist Terminal.49 G. ID Requirement Infrmatin Sheet... 50 H. Challenger / Watcher Quick Reference Sheet... 51 I. Prvisinal Fur-Step Prcedure Overview... 52 J. Duplicating Ballts Additinal Infrmatin... 54 K. Seals... 55 L. Clsing Envelpes - RECEIVING BOARD... 56 M. Cntainer Certificates... 59 N. Electin Plling Lcatin Evacuatin Plan/Checklist... 60 O. Failure f Hst Laptp Recvery Instructins... 62 P. ICX Testing Instructins 67
Electin Day Basics Clerk Phne Number 343-9945 Public Safety Phne Number 343-2410 Inspectrs arrive fr wrk at 6 a.m. (Interns 10 a.m.) Plls Open: 7 a.m. 8 p.m. Plling Lcatin is already set up d nt make changes t layut withut prir apprval frm the Clerk. N campaign material/campaigning within 100 feet frm the entrance f a Plling Lcatin. N Exit Pllsters within 20 feet frm the entrance f a Plling Lcatin. Abslutely n Candidate/Race discussin in Plling Lcatin. Limit Cnversatins t Electin Day Prcess / Instructin! BACKUP EPB EARLY AND OFTEN BACKUP EPB!! Backup instructins n Page 9 f this Manual! Dn t frget Call In Times # f Vters & # f Affidavits in EPB and n Tabulatr! Hurly Accuracy Checks: (mre if time avails itself) Public Cunter matches List f Vters in the EPB Verify that there are n gaps in List f Vters Verify that all Ballt numbers are accunted fr in EPB All Inspectrs must wear name tags at all times. Please see Pg 19 (spiled ballt page) fr ntes n why yur cunts may be ff! REMEMBER: Recrd Recrd Recrd Recrd All Oddities as a Remark in EPB!! REMEMBER: Dn t frget t BACKUP!! 3
Opening the Plls Hear Ye, Hear Ye, The Plls Are Nw Open! Chair/C-Chair Review Layut D yu have all required equipment? Tabulatr ImageCast X Vter Assist Terminal and Printer Laptps (cntaining the EPB, Flash Drive, and accessries) Bths Infrmatin Bard Tables & Chairs Supplies Verify Seal and Serial Numbers in frnt f hardcpy Pll Bk. Administer Cnstitutinal Oaths. Assign Inspectrs t mark ff Electin Supply Checklist, set up Infrmatin Table and Bths (Applicatins, Sample Ballts, Pens, etc). Turn n ICP Tabulatr by turning the surge prtectr t the n psitin, the tabulatr will autmatically turn n. Verify the ballt cntainer is empty. The ICP Tabulatr will perfrm a series f internal checks t verify n ballts have been depsited, t cnfirm that the unit is in prper wrking rder and t cnfirm the electin firmware is laded. Once the tabulatr has cmpleted its internal check, it emits an audible beeping tne. Once the tabulatr starts t beep hld the ibuttn t the Security Key pad until prmpted t enter a passwrd. The passwrd is 12345678. Verify that the date and time is crrect, if nt select n and adjust the date r time using the plus minus keys. 4
Frm the LCD screen press pen plls, then select zer t print the zer tape. When prmpted if yu wuld like mre cpies f the zer tape, press n unless the zer tape did nt prperly print. Verify the LCD Screen has zer (0) Ballts Cast. Verify the zer tape fr fllwing: (d nt remve Zer Tape): Electin Precinct Date Time Ttal Scanned/Ttal Vters Races Candidates Zer Ttals Certificatin (All Inspectrs present must sign) Rll and Tuck Zer Tape behind the tabulatr. DO NOT DETACH THE ZERO TAPE. Print ICX Vter Assist Terminal Test Ballt: Insert a vter card int the yellw slt lcated at the base f the machine. Navigate the vting screen ensuring that tuch functin is wrking by selecting and unselecting candidates and advancing thrugh the cntests. Print a blank ballt, n the yellw Vter Assist Terminal Test paper. The paper is preladed in the printer. Verify: the ballt is blank and that a QR cde is printed n the page. Place vted Test Ballts in City Clerk s Envelpe. 5
Set Up Laptps (cntaining EPB): The pwer crd is lcated inside f the laptp bag, alng with a surge prtectr. Make sure the surge prtectr is attached t bth laptps pwer crds and plug int the electrical utlet. Plug the ther end f the crds int the back left side f the laptp. Ensure that the pwer strip is turned n. Plug the muse int the USB prt n either side f the cmputer. Plug the magnetic card reader int the USB prt n either side f the cmputer. Cnnect the tw laptps with the black Ethernet crd. The Ethernet crd is lcated in the hst cmputer laptp bag. The crd plugs int the back right hand side f the laptp. DO NOT PLUG IN THE SILVER ENCRYPTED FLASH DRIVE YET. Turn n the laptps, using the pwer buttn lcated at the tp right side f the keybard. At the Widws screen n bth laptps, click n ElectinAdmin. At the Windws screen, enter the passwrd which is Electin35580 6
Once lgged int bth laptps, click n the file flder in the lwer left hand crner f the screen. On the left side f the screen click netwrk. Click n the ribbn at the tp f the screen Select Turn n netwrk discvery and file sharing 7
Select the N ptin in the Netwrk discvery and file sharing dialg bx. The netwrk shuld display bth devices. Be patient. It may take a cuple f minutes fr the windw t refresh. If yu dn t see bth devices after abut 5 minutes r dn t see the ribbn, leave the Ethernet cable attached and re-start bth laptps. Plug the silver Encrypted Flash Drive int the USB prt n either side f the Hst cmputer. The Verbatim Secure Pr lgin in screen will pen. 8
Alternately if the Open flder t view files des nt appear, click n the file flder in the lwer left hand crner f the screen. Duble click n Secure Pr file. The encrypted prtin must be unlcked s that the backup and reprts can be saved. Enter the flash drive passwrd which is lcated n the back f the chair and c-chair id badges. BE PATIENT, it takes several secnds t unlck. Cnfirm that the cmputer displays a secure drive. Then minimize the screen. 9
*NOTE: All Passwrds are CaSe SeNSiTiVe! Opening the Electrnic Pll Bk (EPB) Must be dne n BOTH laptps using DIFFERENT user names. Duble click n the EPB icn t pen the prgram; Type in the Encryptin Passwrd; Enter The cursr will advance t the User Name; Type in the User Name; Press the Tab key t advance t the Passwrd; Type yur assigned Passwrd; Enter The EPB will pen. ** NOTE: Each Inspectr is assigned their wn User Name and Passwrd. It is imprtant t lg ut when switching users! ** Yu d nt want t be respnsible fr smene else s wrk. Verify the Fllwing in the EPB: Electin Date/Type Precinct 10
Ensure Ballt # s received matches the Ballt Summary Reprt: Click n Reprts Ballt Summary; Check Beginning and Ending Ballt # s against physical ballts. Remember the ballts have been divided, and will have tw starting and tw ending numbers listed in the reprt. 11
Backup the Electrnic Pll Bk EPB Statin Inspectr n HOST Laptp D NOT risk lsing yur wrk! The EPB will autmatically begin flashing Backup Overdue! in the bttm right crner f the screen every 30 minutes! Yu MUST back up mre than every 30 minutes! Try every 10 minutes minimally! If Backup Overdue! is flashing, click n it and the Backup screen will appear: Click Backup! DO NOT CHANGE THE BACKUP FILE PATH!!!! When Backup Overdue! is NOT flashing g t File and click Backup OR click in the spt that Backup Overdue! nrmally flashes. On the Client laptp yu d nt back up. ONLY n the Hst Laptp. Backup verdue will cntinue t flash n the Client laptp. 12
The Prcess All Inspectrs Hw a Vter is prcessed n Electin Day! Vter fills ut an Applicatin t Vte. Vter gives Applicatin and Pht ID t the Electrnic Pll Bk (EPB) Statin. Cnfirm identity f the vter by checking appearance t their pht identificatin. (NOT an address check) If vter des nt have Pht ID Have Vter sign the Affidavit n back f the Applicatin. Cmplete bttm prtin f the Affidavit. Check the bx n the frnt f the Applicatin. (Recrd the number f Affidavits signed n call-in sheet.) EPB Main Screen Dn t frget t BACKUP! 13
Scan Vter s Drivers License r type Last Name in the DLN/Name field. Give Pht ID back t Vter. Cmpare address and DOB listed n Applicatin t EPB Vter Details sectin. Make sure the Applictin is signed. Verify the Vter Status and take the apprpriate actin. A next t Vter s Name indicates a Vter Status nte. The Vter Status will display belw Lck this vter recrd. Refer t Appendix A n handling the varius Vter Status ntes. Yu MUST Lck this vter recrd prir t perfrming ANY actin. Scanned Vter s Drivers Licenses will autmatically be lcked. Verify the next ballt number frm the Ballt Issuing Statin and write it n the Applicatin. Issue the apprpriate type f ballt (regular, prvisinal, etc.). Verify the crrect Ballt Number is being issued; click OK. Once yu click OK, recrd the Vter Number frm the cnfirmatin screen n the applicatin. NOTE: MUST enter First Ballt # manually, after selectin f first Vter n each laptp! The System will then aut-advance. 14
The list f vters will autmatically update when yu prcess the next vter. Alternatively yu can press F5 t refresh at anytime. Give the Applicatin t the Inspectr at the Ballt Issuing Statin. Inspectr at the Ballt Issuing Statin gives Vter a ballt already in a Secrecy Sleeve, the crrespnding Applicatin and gives vting instructins. Vter enters a vting statin t mark their ballt Vter exits the vting statin and ges t the Spindle/Tabulate Statin. Inspectr at the Spindle/Tabulate Statin verifies the Ballt Number n the stub with the Number n the Applicatin. Inspectr remves the Stub frm the Ballt (w/ expsing any part f the Ballt) and spindles the Applicatin. Make sure applicatin is cmpletely filled ut D nt Remve Secrecy Sleeve frm Vter s hands. Inspectr gives the Vter instructin n using the Tabulatr. Vter inserts Ballt int Tabulatr. 15
Issuing Ballts t Vter using ICX Vter Assist Terminal Issue a ballt as yu wuld t a vter nt using the ICX vter terminal. D nt click the VAT Ballt bx in EPB when issuing the ballt. Remve the stub frm the ballt issued t vter. On the ballt yu issued write VAT and place in the Vter Assist Terminal Envelpe t be sealed with the rest f ballts at the end f the night. Place the vter s applicatin t vte and ballt stub in the puch n the exterir f the secrecy sleeve and hand the vter a Vter Card they will use t activate the ICX. These vter cards are nly gd fr ne use s each vter will need a new card, even fr spiled ballts. The vter inserts the vter card int the yellw card reader slt lcated n the base f the ICX and vtes using either the tuch screen r the ATI Accessible marking device. Vters als have the ptin f vting using their persnal sip & puff tube, paddles, and jysticks. Once the vter is dne making their selectin the ICX will print their selectins t the attached printer. The printer is lcated behind the ICX n the table. The vter places the ballt in the secrecy sleeve and then prceeds t place the ballt in the tabulatr. The vter will return the used Vter Card t the inspectr at the Spindle/Tabulatr Statin. Place the used Vter Cards in Return t City Clerk Envelpe. 16
Searching fr Vter Outside f Precinct EPB Statin Inspectrs / Chair / C-Chair If the Vter is Nt Listed in This Precinct Tab! If the Vter des nt appear n This Precinct Tab; Click n the Other Tab and direct the Vter t the apprpriate Precinct. Give the vter a pass t g t frnt f the line in their crrect precinct. If the Vter is nt listed n either Tab Call the Clerk s Office Immediately fr further instructin! Dn t frget t BACKUP! 17
Prvisinal Ballts Chair/C-Chair Issued if Vter is nt listed in EPB r cannt fulfill the Federal ID requirement. Administer the Fur-Step Prcedure (See Appendix H fr inf). Answer Yes t all five questins = AFFIDAVIT BALLOT, tabulated. Answer NO t any questin = ENVELOPE BALLOT, returned t Clerk. Fur-Step Prcedure Ballt Issued Ballt Stub Vted Ballt Reslutin AFFIDAVIT BALLOT Put cmpleted frms in Clerk's Envelpe. Write Ballt Number n back and Cnceal with White Pst-it Tape. Remve Stub (at tabulatr). Ballt gets tabulated. Valid vtes are tabulated. ENVELOPE BALLOT Put cmpleted frms in Clerk's Envelpe. Write Ballt Number n back and Cnceal with White Pst-it Tape. Stub Remains. D Nt Tabulate! Vter puts Ballt in Blue Prvisinal Envelpe, that envelpe is placed in Prvisinal Envelpe at end f night. Clerk determines if vte cunts and ntifies vter within six (6) days. Dn t frget t BACKUP! 18
Spiled Ballts EPB Statin Inspectrs / Chair / C-Chair Issued if a Vter makes a mistake and requests a new Ballt r if the Tabulatr indicates there is an errr (e.g., Overvte). 1. Have the vter mark the Ballt Spiled (w/ expsing the ballt); Vter places Ballt in Spiled/Defective Ballt Envelpe. 2. Crss ut Spiled Ballt Number and recrd new Ballt Number n the Applicatin and in EPB. 3. Vter is prcessed as usual. Special Circumstance In the event that the Vter DOES NOT want a new Ballt after their first ne has been Spiled: Make ntatin n the Applicatin and enter a Remark in EPB. (See Page 20, Remarks sectin, fr infrmatin n what t include) In EPB search fr the vter by name and then reject the ballt. Challenged Ballts Chair/C-Chair Issued if a registered Challenger challenges a Vter s eligibility t vte. (See Appendix G, Quick Reference Sheet, fr Challenger guidelines) 1. Give Oath f a Vter wh is being Challenged lcated in the Frms Binder. 2. Fill ut the Challenges Sectin f the hardcpy Pll Bk. 3. Write the Ballt # n the back f the ballts and cver using the prvided Pst-It tape. 4. Vter will mark the ballts and insert them int the tabulatr. 19
Defective Ballts EPB Statin Inspectrs / Chair / C-Chair If a Vter is issued a Defective Ballt: Technical Print Errr n Ballt Tabulatr will nt accept. Ask Vter if (s)he wuld like a new Ballt: Answer Yes = Issue New Ballt. Answer N = Place Ballt in Auxiliary Bin. Issue New Ballt Ballt is marked Defective (w/ expsing the ballt); Vter places Ballt in Spiled/Defective Ballt Envelpe. Vter issued New Ballt. Ballt number is recrded n the Applicatin and in EPB. Ballt in Auxiliary Bin Make Ntatin n the Applicatin and in the Pll Bk that the Ballt is Defective. Vter is instructed t place the Ballt in Auxiliary Bin and infrmed that Ballt will be Duplicated and Tabulated after 8:00 p.m. Vter prcessed as usual. Make ntatin n the Applicatin and enter a Remark in EPB. (See pg 21 f this User Guide fr what infrmatin t include) T Render Un-Issued Ballts Defective: G t File and click n Un-issued Defective Ballts. Enter the Ballt Number Range f the defective ballts. The System will keep track f these ballt numbers and nt allw them t be issued. Place Ballt(s) in Spiled/Defective Ballt Envelpe. Dn t frget t BACKUP! 20
Und Feature in EPB EPB Statin Inspectrs / Chair / C-Chair If a Ballt is issued t the wrng persn yu must Lck this vter recrd, click n Und then cnfirm the actin. T issue t the right persn yu must Lck this vter recrd. Verify, Verify, that the Ballt # is accurate BEFORE taking further actin. List f Vters Reprt It is essential that all inspectrs verify that EPB is n the right Ballt # and Vter #!!!! EPB has a real time List f Vters n the right f the screen. Yu may still g t Reprts and click n List f Vters. Yu MUST always verify that the Ballt # and Vter # are accurate BEFORE taking any crrective actin. Remarks Reprt When Vter is NOT Lcked = General Remarks When Vter IS Lcked = Vter Remarks Include the fllwing when making a General Remark: 1. Time 2. Vter Name if necessary 3. Situatin 4. Name f inspectr adding the Remark. T view Remarks g t Reprts and click n Remarks. Dn t frget t BACKUP! 21
Duplicating Ballts Chair/C-Chair (Or Assigned Inspectrs) Tw Inspectrs f differing plitical parties perfrm the fllwing: First Inspectr Pile t be Duplicated 1. On first Ballt Write 1 1 2. Read t the Secnd Inspectr every vte that is t be Duplicated. Please review Appendix J fr additinal clarificatin. 3. On secnd Ballt Write 2 2 4. Repeat this prcess until all Ballts have been Duplicated. Dn t frget t BACKUP! 22
Secnd Inspectr Pile f Blank Ballts 1. On first Ballt Write Dup 1 Dup 1 2. Mark Ballt as instructed by the First Inspectr fr every vte that is t be Duplicated. Please review Appendix J fr additinal clarificatin. 3. On secnd Ballt Write Dup 2 Dup 2 4. Repeat this prcess until all Ballts have been Duplicated. As a duble check, tw new inspectrs (f differing parties) nw perfrm the fllwing: First Inspectr Pile f Duplicated Ballts 1. Verify that each Ballt is marked with a Dup # 2. Read t the Secnd Inspectr every vte that is marked. Dn t frget t BACKUP! 23
Secnd Inspectr Pile f Original Ballts 1. Verify that each Ballt is marked with a # 2. Verify that every vte read is accurate. 3. Place Original Ballts in Original Ballt Envelpe. Inspectr at Spindle/Tabulatr Statin Tabulates Duplicated Ballts in the presence f tw Inspectrs f different plitical parties. Remember: Mark every vte that is valid, including vervtes, undervtes, blank, write-ins, etc. The purpse f duplicating is t ensure the tabulatr prcesses the ballts nt t Crrec the Ballt. Exceptin (nly ne circumstance): D nt recrd Invalid write-ins that cause an Overvte! Questins: Unsure? DO NOT GUESS! Call the Clerk Immediately! Well That was tedius! Dn t frget t BACKUP! 24
Clsing the Plls Hear Ye, Hear Ye, The Plls Are Nw Clsed! Chair/C-Chair Plls Clse at 8:00 p.m. Everyne in line must be allwed t vte. Inspectr fllws line t ensure that n Vters enter the line past 8:00 p.m. After all Vters have vted, prcess any Ballts that were inserted int the Auxiliary Bin. Duplicate and Tabulate as necessary. Verify Number f Vters n the Public Cunter match EPB List f Vters and Applicatins t Vte. Clse Plls n Tabulatr and print Ttals Tapes. Hld the ibuttn t the Security Key space lcated n the tp f the tabulatr until prmpted t enter the passwrd (12345678). On the LCD screen select Clse Plls. The message Are yu certain yu wish t clse plls will be displayed. Press Yes. The results reprts will autmatically begin t print. D nt remve the reprt until after transmissin reprt prints. Once the pll has been clsed, the Ready t Transmit screen will appear. Cut the seal t the mdem prt lcated n the right hand side f the tabulatr. Cnnect the prvided mdem device t the mdem prt using the attached cable and press OK t start transmitting results. 25
The tabulatr will then detect the mdem and establish a cnnectin t the server. Once the cnnectin has been established, the ICP will begin transmitting the results t Wayne Cunty. The LCD screen will indicate the percentage f files transmitted. Once cmplete, the LCD screen will display the Electin Results Successfully Transmitted n the screen. The ICP will then print a shrt transmissin tape at the end f the results tape shwing that the transmissin was a success. Remve the tape, including the zer and three ttals tapes at this time. Once this reprt has been printed, the LCD screen will return t the main screen. At the bttm f the screen select Pwer Dwn t turn ff the tabulatr. The LCD screen will display a message asking yu t cnfirm that yu want t pwer dwn. Press Yes t cntinue the pwer-dwn prcess. The LCD screen will g blank indicating that the ICP has successfully been shut dwn. Remve the mdem frm the ICP t return t City Hall. Nw that the ICP has been shut dwn, cut the seal n the frnt f the ICP labeled Pll Wrker. T access the memry card, there is a buttn yu must push in rder t release the dr. Once the dr is pen, yu will see a buttn t push t eject the memry card. DO NOT REMOVE MEMORY CARD BEFORE TABULATOR IS POWERED OFF This memry card will be sealed in the black memry card bag alng with the silver flash drive frm the EPB. Verify Number f Vters n Ttals Tape t EPB List f Vters. Remve Ballts frm tabulatr ballt bin DO NOT MIX PILES! 26
Ballts in the hanging canvas ballt cntainer: Review each invalid write-in cannt cause an vervte! If an invalid write-in des cause an vervte: Manually add vte t apprpriate candidate n each ttals tape. Place Vted and Unvted Ballts in the Black Ballt Cntainer. Include Spiled Ballts Envelpe and Vter Assist Terminal Ballt Envelpe. Only exceptin is prvisinal envelpe ballts prperly sealed in the bright range prvisinal envelpe, t be brught back t City Hall separately. All Inspectrs present sign each Ttals Tape. Assign Inspectrs t: Check ff Supply Checklist Repack Supply Bx NEATLY (check t make sure all plugs and crd are cllected) Clean up Plling Lcatin Turn the ICX Vter Assist Terminal Off by: First cut the barrel seal lcated n the bttm center back f the ICX Vter Assist Terminal. (Nt the BLUE SEAL lcated at the tp f the ICX near the handle.) Once the seal is remved, lcate the pwer buttn lcated the back f right hand side f the ICX Vter Assist Terminal. The pwer buttn will be glwing green. Briefly hld dwn the pwer buttn until pwer dwn ptin menu displayed n screen. Select pwer ff, then press k t cnfirm yu want t shut the tablet. Turn the printer ff by pressing the pwer buttn lcated n the right hand frnt side f the printer. Turn tabulatr ff. Remve Memry Card frm Tabulatr and place in the Black Canvas Bag. 27
Clsing f the Electrnic Pll Bk n Hst Laptp: Final BACKUP Reprts: (Save Fur (4) as.pdf files) DO NOT CHANGE PATH! 1. BALLOT SUMMARY a. Select: Reprts Ballt Summary i. Fill in all apprpriate numbers ii. LINE D must be taken frm the tabulatr iii. LINE L must be 0 b. Select: Preview t review Ballt Summary page c. Click n the icn t save as a.pdf 2. LIST OF VOTERS a. Select: Reprts List f Vters b. Click n the icn t save as a.pdf 3. REMARKS a. Select: Reprts Remarks b. Click n the icn t save as a.pdf 4. DEFECTIVE UN-ISSUED BALLOTS a. Select: Reprts Defective Un-Issued Ballts b. Click n the icn t save as a.pdf Histry: Select: File Save Histry All inspectrs must view ALL reprts prir t signing the back f the hardcpy Pll Bk. Break dwn Laptps: 1. IMPORTANT: The flash drive must be remved prperly r the files n it can be damaged. Dn t remve it until AFTER the laptp has been shutdwn. 2. Check with the Chair t make sure that all f the reprts and back-ups are cmpleted. Clse all pen files r prgrams. 3. T shutdwn the cmputers, click n the Windws icn in the lwer left crner f the screen. Then click n the wrd Shutdwn. 28
4. Remve the flash drive, and have the Chair seal inside black canvas memry card bag alng with the memry card frm the tabulatr fr delivery t City Hall. 5. Remve the muse, pwer crd/surge prtectr, and magnetic card reader. Place them back int the laptp bag alng with the laptp. Place Flash Drive in Black Canvas Bag and seal. *Make sure the prper Yellw Certificate is filled ut when sealing Black Canvas Bag.* Place the fllwing Sealed Envelpes in the Black Ballt Cntainer: Spiled/Defective Envelpe VAT (Vter Assist Terminal) Envelpe Original Envelpe (will be prvided when needed) Fill ut and insert Green Certificate inside plastic sleeve, attach and seal t the Black Ballt Cntainer. All Inspectrs present sign Certificate f Electin Inspectrs. Insert ALL paperwrk int the Clsing Package Envelpe and seal with a Red Paper Seal. (The Receiving Bard will separate paperwrk at end f night) Call Public Safety t bring the fllwing 2 (tw) items t the Clerk s Office: 1. Black Ballt Cntainer (With all ballts, except prvisinal) 2. Supply Bx Bring the fllwing 4 (fur) items t the City Clerk s Office: 1. Black Canvas Bag (With memry card & EPB Flash Drive) 2. ibuttn and ICX cards 3. Laptp 4. Clsing Packet Envelpe (SEALED) NO BALLOTS ARE TO BE RETURNED UNSEALED! NO ENVELOPES ARE TO BE RETURNED UNSEALED! Yu have just survived anther Electin! Super Jb! 29
Helping Vters with Disabilities All Inspectrs Interacting with Tact! Always treat Every Vter with Respect and Dignity! Make sure the AutMARK and sit dwn table and bth are ready fr vters, including Braille and Audi Instructins. Helper Dgs are always welcme at Plling Lcatins. Remember they are wrking. D nt pet/apprach withut permissin. D nt ask what a Vter s disability is. Vter is nt required t prvide a reasn fr needing assistance. If unable t read r write vter may have anyne assist. OR Tw Inspectrs f different parties must assist vter. Be cnsiderate f extra time a Vter may need. Speak t the Vter Nt the Cmpanin. Ask befre pushing smene in a wheelchair. e.g., May I help yu t a vting statin? Then ask hw they wuld like yu t prceed. Fr visually impaired Vters: Let them knw wh yu are. Offer yur arm d nt grab theirs. Explain appraching steps. (e.g., We will be walking ahead abut ten feet t the vting statin ). D nt yell at smene wh is hearing impaired! If yu are nt understd, try writing it dwn. Mst Imprtantly Remain Calm and Patient! 30
Challenger -v- Pll Watcher All Inspectrs May, May Nt s, Must, and Must Nt s! Plls must be pen t anyne wh wuld like t view the Prcess! Even after the Plls Clse! Challenger: Must pssess and display credentials by appinting authrity. May bserve the prcessing f vters and ballts frm inside the prcessing area. May visually examine all equipment, frms, and recrds. May challenge a persn s qualificatins t vte must have gd reasn t believe. May challenge the actins f Inspectrs. May serve in mre than ne precinct (n mre than tw per precinct per plitical party r grup). Must nt interfere with the Electin Prcess r handle Electin Material. Must nt campaign r display campaign materials. May nt questin vters. Pll Watcher: Must remain in Public Area. May inspect the Pll Bk with the Chair s permissin. Must nt interfere with the Electin Prcess r handle Electin Material. Must nt campaign r display campaign materials. May nt challenge a persn s qualificatins t vte. May nt sit r stand behind the prcessing area. May nt questin vters. Inspectrs are authrized and expected t uphld the rules! See Appendix H fr Quick Reference Sheet! 31
Campaigner -v- Exit Pllster All Inspectrs Campaigning Basic Rules: N Campaigning Material/Campaigning within 100 feet f any drway used by vters t enter the building in which a plling place is lcated. N psting/displaying campaign items n public r persnal prperty within 100 feet: N displaying pr and cn inf n the prpsals n the ballt. N appraching vters t encurage wh r what t vte fr. N distributing any type f campaign literature r write-in stickers. N displaying signs, psters r bumper stickers. N attempting t cllect petitin signatures. N requesting dnatins, selling tickets r engaging in similar activities. Vters entering the plls must remve campaign buttns r cver up clthing bearing a campaign slgan r a candidate s name. There is nthing t prhibit a vter frm referring t campaign literature r slate cards when vting. Vters must cnceal campaign literature r ther campaign materials brught int the plls. Such materials may nt be left behind in the vting statin. Inspectrs are authrized and expected t uphld the rules! Exit Plling Basic Rules: *Exit plling is the questining f vters after they have left the plls. N exit plling within 20 feet f any drway used by vters t enter the building in which a plling place is lcated. Exit Pllsters may nt enter the building in which the plling place is lcated. N interviewing Vter befre they enter the plling place. 32
What If All Inspectrs What Are Yu Ging T D? We are sure yu can all cme up with endless What If situatins. The fllwing scenaris and recmmended actins represent exceptins t the general prcedures that are carried ut at the plls n Electin Day. It is imprtant t nte that in nearly all situatins, the plls must remain pen fr vting. When in Dubt CALL 343-9945. Laptp Failure Call 343-9945 If it is the Client Cmputer cntinue prcessing with Hst Cmputer. If it is the Hst Cmputer see Appendix O fr instructins. Ethernet crd cmes unplugged Cntinue prcessing vters n the hst cmputer Recnnect the Ethernet crd Restart the Client laptp Netwrk the cmputers by clicking n the file flder in the lwer left hand crner. Open EPB n the Client laptp and lg in. Tabulatr Equipment Failure Call 343-9945. Unlck the Auxiliary Cmpartment (lcated n tp f ballt cntainer behind the tabulatr). Cntinue issuing ballts. Ballts depsited int the Auxiliary Cmpartment are remved and tabulated after 8:00 P.M. ICX Vter Assist Terminal Equipment Failure Call 343-9945. 33
Pwer Outage Immediately call 343-9945. Generatrs will be prvided. The Tabulatr and Laptp have battery backup fr apprximately 2 hurs. If the pwer shuld g ut: Unlck the Auxiliary Cmpartment (lcated n tp f ballt cntainer behind the tabulatr). Cntinue issuing ballts. Ballts depsited int the Auxiliary Cmpartment are remved and tabulated after 8:00 P.M. Ballt Jam - Tabulatr The LCD screen n the tabulatr will tell yu if the ballt has been tabulated: CALL 343-9945. Unlck the Auxiliary Cmpartment (lcated n tp f ballt cntainer behind the tabulatr). Cntinue issuing ballts. Ballts depsited int the Auxiliary Cmpartment are remved and tabulated after 8:00 P.M. Ballt Jam - ICX Vter Assist Terminal It is imprtant that the secrecy f the ballt be maintained. Attempt t remve the ballt, using as much discretin as pssible, by fllwing these steps: Clear the paper jam fllwing the instructins displayed n the printer. Once the jam is clear a new ballt will autmatically print. Place the jammed ballt int the Spiled Defective Envelpe. Full Tabulatr Ballt Bin Tw Inspectrs (f ppsite parties) pen the dr, Remve the Ballts, and put them in the Black Ballt Cntainer. Remval and Securing f Ballts must be in full view f the prcessing area. The Black Ballt Cntainer must be secured behind the prcessing table in plain view f vters and the public. Recrd wh, what, why, and when in the Remarks Sectin. 34
Ballt Summary Des Nt Balance A. The ttal number f Ballts tabulated is less than the ttal number f Vters recrded in the Pll Bk: Check the auxiliary bin. Cmpare the Applicatins t Vte against EPB List f Vters. Check fr skipped lines in the EPB List f Vters. If the steps abve d nt slve the discrepancy, call 343-9945. B. The ttal number f Ballts tabulated is mre than the ttal number f Vters recrded in EPB List f Vters (e.g., jammed Ballt was inadvertently tabulated twice): Cmpare the Applicatins t Vte against the Pll Bk. Discrepancy nt slved? Prceed t the next step. Cnduct a physical cunt f the Ballts tabulated (cunt twice, srt int stacks f 25). Cnducted by a team f tw inspectrs f different plitical parties. If cunt is same as the number f Vters in EPB List f Vters, Ballts must be re-tabulated. Call 343-9945. If cunt is mre than the number f Vters in the Pll Bk, DO NOT re-tabulate. Make a cmplete recrd f the situatin as Remarks in the EPB. 35
Appendix A Vter Status Nte Reference Guide Status Descriptin Actins t Implement Age Citizenship Residency Status Descriptin Actins t Implement Cnfirm Address Date f Birth Citizenship Sign Registratin Card Have vter cmplete vter registratin frm in binder. Ensuring they mark yes t Citizenship questin. Let vter tabulate ballt Have vter cmplete vter registratin frm in binder. Let vter tabulate ballt Descriptin Absentee Ballt Sent Absentee Ballt Sent/Received Actins t Implement Call the 343-9945 t cnfirm a ballt was nt received. If des nt have the ballt have them cmplete affidavit f vter nt in pssessin in frms binder and then vte as nrmal. If the vter has ballt place the absentee ballt int the spiled ballt envelpe and let vte as nrmal. Infrm the vter they have previusly cmpleted a ballt and the ballt is being cunted at City Hall. D nt allw them t vte in precinct. Descriptin Must shw ID befre vting (Federal Requirement) Actins t Implement Refer t ID requirement sheet fr acceptable frms f ID. If vter des nt have ID they must vte a prvisinal envelpe ballt. 36
Appendix B Precinct Set-up 37
Appendix C Supply Check List 38
Appendix D Pll Bk Sheets 39
40
Remember t draw a line thrugh and write NONE if there are N Write-In vtes!! 41
Reverse Side f the Statement f Vtes Ttal Tape must be attached. 42
43
Receiving Bard will Print the Reprts yu saved as.pdf s and insert int the hardcpy Pll Bk. 44
Appendix E Tabulatr / ICX Phts ICP with Ballt Cntainer 45
Security Key ICP Specifics Printer Paper Slt Ballt Entry Slt LCD Status Display Memry Card Slt Access Panels Menu Cntrl Buttns Mdem Access Prt Printer Paper Thermal Printer Paper Release Buttn Reset Buttn Latch fr securing tabulatr t base. Paper Path 46 Pwer Entry Mdule
ICX (Vter Assist Terminal) Text Size Vlume Cntrast and Privacy Mask Serial Number Tuch Screen Activatin Card Slt Paper Output Tray Cntrl Panel Pwer Buttn Paper Feed 47
Vlume Right Left ATI Keypad Rate f Speech Up Dwn Help Sip & Puff Prt Headphne Jack USB t ICX Prt 48
Appendix F Vting Prcedure fr ICX Vter Assist Terminal If using as a tuch screen vting terminal Have vter insert the vter card int the yellw slt, lcated at the base f the ICX Vter Assist Terminal. The chip side must be facing up. The vter must then press cntinue t ballt selectin. Then press vte in English. The vter will then navigate thrugh their ballt selectin using the tuch screen. When changing between candidates the vter must de-select ne candidate befre a new candidate can be selected. Once the vter is satisfied with their selectin they will select print ballt frm the bttm right hand crner f the screen. The ICX will ask the vter t cnfirm that they wish t print their ballt; they must select print yur ballt. Once the ballt is printed, they will depsit the printed ballt int the tabulatr. If using as a Vter Assist Terminal Have vter insert the vter card int the yellw slt, lcated at the base f the ICX Vter Assist Terminal. The chip side must be facing up. The vter must then press cntinue t ballt selectin. Tggle the accessible vting ptin s that the slider bar is blue. Then press vte in English. The screen will then prgress t an Accessibility Screen allwing the vter t select what accessibility methd t use. Once the vter is satisfied with their selectin, they will select print ballt frm the bttm right hand crner f the screen. The ICX will ask the vter t cnfirm that they wish t print their ballt; they must select print yur ballt. Once the ballt is printed, they will depsit the printed ballt int the tabulatr. 49
Appendix G ID Requirements Infrmatin Sheet 50
Appendix H Challenger -v- Pll Watcher Quick Reference Sheet Must carry credentials issued by appinting authrity. Must be registered t vte in Michigan. Has the right t challenge a persn s eligibility t vte. Has the right t challenge the actins f electin inspectrs. May stand r sit behind prcessing table. Has the right t lk at the Pll Bk and ther electin materials. May handle the Pll Bk and ther electin materials. May use a vide camera r recrding device in plling place. May use a cell phne in plling place. May wear clthing, buttns, arm bands, vests, etc. that name rganizatin he r she represents. Has the right t apprach and questin vters. May remain in the plling place until the electin inspectrs cmplete their wrk. May btain the vte results generated in the precinct after the plls clse. Challengers Yes Yes Yes Yes Yes Yes N N Yes if nt disruptive. N N Yes Yes Pll Watchers N N N N N must remain in public area. Yes but nly as permitted by precinct bard and when vting prcess will nt be delayed. N N Yes if nt disruptive. N N Yes Yes 51
Appendix I Prvisinal Fur-Step Prcedure Overview The prvisinal ballting prcess must be used anytime a vter wh cmpletes an Applicatin t Vte frm des nt appear n the precinct s QVF list. T initiate the prvisinal ballting prcess, an electin inspectr must wrk with the vter t cmplete a fur-step prcedure frm. The fur-step prcedure frm must be cmpleted befre a ballt is issued t the vter. There are tw exceptins: 1) If the vter is in the prper plling place and is able t prduce a vter registratin receipt that shws that he r she registered t vte befre the registratin deadline, there is n need t cmplete the frm. Instead, the electin inspectr shuld cntact the clerk fr assistance if needed and arrange t have the vter cmplete anther registratin frm. After the vter has cmpleted the registratin frm, the vter can be permitted t vte under regular prcedure. 2) If the electin inspectr r the clerk determines that the vter is registered t vte in a different precinct and the vter is willing t travel t his r her prper plling place, there is n need t cmplete the frm. Instead, the electin inspectr shuld give the vter directins t his r her prper plling place. (If the vter declines t travel t his r her prper plling place, the frm must be cmpleted. Such vters must be cautined that while they are eligible t vte an envelpe ballt, it will nt cunt if it is later cnfirmed that the vter did nt, in fact, vte in the prper precinct) Fur-Step Prcedure Frm In an instance where the fur-step prcedure frm must be cmpleted befre a ballt can be issued t the vter, the electin inspectr wrking with the vter must carefully wrk thrugh each f the fur steps explained n the frm. After cmpleting the frm, the electin inspectr must make a final determinatin n whether the ballt issued t the vter can 1) be handled like any ther ballt issued in the plls (i.e., depsited in the precinct s tabulatr) r 2) must be secured in a special prvisinal ballt security envelpe and returned t the clerk s ffice fr further review after the plls clse. The abve determinatin is made by the electin inspectr based n the respnses t the questins presented n the fur-step prcedure frm. If the answer t all fur questins is yes, the ballt is tabulated in the plls; if the answer t any f the fur 52
questins is n, the ballt must be placed in a prvisinal ballt security envelpe and returned t the clerk s ffice after the plls clse. The fur-step prcedure frm is designed t walk the inspectr thrugh the determinatin prcess. The Clerk must evaluate the ballts within 6 calendar days after the electin t determine if the ballts can be cunted. Vter Seals his/her Ballt in the fllwing Security Envelpe: All Security Envelpes are placed in the fllwing Envelpe and given t the Clerk n Electin Night: 53
Appendix J Duplicatin Prcedure Additinal Infrmatin 54
Appendix K Seals Red Seal Used t seal every envelpe. White Plastic Seals T seal the Black Canvas Memry Card/EPB Flash Drive security bag. Blue Pull Tie Seals Used t seal the Black Ballt Cntainer 55
Appendix L Clsing Envelpes RECEIVING BOARD What ges Where? All paperwrk will be sent in the Clsing Packet Envelpe t the Receiving Bard. The Receiving Bard will separate paperwrk and put int apprpriate envelpes. Lcal Clerk Envelpe: Statement f Vtes Certificate f Electin Inspectrs (white cpy) Lng Ttals Tape (Zer Tape attached t a Ttals Tape) Prpsal Language AutMark Test Ballts Electin Day Frms and Ntes 56
Envelpe # 2: Statement f Vtes Certificate f Electin Inspectrs (pink cpy) Ttals Tape Envelpe # 3: Pll Bk (with Statement f Vtes and Certificate f Electin Inspectrs) Ttals Tape 57
EXCEPTIONS: Chairs/C-Chairs are respnsible fr the fllwing envelpes: Spiled r Defective Ballts Envelpe: Vter will place their Spiled r Defective Ballts in this envelpe. Seal envelpe and place in the Black Ballt Cntainer. Original Envelpe: (if necessary) Cntaining all ballts frm which duplicates were made. Will nly receive this envelpe if necessary. Seal envelp and place in the Black Ballt Cntainer. Clsing Package Envelpe: Cntaining ALL frms, ntes, pll bk, etc. Seal envelp and return t the Receiving Bard. 58
Appendix M Cntainer Certificates Make sure that all Certificates are filled ut prperly and prper Seal numbers are recrded n the Certificate and in the hardcpy Pll Bk. Ballt Cntainer Certificate t be used fr the Black Ballt Cntainer. (Certificate is GREEN) Ballt Cntainer Certificate t be used fr the Black Canvas Memry Card and EPB Flash Drive Security Bag. (Certificate is YELLOW) 59
Appendix N Electin Day Plling Lcatin Evacuatin Plan/Checklist Chair: Annunce t the wrkers and general public that the Precinct is being evacuated and the substitute lcatin. Ask all vters wh are in the plling lcatin and have nt depsited their vted ballts int the tabulatr; t place their ballts int the secrecy sleeve with their applicatins t vte. The Chair shuld cllect these and place them in the black ballt cntainer. Have the vter immediately evacuate the building. Take pssessin f the ballt bag cntaining the laptp and accessries t new plling lcatin. C-Chair: C-Chair will be respnsible fr mving the tabulatr in its entirety, including vted ballts lcked inside grey metal ballt bx. Inspectr duties assigned by Chair: One precinct inspectr mans the black ballt cntainer. The fllwing items are placed in the black ballt cntainer: Spindled applicatin t vte slips; Vted ballts remved earlier in the day frm the gray diverter; Un-vted, spiled, and prvisinal envelpe ballts frm anther inspectr; Laptps cntaining the pll bk, and accessries; Miscellaneus applicatins t vte frm yet anther inspectr; Issued, un-vted ballts with applicatins t vte slips inside secrecy sleeves frm the Chair. One precinct inspectr gathers and places all un-vted, spiled, and prvisinal envelpe ballts int the black ballt cntainer. One precinct inspectr gathers and places the laptps cntaining the pll bk, accessries, and miscellaneus applicatins t vte int black ballt cntainer. One precinct inspectr gathers supplies and places in supply bx. Give ne blue pull tie seal t the inspectr respnsible fr sealing the black ballt cntainer. PRIOR TO SEALING: Tw precinct inspectrs f ppsite parties verify cntents f black ballt cntainer, which includes all vted, unvted, spiled, and prvisinal envelpe ballts, and ballts w/attached applicatin t vte slip placed inside a secrecy sleeve. Reseal fr transprtatin t the substitute lcatin. 60
NOTE: Plitely decline assistance frm the general public. Only Electin Inspectrs handle electin equipment. Secure all wrkers and exit the building with the fllwing items nly: Tabulatr sealed in ballt bx Sealed Black Ballt Cntainer(s) Cntaining: Vted ballts Un-vted ballts Retrieved vter ballts w/applicatin t vte slips in the secrecy sleeve Spiled ballts Prvisinal Envelpe ballts Laptps cntaining pll bk (including accessries) Supply Bx Meet at the Chair s vehicle. Precinct Chair and Vice Chair will transprt supplies and equipment t the new lcatin. All ther precinct inspectrs will reprt t the alternate lcatin. Arrival at new lcatin: Chair Bt up laptps t access pll bk. Ntate in pll bk: New lcatin and time f arrival Seal number used t seal all ballts and verify it remained sealed in transprt Tabulatr remained sealed and tabulatr number Inspectrs Set-up precinct Pull ballts hused in secrecy sleeve and crdinating applicatin t vte slip. Verify identificatin, and allw these vters t vte first. Resume electin peratins. Additinal instructins will be prvided as necessary. 61
Appendix O Failure f Hst Laptp Recvery Instructins Call the Clerk s Office at 343-9945 befre prceeding Clse Electrnic Pll Bk n the Client Cmputer. In the event f a failure f the Hst laptp, ensure the pwer is ff n the hst laptp and remve the flash drive frm the hst cmputer, and insert it int the Client laptp. The Verbatim Secure Pr lgin in screen will pen. Alternately if the Open flder t view files des nt appear click n the file flder in the lwer left hand crner f the screen. Duble click n Secure Pr file. 62
The encrypted prtin must be unlcked s that the back-up and reprts can be saved. Enter the flash drive passwrd which is lcated n the back f the chair and c-chair id badges. BE PATIENT, it takes several secnds t unlck. Ensure that the cmputer displays a secure zne. Click n the secure zne and duble click n the setup file. 63
A welcme t the Electrnic Pll Bk Setup Wizard screen will pen click next. Select traditinal installatin and then click next. A screen will shw yur cnfiguratin chice, click next. Click install, be patient it will take a secnd t install EPB. 64
Click finish and repen electrnic pll bk. Lg in using the encryptin passwrd fund n back f chair and c-chairs badges. The User Name and Passwrd will be ADMIN. When prmpted select yur precinct. In the tp left crner click file, the click n restre. 65
Click restre n the Ppup windw. A warning will appear, shwing what time the last back up was dne and ask if yu want t cmpletely delete the current data and replace it with the data cntained in the back up. Select yes. It will ask yu t cnfirm, click yes. Click k and yu will be prmpted t lg in. Lg in using yur unique user name and passwrd. Check the list f vters against the tabulatr and prcess any applicatins t vte, that were dne after the last backup. 66
Appendix P ICX Testing Instructins Befre yu begin, make sure yu have already verified the ICX Seal and Serial Numbers against the Clerk s Preparatin Certificate n the frnt page f the Pll bk. (Remember, The Seal Number is at the bttm rear f the terminal, and the Serial Number appears n the frnt f ICX in the lwer left crner). Ballt Testing is required t ensure that all equipment is prperly functining n Electin Day. 1. Insert a Vter Card int the yellw slt at the base f the ICX. 2. Using the tuch screen press cntinue t ballt selectin. 3. Tuch Vting in English n the main menu f the screen. 4. Check the functin f the tuch screen by pressing text size and adjusting the screen size t nrmal. 5. T print the sample ballt press t select ne f the plitical parties. D nt select nn-partisan. 6. Once in cntest screen, in the lwer right hand crner f the screen press Review t advance. D nt select a candidate. 7. Frm the cntest review screen in the lwer right hand crner f the screen press Print Ballt. 8. A warning will appear n the screen ntifying yu that yu have nt made all the chices that yu are entitled t. Press Print Yur Ballt t generate blank ballt. 9. The ballt will print n yellw paper with a message saying Vter Assist Terminal Test Ballt D Nt Tabulate Place this ballt in the Return t City Clerk Envelpe. 10. Remve the Activatin Card and place the Activatin Card in the Return t City Clerk Envelpe. 67