VOTE CENTER COORDINATOR OPENING PROCEDURES TABLE OF CONTENTS INTRODUCTION...1 SETTING UP THE VOTING BOOTHS, POSTING SIGNS INSIDE AND OUTSIDE...4 SETTING UP THE ACCESSIBILITY EQUIPMENT...5 SETTING UP THE ACCUVOTE...5 SETTING UP THE AutoMARK VOTER ASSIST TERMINAL...15 Rev. 05/09
INTRODUCTION The Vote Center Coordinator is responsible for the functions of the Vote Center on Election Day, while the Inspectors are responsible for the functions of each individual precinct board. The Vote Center Coordinator s responsibilities include: 1. The voting machines (AccuVote and AutoMARK) AccuVote pick up and AccuVote Seal Log Set-up Operation and assisting voters Trouble Shooting Procedures Closing procedures Transfer custody of AccuVote to Field Supervisor & complete Transmittal Log. 2. Set-up, take-down, and return of items for display inside and outside the Vote Center. 3. Set-up and take-down of the voting booths. 4. Set-up and take-down of the accessibility equipment. 5. Return of Box # 1 (the voted ballots), the unvoted and spoiled AutoMARK ballots and the green Vote Center Supply Bag with other materials to the assigned reception center after the polls close. 6. Making sure that the Vote Center is cleaned up and properly locked up when you leave on Election night. 7. Place Unsigned Final Results Tape outside the entrance to the Vote Center. 1
The Clerks and Inspectors for all precincts are expected to assist the Vote Center Coordinator with their opening and closing duties as requested, particularly in terms of setting up signs and equipment. Your priorities prior to the opening of the polls at 7:00 am are as follows: 1. Set up the AccuVote 2. Set up the AutoMARK 3. Set up the voting booths 4. Post signs and posters outside the Vote Center 5. Post signs and posters inside the Vote Center 6. Set up Accessibility Equipment (if applicable) In many cases, it will be possible for you and the precinct boards 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 Voting Booths Post signs and posters inside the Vote Center Set up AutoMARK machine, but do not turn it on 2
DO NOT SET UP THE ACCUVOTE BEFORE ELECTION DAY. IT IS IMPERATIVE THAT YOU DO NOT LEAVE THE ACCUVOTE IN THE VOTE CENTER OVERNIGHT. Also, please ensure that the Inspectors assigned to your Vote Center do not leave the ballots, rosters, or indexes in the Voter Center overnight. Items that CANNOT be left in the Vote Center overnight: Indexes Ballots Rosters AccuVote If you have to do all of your set-up on Election Day before the polls open, Inspectors will provide you with clerks to help set up the voting booths, post the items for display outside the Vote Center, and post the items for display inside the Vote Center while you are setting up the equipment. See the following pages for instructions. 3
SETTING UP THE VOTING BOOTHS, POSTING SIGNS INSIDE AND OUTSIDE Instructional pages for setting up the voting booths and posting the items for display are included in your Administrative Envelope in your green Vote Center Supply Bag. These instructions can be given to any Election Officer so they can complete the set-up. VOTING BOOTHS The voting booths are delivered to the Vote Center, along with the ballot box and other items, prior to Election Day. The booths look like large pizza boxes in their cases. 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. 4
SETTING UP THE ACCESSIBILITY EQUIPMENT ACCESSIBILITY EQUIPMENT All of the accessibility equipment is delivered to the Vote Center prior to Election Day. Cones Handicap voter Parking Sign Threshold Mat Ramp If your Vote Center requires accessibility equipment, 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. If your Vote Center does not require accessibility equipment, you will find a statement in the green Vote Center Supply bag. The Inspectors at your Vote Center will provide assistance with the set-up of the equipment. SETTING UP THE ACCUVOTE 5
The AccuVote unit must be set up immediately after arrival at the Vote Center the morning of Election Day. 1. The AccuVote carrying case will be sealed with a tamper evident seal. Verify that the seal has not been broken, removed or tampered with. If the seal appears to have been tampered with, contact the Elections Office Immediately. 2. Certify that the seal number on the AccuVote bag seal matches the official AccuVote Transmittal Log. The log will be found in the outer pocket of the AccuVote Carrying Bag when you are issued the AccuVote. Remember to sign the log entry and have an Inspector verify the seal number with you. 3. The official Accuvote Seal Logs are depicted below. 6
Each time a seal is checked, a log entry must be completed by the person who certifies and the person who verifies the seal has not been broken. There is now one log for the AccuVote bag and one for the AccuVote machine. The vertical columns list the seals to be checked and the seal numbers. Each row of the log lists the events when the seals must be certified and verified. 4. REMOVE the AccuVote unit from its carrying case. 7
1. You will have to break the tamper evident seal on the black AccuVote carrying case to remove it. Use the scissors that are provided in the green Vote Center Supply Bag to cut the seal on the Accuvote carrying case. 5. VERIFY that the following tamper evident seal on the AccuVote has not been broken, removed or tampered with. Verify the seal numbers with the Official AccuVote Seal Log. DO NOT REMOVE any of these seals a) The seal securing the memory card. b) The seal covering the modem port. c) The serial # on the back of the AccuVote. 8
d) The seal covering the screw on the back of the AccuVote unit. If the seal appears to have been tampered with or the seal numbers don t match, contact the Elections Office Immediately. 6. SIGN the log entry and have another elections officer verify the serial numbers. Sign on the line marked open the polls and be sure that you and another precinct member sign each column. 7. PLACE the Official AccuVote Seal Log inside the case until you close the polls. You will need the black AccuVote carrying case, the AccuVote key ring (it is located in the AccuVote carrying case) and the black ballot box. The black ballot box is delivered to the Vote Center prior to Election Day. There are three keys on the AccuVote key ring: The black-rimmed key is for the black ballot box; the red-rimmed key is for the AccuVote printer cover; and the blue- rimmed key is for the AutoMARK unit. 8. PLACE the black ballot box in the best location for all precincts in your Vote Center. 9
9. UNLOCK the ballot box lid with the blackrimmed key and verify that the ballot box is empty. There are three (3) sections: LEFT: UNCOUNTED/AUTOMARK BALLOT BIN MIDDLE: WRITE-IN BALLOT BIN RIGHT: NORMAL BALLOT BIN 10. CLOSE and relock the lid. 11. UNLOCK the top front door (lock on the front) of the ballot box with the black-rimmed key. 12. GUIDE the AccuVote into position. Leave enough space to reach the on/off switch on the rear of the unit. 13. THREAD the black power cord through the opening in the back of the ballot box. The power cord is found in the AccuVote bag. 10
14. CONNECT the power cord to the AccuVote unit first and then to an electrical outlet. 15. UNLOCK AND REMOVE the printer cover with the red-rimmed key. 16. TURN the AccuVote on. 1 = ON 0 = OFF The "ZERO REPORT" tape will automatically begin to print when you turn the unit on. DO NOT TEAR OFF THE TAPE. 11
17. VERIFY that all precincts in the Vote Center are listed on the "Zero Report," and that all totals are zero. Locate where the ballots cast are listed on the tape for each precinct. At the end of the day the number of ballots cast must be given to each Inspector. 18. VERIFY that the contests, propositions and measures on the Zero Report match the official ballots. Use the AutoMARK ballots located in the VCC bag. This step can be done after the voting equipment is set up and ready for use. 19. SLIDE the unit into place. The LCD will now display: NEED ANOTHER COPY? NEED ANOTHER COPY? 12
20. PRESS the "NO" button on the front of the AccuVote unit. 21. VERIFY that the LCD shows the public counter (total count) at zero. 22. SIGN the election zero report; at least four (4) election officers must sign the report. TIP: Use the back of the printer cover for a hard writing surface. 13
23. FOLD or roll the tape and leave it in the printer compartment. 24. REPLACE and lock the printer cover and remove the red-rimmed key. 25. LOCK the front (top lock) of the ballot box to secure the AccuVote unit using the black-rimmed key. 26. UNLOCK and open the compartment door on the left side of the ballot box using the black-rimmed key. The left-side bin is for the deposit of uncounted ballots and AutoMARK ballots. 27. KEEP the key ring around your wrist for safekeeping throughout the day. THE ACCUVOTE UNIT IS NOW READY TO RECEIVE BALLOTS 14
SETTING UP THE AutoMARK VOTER ASSIST TERMINAL Begin setting up the AutoMARK after setting up the AccuVote. You will need: The black AutoMARK case The tan AutoMARK table The AutoMARK privacy screen The blue-rimmed key that is located on the AccuVote key ring. All of these items except the key 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. 15
4. REMOVE the power cord 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. 16
6. MOVE the sliding latches outward to unlatch the front flap. 7. LIFT the front flap, and fold it over the top of the lid. 8. LIFT the lid so the screen can be raised. 9. FOLD down the front panel, forming a tray. 17
10. 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. 12. PLUG the headset into the AUDIO socket, located on the front-right side of the AutoMARK. 13. POSITION the headset over the touch screen monitor on the right side. 18
14. INSERT the blue-rimmed key, located on the AccuVote 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. 19
15. REMOVE the keys and slip them around your wrist. Wear the key ring throughout the day. 16. 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 AccuVote ballots. The AutoMARK is now ready for use. 17. USE the AccuVote Workstation Instructions and AutoMARK Workstation Instructions throughout the day to assist voters in their use and to ensure that they are functioning properly. YOUR VOTE CENTER IS NOW SET-UP AND READY FOR THE POLLS TO OPEN! 20