Election Inspector Training
2014 Part 1
Equipment at the Polls
Optech Insight
Ballot Storage Container
Voting Stations
Supply Box
AutoMark Terminal for
handicapped
E-Pollbook laptop/scanner
Before the Polls Open
Report to your precinct at 6:00 am.
Clerk/Chairman administers Oath of
Office and all inspectors sign Oaths
in the Poll Book including the person
administering the Oath (Page I).
Use the checklist beginning on Page 1
of your Poll Book, Preparing and
Opening the Polls
Manual – Opening the Polls
Prepare the Polling Place/Inside
Establish a proper barrier to separate the voting area from the
rest of the room.
Arrange workstations to ensure orderly processing, Help Desk opt.
Prepare voting stations including one for voters who are
handicapped (from a seated position, requires writing surface & secrecy).
Verify contents of Precinct Kit and check supplies
Post Instruction Ballot Notices, Handicap Signs, Voter ID
Requirements, Election Inspector Certificate, Sample ballots
(both sides), Proposal Posters if applicable, etc.
Be prepared with Audio and Braille Voter Information
Prepare a Demonstration area
Display the flag (may be inside or outside)
Manual – Opening the Polls; Maintaining Order in the Polls
Prepare the Polling Place/Outside
Post Precinct Identifier, Vote Here
Signs, etc.
Measure and post 100 foot mark
Be certain area is clear for
handicapped voters
Display the flag
(may be inside or outside)
Manual – Campaigning at Polls
Verify Ballots
Unlock Optech bin to remove official ballots.
Determine the number of ballots received at
the precinct.
Verify and record ballot styles, starting and
ending ballot numbers in the EPB/Ballot
Summary/Section A.
Complete Receipt of Election Supplies and
Ballots delivered to the precinct, and place
Receipt in Envelope #3.
Optech Insight
Front View of the Tabulator
Paper (Results) Tape Slot
Green ‘Ready for Ballots’ Light
Public Counter Display
Red Power Light
Ballot Slot
Ballot Platens
Optech Insight
Rear View of the Tabulator
Instructions for replacing
thermal paper
Rear Access Lid
Rear Access Lid Lock &
Lid Latch
Memory Pack
Door
Override [3] Key
Access Hole
Paper Tape
Keypad
Serial No.
Optech Insight
Refer to Election Inspectors’ Guide for Optech Insight
Check for Correct Precinct Tabulator,
verify serial and seal numbers with
Clerk’s Preparation Certificate (Page 3).
Election Inspectors’ Guide for Optech Insight – Opening the Polls; Poll Book Page 3
Optech Insight
Refer to Election Inspectors’ Guide for Optech Insight (Feb 2006)
Inspect Tabulator Ballot Container – be certain all 3 compartments are empty!
Main Ballot Bin
Write-In Ballot Bin
Auxiliary Bin
Position Tabulator to ensure the secrecy of the ballots and
maintain a 10-foot free zone around the tabulator
Election Inspectors’ Guide for Optech Insight – Opening the Polls
Optech Insight
continued
Prepare the Precinct Tabulator, plug in to electrical outlet, verify
printed reports:
► First section: ensure tape indicates “All Checksums Reset and
Verified”.
► Next, ensure the “Total Ballots Cast” shows 000 (zero), and
the proper precinct number has printed!
► Proof the ballot by comparing all offices, candidates, and
proposals printed on the “Vote Totals Report” against an
official ballot AND an instruction ballot. All vote totals
should be 000 (zero)!
All inspectors must sign the “Vote Totals Report”.
Report should indicate “Polls Open, OK to read ballots”, the
green ready light should display on the front of the Tabulator,
the Public Count of 000 (zero) should display in the window.
Election Inspectors’ Guide for Optech Insight – Opening the Polls
AutoMARK
Refer to Election Inspectors’ Guide for AutoMARK VAT (June 2006)
Verify Terminal serial and seal numbers
with Clerk’s Preparation Certificate (Page 3).
Position Terminal to ensure the secrecy of
the ballots, set screen in upright position,
adjust the angle, leave 5’ of space for
voters to safely navigate around the
machine.
Print a TEST BALLOT for each ballot style
Election Inspectors’ Guide for AutoMARK VAT– Opening the Polls, Poll Book Page 3
AutoMARK
continued
Inspect the Test Ballot, ensure:
► All vote positions appearing on the ballot have been
marked.
► Each mark is within the target area of each vote
position, and
► The name of each candidate that is over-laid on the
ballot is the same as the name that is printed on the
ballot!
Place Test Ballot(s) in Envelope #3.
Press ‘Done’. Turn key to the ‘On’ or middle position.
Screen will display “Insert Your Ballot” when ready.
Election Inspectors’ Guide for AutoMARK VAT– Opening the Polls
Electronic Poll Book
Refer to Electronic Pollbook Election Inspectors’ User Manual
Log into EPB and Encrypted flash drive’s Privacy Zone
Assign/create a user name and password for each EPB inspector
to use when they log in/out of the EPB.
If you have a split precinct, identify the first character of the ballot
number with an ‘A’ (for ballots style A), ‘B’, ‘C’, etc.
EPB Election Inspectors’ User Manual
Ready to Open
Immediately notify the Clerk of any
problems!
Do not allow voters to use the Terminal or
the Tabulator until the official opening of
the polls at 7:00 a.m.!
Once all steps have been completed, all
inspectors must sign the Election
Inspectors’ Preparation Certificate (Page 3).
The Polls Officially open at 7:00 a.m.!
Election Inspectors’ Guide for Optech Insight – Opening the Polls
Election Inspectors’ Guide for AutoMARK VAT– Opening the Polls
The Polls Officially open at 7:00 a.m.!
“Hear ye, hear ye
… the Polls are
now open!!”
Processing Voters
Processing procedures may be rearranged to meet administrative preferences.
VIEW BoE video ‘Election Day Precinct Activities: Processing Voters’ OR …
Inspector #1 instructs voter in completing the
application, asks for Photo ID (or has voter complete an
Affidavit in absence of photo ID), and offers instruction.
Inspector #2/Computer Operator scans driver’s
license, process in EPB, assign ballot
number on application, and initial.
Then passes ID and application to
Inspector #3 (no interaction with voter).
Inspector #3 matches application to
ballot and places ballot in secrecy
sleeve, gives ID and ballot to voter.
Manual – Processing Voters
Processing Voters
Processing procedures may be rearranged to meet administrative preferences.
Voter votes ballot.
After voting, inspector #4 checks ballot
number on stub with the ballot number
recorded on the application. If numbers
match, remove the stub, place the
application on the spindle ensuring name,
voter number, ballot number, ballot style
are on each application. Allow the voter
to properly place the ballot into the
tabulator. The voter leaves the secrecy
sleeve on the tabulator, or returns it to
Inspector.
Manual – Processing Voters
Processing Voters
Processing procedures may be rearranged to meet administrative preferences.
Voter places ballot into Optech. Inspector and
other voters are at least 10 feet away from the
machine.
Optech provides an audio and visual confirmation.
If the ballot is returned back to the voter:
 First ask the voter to conceal his/her ballot with
the secrecy sleeve before YOU approach the
tabulator.
 Inspector then proceeds to Optech and reads
the error message to the voter; then refers to
the appropriate ‘script’.
Manual – Processing Voters; Election Inspectors’ Guide for Optech Insight – Rejected Ballot
Choices for Voter
when an error has occurred on the ballot
If voter asks inspector to accept the ballot, the
inspector may press the #3 key at the rear of
the Optech Tabulator to override the vote.
If voter wishes to correct the ballot, the
inspector instructs voter to return to E-Poll
Book Inspector to have a new ballot issued
(placing the original ballot in the #4 “Spoiled
Ballot” envelope). Refer to page 4 in the Poll
Book for correct procedure to follow.
Election Inspectors’ Guide for Optech Insight – Rejected Ballot
Voter does not appear on the list!
If voter does not appear in the E-Poll
Book, call your local clerk immediately,
before adding any names to the list.
Ask voter to step aside from the table –
to the Help Desk area, so as not to
disrupt the voting process.
Manual – Missing Registration
Provisional Ballots
VIEW BoE video ‘Election Day Precinct Activities: Provisional Ballots’
OR…
If directed by the local clerk, use the 4-step
Provisional Ballot form.
If elector answers YES to all 4 questions,
issue a Provisional Affidavit Ballot.
If elector answers NO to any of the 4
questions, issue a Provisional
Envelope Ballot.
Missing Registration: Exception
Has valid receipt
If an elector presents a voter registration
application receipt validated on or before the
“close of registration” for the election at
hand, they can vote.
As a precondition to voting, the elector must
complete and submit a new voter registration
application.
Add voter’s name to the ‘Unlisted Tab’ in the
E-Poll Book, and in the “Remarks Section”.
Manual – Missing Registration
Missing Registration: Exception
Registered at another precinct
If elector is registered at a different
precinct and the voter is willing to travel
to the proper location, no other action is
needed.
However, if the elector is not willing to
travel to proper location, the Chairman
will give instructions on completing a
provisional ballot.
Manual – Missing Registration
Assisting Voters
A voter who is blind, disabled, or unable to read or
write may be assisted by a person of their choice
regardless of their age or eligibility to vote.
The person assisting the voter cannot be their
employer, agent of that employer, or an office or
agent of a union to which the voter belongs.
For any other reason, they must be assisted by 2
election workers of different political parties.
A complete record of the matter must be entered
into the Remarks Section of the Poll Book,
including the name of the assisted voter and the
person or persons who gave the assistance.
Manual – Assisting Voters
Campaigners/Interest Groups/Exit Pollsters
VIEW BoE video ‘Election Day Precinct Activities: Campaigning’ OR…
A person shall not distribute stickers, solicit
donations, or display election materials
within 100 feet from any entrance to the
building in which the polling place is located.
Exit Pollsters must remain at least 20 feet away
from the entrance of the building in which the
polling place is located, may not enter the
building in which the polling place is located
and may not question any person entering
the building in which the polling place is
located.
Manual – Campaigning at Polls/Exit Pollsters
Challengers / Poll Watchers
VIEW BoE video ‘Election Day Precinct Activities: Challenges’ OR…
Challengers may be appointed by political parties and qualified interest
groups to observe the election process (not candidates).
They cannot have more than two challengers present at anytime;
however, only one may challenge at any given time.
They have the right to challenge a person’s qualifications to vote if they
have reason to believe that the person is not qualified to vote in the
precinct, and challenge the actions of the election inspectors.
Challengers must conduct themselves in an orderly manner at all times,
and cannot be disruptive.
They must show a ‘Challenger Card’ upon entering the precinct, and
wear an ‘Election Challenger’ badge at all times throughout the day.
They cannot campaign, distribute literature or display any campaign
materials or clothing.
Manual – Challengers/Poll Watchers
Processing Absentee Ballots
Absentee ballots may be processed throughout the day as time permits.
Two inspectors from opposing parties should process AV ballots.
Absentee ballots can be accepted right up until 8:00 pm election
day – clerk should check with Post Office and drop boxes for
returned ballots on election day.
Return unopened AV envelope to Clerk if:
► the envelope is not signed
► the person does not appear on the registration list.
Do NOT open the envelope if:
► You become aware the voter died since returning his/her
ballot.
Record unusual circumstances in the
Remarks Section of the Poll Book!
Manual – Processing Absentee Ballots
Checks and Balances /
Quality Control
VIEW BoE video ‘Election Precinct Activities: Checks and Balances’ Day’
To instill the integrity of the election process.
Tasks of Election Workers of Different Parties
Matching Applications to Vote
Ballot Jams
Bureau of Elections Video
Jammed Ballot
Ask voter to cover his/her ballot with secrecy sleeve before approaching tabulator.
With two hands, firmly tug to remove ballot.
Inspector looks at tape to see if ballot was counted.
For difficult jam, contact local clerk for a technician.
Unplug Optech.
Use round key to open the Auxiliary Bin and lock in place.
Instruct voters to place ballot in Auxiliary Bin with stub
removed.
Contact local clerk for instruction on use of battery backup.
Record unusual circumstances in the
Remarks Section of the Poll Book!
Election Inspectors’ Guide for Optech Insight – Ballot Jam
Spoiled Ballot
A spoiled ballot is a ballot that was returned by the voter for a replacement ballot!
Inspector directs voter to return the spoiled ballot.
Inspector records the new ballot number in the E-Poll Book
and on the voter’s Application to Vote – draw a line through
the original ballot number and note that the ballot was spoiled.
Issue the voter a new ballot.
Write the word ‘Spoiled’ on the original ballot, remove the stub
and place the ballot AND stub in the #4 Spoiled Ballot
envelope.
#4 Spoiled ballot envelope is sealed in the approved ballot
container at the end of Election Day.
Enter a complete account of the matter in
the Remarks Section of the Poll Book!
Manual – Assisting Voters/Spoiled Ballots
Closing the Polls
Announce “Polls are Closed” at 8:00 pm, and
allow any voters standing in line to vote.
GOAL is to run through all closing procedures !
► everyone participates / everyone has a job to do!
► no one sits around waiting for someone else to
finish the closing.
► Minimize confusion!
► Accurate, efficient, quick!
Election Inspectors’ Guide for Optech Insight – Closing the Polls
Closing the Polls
Be certain all ballots are processed.
2 inspectors Check Auxiliary Bin for any
unprocessed ballots
► Process or Duplicate (refer to Poll Book Page 61)
► Duplicate Federal Post Card and
MOVE ballots
* Remember you should NEVER know
whose ballot you are duplicating!!
Electronic
2 inspectors process all/remainder of Absentee Ballots
Election Inspectors’ Guide for Optech Insight – Ballots Requiring Duplication
Closing the Polls
Once ALL ballots are tabulated ….
Compare the Public Counter total to the total number of
voters who were issued a ballot according to the poll
lists (Poll Book and completed Applications to Vote).
Unlock the Rear Access Lid, press ‘Print Totals’, press ‘0’.
Review Vote Totals Report, press “Print Totals’ for
Override finger hole
additional copies (a minimum of 3).
Memory Pack Seal
All closing inspectors must
sign the certification at
Ballot Override #3
Button
the end of each copy.
Paper Feed Button
Print Totals Button
Election Inspectors’ Guide for Optech Insight – Closing the Polls
Closing the Polls
Inspect Write-in Votes
Write-In Ballot Bin
Remove all ballots from Write-in Compartment.
Visually inspect each ballot for the presence of valid and invalid write-in votes:
► Determine if the vote is VALID:
1) The vote is for a candidate who has officially DECLARED their intent to seek the position.
2) The vote was cast by completing the corresponding arrow.
3) If a Partisan Primary election, the office and party correspond to the Declaration of Intent.
If the valid vote does not create an over-vote/cross-over vote, record the name
exactly as it was cast and tally on the Write-in tally page in the Poll Book.
NOTE: a Straight Party vote cast in the general election is not considered
when determining if an office was over-voted.
If the valid vote causes an over-vote/cross-over vote, do not record
or tally it on the Write-in tally page in the Poll Book.
Manual – Write-In Candidates; Election Inspectors’ Guide for Optech Insight – Write-In Votes
Closing the Polls
Inspecting Write-in Votes
When reviewing write-in votes:
► If the vote is INVALID, determine if it caused an OVER VOTE.
► If the vote in INVALID, determine if it caused a CROSS-OVER vote.
► In either case, an invalid vote cannot take a vote away from a vote
cast for a candidate on the ballot – including a straight party vote.
So, votes cast for the candidate(s) under the office must be
MANUALLY added to the total vote – THE TOTALS TAPES
MUST BE CORRECTED!
Do not Duplicate or re-tabulate the ballot (the polls are closed and the
Totals Tapes have already been printed).
Note: a write-in vote cast for a candidate whose name is already
printed on the ballot under the same office in INVALID!
Manual – Write-In Candidates; Election Inspectors’ Guide for Optech Insight – Write-In Votes
Closing the Polls
In the Poll Book
Indicate any Challenges on the Challenged Voters page in the Poll Book, or
indicate there were ‘NONE’.
Complete page 62 in the Poll Book: balance the number of voters,
applications to vote, and the number on the Public Counter + Provisional
Envelope Ballots.
► If there are multiple ballot styles, indicate the above numbers for
each ballot style.
Complete and separate the Statement of Votes pages:
► Fill-in heading, and total valid write-in votes cast or write ‘NONE’.
► White copy remains in the Poll Book, place in Envelope #1
► Yellow copy goes in Board of Canvassers Envelope #2
► Pink copy goes in Local Clerk Envelope #3
► Attach a signed Vote Totals Report to each copy (the longest tape
attaches to the Local Clerk copy in Envelope #3)
► Attach proposal language, if any.
Election Inspectors’ Guide for Optech Insight – Closing the Polls
Closing the Polls
Electronic Poll Book Tasks
Computer operator completes the
BALLOT SUMMARY documenting the
total number of ballots assigned to the
precinct and how each ballot was
used. Throughout the day, the EPB
software tracks spoiled (F), rejected
(G) and Provisional ‘envelope’ (I)
ballots. The remaining ballot types
must be inputted by the user and the
EPB software will calculate and
balance the Ballot Summary!
NOTE: If there are multiple ballot styles,
indicate the letter in #3 ‘Style’ AND the
first character of the ballot
number.
EPB Election Inspectors’ User Manual – Election Day Close of Polls
Closing the Polls
Electronic Poll Book Tasks continued …
Computer operator creates the following reports and saves
them on the Memory Stick:
► List of Voters
► Remarks Report
► Ballot Summary
Additionally, if a printer is available in the precinct,
computer operator should print these reports on 3-holed
punched paper (or use 3-hole punch after printing report).
After all reports are saved, save the Voter History to the
Memory Stick.
EPB Election Inspectors’ User Manual – Election Day Close of Polls
Closing the Polls
Page 63 in the Poll Book
Complete the Certificate of Election Inspectors on page 63 in
the Poll Book.
► Check that each step has been completed.
► Place the sealed #4, #5 and #9 envelopes into the approved
ballot container with the used and unused ballots.
► Record seal numbers of ALL ballot containers.
► If removing the Memory Pack from the Tabulator, seal it into
an approved chamber bag, record seal number.
► The 2 election inspectors who sealed and verified the
sealing of the ballot containers must SIGN.
► All closing election inspectors SIGN (Chairman include phone number!).
► Disburse pages to appropriate envelopes.
Election Inspectors’ Guide for Optech Insight – Closing the Polls
Securing Ballots / Materials
Securing ballots and information in envelopes:
► In approved Ballot Container seal voted and unvoted ballots, the #4
Spoiled Ballot envelope, the #5 Ballots used for Duplicating envelope,
and the #9 Defective Ballot envelope. Complete certificate.
► In #1 County Clerk Envelope include small ‘Totals Tape’ and Poll Book
(also include Precinct Delegate’s Elected when applicable).
► In #2 Board of Canvasser Envelope include small ‘Totals Tape’ and
yellow copies of the ‘Write-in/Statement of Votes’ page and Pages
62 and 63.
► In #3 Local Clerk Envelope include long ‘Totals Tape’, pink copies of
the ‘Write-in/Statement of Votes’ page and Pages 62 and 63,
Applications to Vote, Election Day change of address notices,
Authorization to Cancel Registration forms, and voter
registration applications.
Poll Book – Final Checklist
Securing Ballots / Materials
Securing ballots and information in envelopes:
► In #10 Absent Voter Envelope include absent voter envelopes and
applications (top portion).
► In #11 Provisional Envelope Ballots Envelope include sealed small
provisional envelopes with completed 4-step procedure forms and
voter registration applications. Note: If a Receiving Board will be printing your reports, be
certain all materials are SEALED BEFORE LEAVING THE POLLS!
► In the EPB, place the
1) Printed hole-punched ‘List of Voters’ report behind the ‘List of Voters’ tab.
2) Printed hole-punched ‘Remarks’ report behind the ‘Remarks and Challenges’
tab.
3) Printed hole-punched ‘Ballot Summary’ report in the ‘Certificate/Ballot
Summary’ tab immediately AFTER page 62.
4) Place the QVF AV List behind the ‘AV Voters’ tab.
Remove all pages from the notebook and fasten with 2 brass fasteners
or rings, and Place in #1 County Clerk Envelope.
Poll Book – Final Checklist
Properly Seal Ballot Containers
VIEW BoE video: ‘Election Day Closing Procedures:
Sealing Ballot Containers’ OR …
Refer to Sealing Procedures in your Poll Book immediately following your ‘Final Checklist’.
Each precinct must be staffed with at least 2 election inspectors
(1 Republican; 1 Democrat) who have been fully trained on the use
of election seals and are prepared to ensure that all ballot
containers are properly sealed after the polls close.
Insure your inspectors Practice, Practice, Practice sealing your
particular type of ballot containers with the proper seals.
NOTE: Your ballots (and materials) must be properly
sealed to insure your precinct is Recountable!
Poll Book – Final Check
Properly Seal Ballot Containers
Refer to the following BoE video to properly seal the
Ballot Contain that YOU use:
Two Door Ballot Container
Interlocking Zipper Ballot Bag Container
Blue Bag with Wheels Ballot Container
Metal Cube Ballot Container
Plastic Tub Ballot Container
Blue Bag Ballot Container
Round Metal Can Ballot Container
Inappropriate Ballot Container
NOTE: Your ballots (and materials) must be properly sealed
to insure your precinct is Recountable!
Ballot Sealing Videos
Wrap-Up
Dismantle/Return the following at the direction of your Clerk.
Prom Pack and Computer Memory Stick (must be sealed)
EPB Laptop Computer
Optech Insight and keys
AutoMark Voting Assist Terminal and keys
Secured Envelopes #1, #2, #3, #10 and #11
Registration List, if used
Secured Ballot Container(s)
Voting Stations
Time Sheets
CHECKLIST
Page 64 in the Poll Book and Canvassers Checklist
Page 64: Check that each step has been completed!
Canvassers Checklist: Check that each step has been completed!
Double-check, Triple-check …. If your figures balance, and your
work is completed properly (all signatures and seal numbers recorded),
you will not receive a phone call from the Board of Canvassers!
Our GOAL is accuracy and efficiency!
( but hurry up and ‘get ‘er done!’ )
Poll Book Final Checklist; Board of Canvassers Checklist
ADDITIONAL SPECIALIZED
TRAINING
Electronic Pollbook
Receiving Board
Absent Voter Counting Board