1. Prince William County Town Elections May 3, 2016 Dumfries Haymarket Occoquan Quantico

2. What is New? Staff, EPBs, Moved Rules, Provisionals, Absentee Results, Testing New Reporting System and Radios

3. Staff  1 assigned to each precinct  Brings supplies  Experiments with radios and new cloud based reporting  Brings supplies back  There to help open and close (have ready what tasks you need help with)

4. EPBs  All button (search scope) on EPB does nothing (correction about voting permits)

5. Eligibility/Moved Rules  Books closed April 11, 2016  A voter must live in and be registered in the town  A voter cannot return to a Town to vote in a Town election  If there is a change of address the voter fills out a VRA  If a voter feels they are a registered voter of the Town allow them to vote a provisional ballot

6. Provisionals  No provisional ballots will be provided  Use regular ballots  Cross out the barcode and mark as provisional before handing to voter  DO NOT SCAN

7. Absentee Results  Absentee Results tallied at 7pm  Office will call you with results  Add to your call in sheets

8. Testing Reporting System  Testing new cloud based reporting system  Print an extra Tally Tape from Scan (4 total)  Give it to staff

9. Testing Reporting System  Testing new cloud based reporting system  Print an extra Tally Tape from Scan (4 total)  Give it to staff

10. Testing Radios  Staff will be issued two-way Radios  Testing system to be used for emergency communication in the future

11. Welcome Emergency Management!

12. Chief and Assistant Responsibilities Pre-Election Day, Before Polls Open, While Polls are Open, After Polls Close

13. Pre-Election Day  Be sure to conduct your site visit before Monday  Call the office with any polling place problems to be addressed well in advance of Election Day!  Monday - ensure correct precinct cage was delivered  Monday - Set up all tables, and non secure items for best voter flow

14. Voter Flow EPB/Ballot Distribution Scan Touch Writer Cast Ballot Mark Ballot OR

15. Before Polls Open  Open facility at 5:00 am  Welcome authorized representatives  Ask each rep for his/her required entry statement  Verify each rep’s voter registration status

16. Before Polls Open  Swear in officers  Administer Oath and have each officer sign  Complete the Officer of Election Oath form at the bottom  Place form in envelope #2

17. Before Polls Open  Supervise the setting up of the voting equipment, EPBs and all marking stations you are given  Follow Chief Certification before Polls Open  Make sure Zero Tapes read “0” from both Scan and Touch Writer  Ensure that ALL officers sign ALL of the Zero tapes  Post one Zero tape for public view

18. Before Polls Open  Verify ballots provided  Confirm that ballots are for your precinct and match your sample ballot(s).  Ensure that privacy folders are ready to be handed out with each ballot at the ballot table

19. Before Polls Open  Ensure that all EPBs are synced (Know your back up plans)  Verify EPB Summary Screen Report  Verify Ballot Box is void of ballots with all officers present  Seal the Ballot Box

20. § 24.2-624. Opening and closing ballot containers; opening polls. “…The officers shall inspect the containers to ensure that they are empty, lock them, and deliver the key to one of the officers. One of the officers shall forthwith proclaim that the polls are open…”

21. Officer Affixes three white seals 1.Front of Ballot Box 2.Emergency Ballot Slot 3.Emergency Ballot door 1 2 3 Sealing the Box

22. While Polls Are Open  Use the EPB = Scan worksheet every hour refer to handout, required worksheet also called “Number of Ballots Cast”  Document any discrepancies between EPB and Scan on Part F  Handle all flagged voters sent from the EPB table  Handle all provisional voters

23. After Polls Close  At exactly 7:00 p.m., announce outside the polling place entrance loudly and clearly, “This polling place is officially closed”  Record names of voters, if any, waiting in line. Start the list with the name of the last person in line and work forward  Anyone in line when the polling place closed at 7:00 p.m. must be allowed to vote using the voting equipment

24. After Polls Close  After all voting in the polling place is completed, oversee closing of voting equipment and EPBs  Explain to Authorized Reps: If they stay, they may not leave the polling place until the tabulation of results has been completed and called into the registrar’s office  Follow the After the Polls Close Chief Certification on both SORs

25. After Polls Close  Collect all provisional ballots cast during the day and seal in Envelope 1A.  Staple one zero tape and one Tally Tape/Ballot Count from Scan and the Touch Writer to the “Yellow Printed Return Sheet”  Have all Officers sign the “Yellow Printed Return Sheet” and seal the in Envelope 2A  Ensure all ballots (used or unused) are returned to the Registrar’s Office. All boxes #3 and #6.

26. After Polls Close  Make sure all Officers sign the Pay Sheet  Ensure that all of the equipment is returned to the cage and that the cage is locked.  Oversee cleaning up the facility and locking the facility as needed

27. Election Day Reminders

28. ELECTION DAY REMINDERS  Voters may wear candidate apparel and buttons in the polling place. Election Officers may not.  Voters may take sample ballots, voter guides and campaign materials into the polling place, BUT they may not distribute them to other voters.  Election Officers should look for any of these items left behind and remove them. Check voting booths often.  Be aware of your 40 foot line

29. Before Polls Open, Work in Teams 1.FIRST: Scan, EPBs and the Ballot Table At the same time! A.Scan – set up, verify that the ballot box and emergency ballot bag are empty. Follow PAGE 1 Of the SOR, the Chief Certification and then verify Serial Numbers and Red seals on equipment, Page 3 of SOR. B.EPBs – sync, attach scanners C.Ballot table – open your first #6 box, check and follow Page 2 of the SOR, verifying ballots provided. 2. THEN: Voting Booths, Touch Writer, Posters & Signs

30. OPENING BALLOTS  Verify the precinct name on the ballot  Open only one package at a time  Near the end of the day, estimate the need

31. The RED Seals Red Seals are issued on both Scan and Touch Writer  Verify the seal number for each on the SOR and#7 Envelope  The Red Seal stays on the machine during the entire day

32. Setting up Verity Scan Tablet must be locked to operate.

33. Setting up Scan  Plug power cord into power brick tightly  Make sure connection to machine is secure  Use the surge protector  Check the Power on Report

34. Power On Report  Battery = High  Main Power = Present

35. Tapes  One signed zero tape for each machine on the wall  Other Zeros go in Envelope #2  Power on and open polls tapes go in #8

36. Polls Open on Scan

37. Polls Open on Touch Writer

38. Power Indicator Icons  Check during the day ( During EPB=Scan)  Press blue poll worker button on TW

39. EPBs  Still no wireless  Remember the 3 Cs  Check in  Confirm  Clear  RED MEANS READY

40. Voter Check In  Same procedures on the Electronic Pollbooks as before  The voter should state their name and address  If the same as in the pollbook check the voter in  Any and all other problems, voter is sent to the Chief

41. Voter Check In  Voter must provide valid ID  At the detail screen voter must state his/her full name and address out loud  Officer must repeat the voter’s full name and address out loud

42. Ballot Privacy  Privacy folders (manila folders) are provided to every voter  Voters can be instructed to hold their ballots to them to keep them private  A rejected ballot can be quickly covered by a privacy folder  Ballots can be transferred from outside to the scanner with a privacy folder  Ballots can be transferred from the touch writer to the scanner with a privacy folder

44. Marking the Ballot  If assistance is requested: If possible, the voter is helped through the ballot marking process without the Officer viewing the ballot. If the Officer must view the ballot in order to render requested assistance, the Officer and the voter must complete and sign the Assistance Form. If the voter chooses an assistant other than an officer, that assistant must complete and sign the Assistance Form. The Officer may determine that the voter would be better served using the Touch Writer. – If necessary, follow instructions to spoil the ballot – Direct Voter to Touch Writer. Then after the Voter has a marked ballot from the Touch Writer the Voter is directed to the Scan, to scan their marked ballot.

45. Voting with Verity Touch Writer  Press the blue Poll Worker button on the back of the device  Enter the Poll Worker password on the screen and tap Accept  Tap Create ballot access code  Choose the correct ballot from the list and tap OK  Tap Yes, print the code  Hand the printed Access Code to the voter  Allow them to enter the code and begin voting.

46. Voting with Verity Touch Writer Selecting PrecinctPrinting Access Code

47. Voting with Verity Touch Writer After entering their Access Code, the voter will start voting (by tapping Begin Voting), learn how to use the ballot, or view a list of contests on the ballot. The Audio and Screen settings and the Help button are also available.

48. Ballot Scanning  The voter places the ballot on the landing lights of the scanner.  The ballot is scanned.  The voter is given a sticker, reminded to leave any pens issued by Election Officers and leaves the precinct

49. Ballot Scanning

52.  If the scanner ejects the ballot, the voter should read the instructions and determine if they want to cast their ballot as is.

53. Ejected Ballot – Blank Ballot  Officer explains the meaning of a Blank Ballot;  Officer explains that the ballot may be cast unmarked or  Voter may return to the Ballot Marking Station to Vote the ballot

54. Ejected Ballot – Over Vote  Over vote:  Officer explains the meaning of an over vote;  Officer explains that the ballot may be cast as marked or  Officer directs the Voter to the Chief to spoil the ballot and receive a new ballot

55. Ejected Ballot – Misfed Ballot  Officer asks the voter to examine the ballot  Voter may try again to scan the ballot  If the ballot will not scan:  Officer sends the voter to the Chief  Voter is given a new ballot  Follow Spoiling Ballot procedures

56. Spoiling a Ballot, Replacement Ballots  A voter with a Spoiled Ballot is directed to the Chief  For maximum voter privacy, voter is asked to mark all the boxes next to each candidate  The Chief directs the voter to mark the ballot “SPOILED.”  The spoiled ballot is placed in Envelope #4 by the voter

57. Spoiling a Ballot, Replacement Ballots  The Chief escorts the voter to the Ballot Table to issue a new ballot  At this point, the officer may need to further instruct the voter on how to correctly mark the ballot or direct them to an officer that can do so.  The voter is directed to a free Ballot Marking Station.

58. If Scan Goes Down The Emergency Un-scanned ballot bag An additional door is located in the back of he Scan ballot box. The CH key is required to open the un-scanned ballot door. The emergency ballot slot on the top of the ballot box feeds into this bag.

59. Outside Polls Voters  Check ID  Voter states name and address aloud  Officer repeats  Explain procedure to the voter  Allow voter to mark ballot in private unless the Assistance form has been completed  Voter inserts ballot into Privacy Folder  Give the voter the “I Voted” sticker  Offer Annual Absentee Ballot if appropriate  Return folder to building and place ballot into the scanner  Process voter in EPB (check OP)

60. Outside Polls Voters  Once the voter has given you the ballot, they are finished  Their companion may come in to verify that the ballot is scanned, but may not change the outcome of the ballot  If the ballot is rejected, the Officer casts the ballot as is

61. Outside Polls Voter in EPB …

62. THE PROVISONAL VOTER Voter’s Name is NOT on the pollbook (reasons 1 and 2) Court has extended voting hours (reason 3) Applied for an absentee ballot but did not return it (reason 4) Voter marked in pollbook as having voted (reason 5) Other (reason 6) registered in another precinct on pollbook but at different address and not eligible to vote Miscellaneous reason No acceptable form of Photo-ID (separate envelope)

63. If there is an emergency that requires leaving the polling place:  Note the time and Public Counter on Scan  Gather the ballots, pens, clipboards, pollbooks and other items  Leave Scan as is, inside the polling area  Once all Voters and Officers are reassembled at a location outside, and if voting needs to resume outside, use the Ballots UNSCANNED Envelope X for those ballots cast.  If you are allowed back into the facility, and voting resumes back inside, bring the Ballots UNSCANNED Envelope X with the voted ballots back inside.  After the facility closes and after the last voter has voted, BUT BEFORE polls are closed on Scan, all Officers should witness those ballots being scanned into the voting equipment.

64. When Calling the Office During the day (Staff is using Poll Call on Election Day) 1.Precinct # and name 2.Your name 3.Which phone # to call back Precinct Phone or Cell Phone? 4.Relay the problem 5.Voter name if applicable 6.We may pass your call on to the right staff 7.Be ready to jot down a ticket number

65. DEFINITIONS  ABANDONED BALLOT – A ballot issued to a voter but then left behind by the voter without casting the ballot. This ballot is marked VOID and returned in envelope #4.  BLANK BALLOT – A ballot with no selections in any contest. The scanner will eject a blank ballot.  DEFECTIVE BALLOT – A misprinted, torn or otherwise mutilated ballot. A defective ballot is marked SPOILED and returned in the #4 Envelope and accounted for on the SOR. Reminder about staff finding a defective ballot.

66. DEFINITIONS  EJECTED BALLOT – A ballot returned/rejected by the scanner. A ballot is ejected if:  It is blank  It is misfed into the scanner, torn or mutilated  It contains an Over Vote  OVER VOTE – A contest where more than the allowable selections are recorded. For example, two selections are made for a Select Only One contest or three selections are made for a Vote for No More Than Two. The scanner will eject an over voted ballot. The voter has the choice to cast the ballot as is or request a new ballot. If the voter chooses to cast the ballot the contest that is over voted will not be counted, but any other contests that are correctly marked will be counted. The Touch Writer will not allow an over vote.

67. DEFINITIONS  SPOILED BALLOT – A defective ballot or a ballot issued to a voter that is subsequently determined by the voter not to reflect their intent. A voter may bring an issued Absentee Ballot to the precinct. They may vote on a new ballot in the precinct only if they spoil the originally issued ballot. All Spoiled and Voided ballots are returned in the #4 Envelope.

68. DEFINITIONS  UNDER VOTE – A contest where a voter does not make all the selections they are entitled to. For example, no selections are made for a Select No More than One contest or two selections are made for a Vote for No More than Three. The scanner will neither alert nor eject an under voted ballot.  VOIDED BALLOT – An Abandoned Ballot is marked VOID, returned in the #4 Envelope and accounted for on the SOR.

69. End of Day Procedures closing polls on Scan BEFORE CLOSING THE POLLS, VERIFY THAT THERE ARE NO UNSCANNED BALLOTS!! Wait until after the close polls time to close polls. Once Polls are closed they cannot be reopened on that device.

70. End of Day Procedures closing polls on Scan continued Press the Poll Worker button Choose Close Polls Choose Yes, close the polls Enter your Close Polls password and tap Accept

71. printing and filing reports Print 4 Tally Reports Immediately give one to staff Do not print the Ballot Count Report from Scan. End of Day Procedures

72. Please Call in Your Results Now (703)-792-6432

73. Candidates/Representatives  After calling in the results Candidates and/or Representatives may take pictures of call in sheets  Candidates and Representatives that stayed are free to leave

74. Closing polls on the Touch Writer Wait until after the close polls time to close polls. Once Polls are closed they cannot be reopened on that device. Press the blue Poll Worker button Enter the poll worker code and select Accept Select the Menu button End of Day Procedures

75. Closing polls on the Touch Writer Choose Close Polls Choose Yes, close the polls Enter your Close Polls password and tap Accept End of Day Procedures

76. Closing polls on the Touch Writer continued One copy of Ballot Count Tape will print when the polls are closed Print two more copies of the Ballot Count Tape End of Day Procedures

77. Tapes at the End of the Day Sign and attach to the SORs/Yellow printed return and place in Envelope #2:  Zero Tapes from both machines  Tally tapes from Scan  Ballot Count Tapes from Touch Writer All other tapes can be put into Envelope #8

78. Removing Ballots After the un-scanned ballots have been scanned…After the polls are closed…After all voters have left the precinct…And in front of all officers and authorized representatives  Open the ballot box by cutting the white seal on the door  Gather all ballots and place in Envelope/Box #3 and seal with tamper evident tape  Affix label  All Officers sign

79. vDrives  Cut red seals on Scan and Touch writer after polls are closed  Place broken seals in #7 Envelope  Use the red CH key to open the compartments  Remove vDrives  Place both vDrives in the #11 Envelope  Replace RED seals and record the seal numbers on the SOR and #7 Envelope

80. Polls are closed …  Follow Directions to Close the EPBs  EPB Summary Report  Use Chief Password to close EPBs  SEE PAGE 56 and 57 for pictures of packing the cages at night.

81. ELECTION DAY Officer of Election Oath I do solemnly swear (or affirm) that I will perform the duties for this election according to law and the best of my ability, and that I will studiously endeavor to prevent fraud, deceit, and abuse in conducting this election, so help me God.