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Welcome! Marion County Clerk Training 2008 General Election.

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Presentation on theme: "Welcome! Marion County Clerk Training 2008 General Election."— Presentation transcript:

1 Welcome! Marion County Clerk Training 2008 General Election

2 Questions on Election Day? Call Agenda Poll Worker Responsibilities Pool Book Basics Receiving Voters Provisional Ballots Troubleshooting Review and Reminders

3 Questions on Election Day? Call Poll Worker Responsibilities Inspector Judge Clerk

4 Questions on Election Day? Call Poll Worker Responsibilities Up to five Poll workers per precinct: –Inspector –Two Judges –Two Clerks Election Board is responsible for assigning Inspectors Two major political parties are responsible for assigning Judges and Clerks Clerks and Judges may work a half day –Inspectors must work a full day

5 Questions on Election Day? Call Precinct Election Board Made up of three members: –One Inspector “Boss” of the precinct Checks photo ID Issues challenges –Two Judges, one from each major political party Checks photo ID Issues challenges Assists voters with disabilities Board ensures the precinct election runs smoothly

6 Questions on Election Day? Call Poll Clerks –“Ballot Control” –Manage the Poll Book –Initial Ballots –Determine Ballot style –Hand out Ballots –Perform signature counts

7 Questions on Election Day? Call Poll Book Basics Review of the Poll Book Legend –Name/Address/DOB block –Signature block –Other Issues Affirmation of Residence Required Proof of Residency Voter Identification Name/Address Changes

8 Questions on Election Day? Call Poll Book Basics Each precinct has one poll book Lists every citizen registered to vote in a precinct –Contains the name, address, date of birth and signature of each voter –Indicates if the voter needs to show additional identification Instructions are found on the front of the Poll Book

9 Questions on Election Day? Call Poll Book Basics Sign Here Location the voter signs AFTER the Judge/Inspector reviews their photo ID Name and Address Block Voter information listed alphabetically by last name Date of birth found under the voter’s address Scanned Signature Original signature provided by voter when they registered or updated their records Used to compare voter’s signature in the Poll Book to the signature on file

10 Questions on Election Day? Call Poll Book Basics Precinct Split If the precinct is split for races like U.S Congress or State Representative, the split is indicated here with an ‘A,’ ‘B’ or ‘C’ ABS Abbreviation for “Absentee” Circle when processing Absentee Ballots

11 Questions on Election Day? Call Poll Book Basics DLN/SSN4 If the voter ID number is not stored in the system, ‘DLN/SS4: __’ will print Clerk must request either the driver’s license number or the last four digits of the voter’s social security number Voter is not obligated to provide the information Proof of Residency Voter MUST show proof of residency to the Clerk: valid driver’s license, bank statement, government check, government document, paycheck or utility bill. Clerk MUST enter proper residency code (See instructions in the front of Poll Book for more information)

12 Questions on Election Day? Call Poll Book Basics Need Current Signature Message prints when a voter’s signature is not stored in the system Affirmation of Residence Required If the voter’s registration is inactive, ‘Affirmation of Residence Required’ will print on the Poll List Voter must fill in their address

13 Questions on Election Day? Call Poll Book Basics Name/Address Change If the voter’s address has not changed, the Clerk can check the ‘Address Unchanged’ box If there is a name or address change, check this box AFTER voter completes the Name/Address Change Affidavit (VRG 4/12) found in the Inspector Binder In cases where a name changes, the voter fills out the affidavit and signs the poll book with their new name Before allowing a voter who’s address has changed to vote, please refer to page 20 of the Secretary of State’s handbook to determine if the voter is eligible to vote in your precinct If you have questions, ask your Inspector to call

14 14 Questions on Election Day? Call Receiving Voters Seven Steps at the Clerks’ Table Voter’s Photo ID Ballot Styles Using the Voting Equipment Provisional Ballots Voter Accessibility Absentee Ballots

15 15 Questions on Election Day? Call Seven Steps at the Clerks’ Table When a voter arrives, the Clerks… 1.Ask for and find voter’s name in the Poll Book (listed alphabetically by last name) 2.Check the voter’s photo ID –Determine if the voter must provide identification as a “First Time Voter” and note the ID presented in the Poll Book –Inspectors or Judges should perform this step 3.Allow voter to sign the Poll Book ONLY AFTER the ID is confirmed to be valid

16 16 Questions on Election Day? Call Look for the ballot split 5.Select the correct ballot to give to the voter 6.Initial the back of the ballot 7.Remind voter to follow instructions on the ballot Seven Steps at the Clerks’ Table Two sets of initials are required!

17 17 Questions on Election Day? Call Voter’s Photo ID Four Questions 1. Government Issued (federal and State of Indiana, including Indiana’s state-sponsored schools) 2. Photo Should be a reasonable likeness 3. Expiration Date 4. Name reasonably conforms with Poll Book For more information: –Page 17 in the Secretary of State’s Handbook –Inspector Binder contains Voter ID scenarios

18 18 Questions on Election Day? Call Voter’s Photo ID Government Issued –Federal and State of Indiana Military ID, passports OK Out-of-state licenses or ID do NOT work –State schools, like IU, Purdue or Ivy Tech OK Private schools like Butler or University of Indianapolis do NOT count

19 19 Questions on Election Day? Call Voter’s Photo ID Name reasonably conforms with Poll Book –The voter’s name on the photo ID must conform to the name of the voter registration card –People commonly use nicknames, middle names and initials as a substitute for their given first name –Examples that conform with “Robert John Crew” Robert John Crew Robert J. Crew Robert Crew R. John Crew R. J. Crew Bob John Crew Bob J. Crew Bob Crew John Crew J. Crew Conform does NOT mean match identically

20 20 Questions on Election Day? Call Sample Ballot

21 21 Questions on Election Day? Call Offices on the ballot for Nov. ‘ General Election Ballot –Federal President (Vice Pres.), U.S. House of Representatives –State Governor (Lt. Gov.), Superintendent of Public Instruction, Attorney General, State Representative, State Senator, Circuit Court Judge and Superior Court Judge –Local County Treasurer, Surveyor and Coroner Township Advisory Board –Public Questions

22 22 Questions on Election Day? Call Ballot Styles Make Sure Voter Receives Correct Ballot Every precinct will be assigned a specific ballot style Ballot style numbers are found in the upper right corner of the ballot To confirm you have the correct ballot, look for your ward and precinct on the back of the ballot TIP: Clerks should separate ballots by style while other poll workers are preparing the polling site election morning.

23 23 Questions on Election Day? Call Ballot Styles: Split Precincts Some precincts may be ‘split,’ meaning boundaries for elected office divide the precinct –In the Poll Book, the split information is found underneath the box for the voter’s signature. Splits are denoted with an ‘A,’ ‘B’ or ‘C’ (see next slide for an example) –Look at the ballot key found in the Ballot Case to determine the proper style. For example, Ward 1 Precinct 001 Split A may need ballot style number 69 –On the ballot, the ballot style is found in the upper right corner of the ballot. To confirm, look for the ward and precinct abbreviation on the back of the ballot

24 24 Questions on Election Day? Call Where to find the splits in the Poll Book Splits in the Poll Book are found in the shaded area under the Voter’s signature block

25 25 Questions on Election Day? Call Where to find the ballot style Ballot style is found in the upper right corner of ballot

26 26 Questions on Election Day? Call Back of Ballot Ward, precinct and split can be found on the back of the ballot

27 27 Questions on Election Day? Call Presidential-Only Ballots Each precinct will have a small number of ballots with ONLY presidential and vice-presidential candidates printed on them Voters who moved out of the state within 30 days before Election Day can return to their Indiana precinct to vote for President & Vice- President ONLY Remind your Clerks/Judges to use this ballot for this circumstance only

28 28 Questions on Election Day? Call Ballot Instructions Hang appropriate posters and instructions in polling location –Sample ballots –List of certified write-in candidates –Voters’ Bill of Rights in English and Spanish Make sure voter understands to completely fill and darken the oval next to the candidate’s name Clerks should remind voters to read the instructions on the ballot

29 29 Questions on Election Day? Call Voting on the M-100 Three options for voting with the paper ballot –1. Straight Party: Darken oval next to party emblem; casts a vote for ONLY that party’s candidates Make sure voter understands the oval should be darkened; not the circle with the party emblem Does not record votes for Public Questions –Voter should complete this section independently –2. Ticket-splitting: Darken oval next to the name of candidates regardless of party affiliation; no need to darken the oval next to the political parties

30 30 Questions on Election Day? Call Voting on the M-100 Voting with the paper ballot, con’t. –3. Scratch Darkens oval next to party emblem AND down the ballot, selects one or more candidates of a different party Example: Completes oval by Republican party and completes oval next to the Democrat running for dog catcher. Votes are cast for all Republican candidates except in the dog catcher contest. Does not record a vote for Public Questions –Voter should complete this section independently Voters may have the option to vote for more than one candidate (see next slide)

31 31 Questions on Election Day? Call Voting on M-100 Some offices only select one candidate Some office specify to select multiple candidates. For example, “Vote For No More Than SIXTEEN (16):”

32 32 Questions on Election Day? Call Voting on M-100 Voting with a paper ballot, con’t. –Write-in candidates Only certified write-in candidates will be counted in the election results –Non-certified candidates can be written in but will not be counted in the election results List of certified write-in candidates found in Inspector Binder List of certified write-in candidates should be hung in the polling location

33 33 Questions on Election Day? Call Voting on the M-100 When finished, ballot is inserted under the black flap of the M-100 –Does not matter if ballot is face up or face down, forward or backward If the voter selects too many candidates in a particular race, the M-100 will beep –Voter presses “Accept” if they intended to overvote –Voter presses “Return” if they made an error and would like to vote again Ballot is marked spoiled Clerks initial and provide voter with a new ballot Judge assists with this process

34 34 Questions on Election Day? Call iVotronic Ballot Select correct iVotronic ballot –Clerk finds voter’s name in Poll Book –Clerk determines voter’s proper ballot style following the same procedures as they would for a M-100 ballot Refer to ballot style key found in Ballot Case Make sure Clerk is checking the Poll Book for precinct splits –Clerk pulls proper iVotronic card and gives it to voter Cards are found in the Inspector Binder

35 35 Questions on Election Day? Call iVotronic ballot Clerks must provide voter with a card indicating the correct ballot style SPLIT A BS #1 Front of Card BS = ballot style #1 = Indicates the ballot style number from key = Ward and Precinct Numbers Split A = Split Information Back of Card EXAMPLE

36 36 Questions on Election Day? Call iVotronic Ballot Process to select correct iVotronic Ballot, con’t. –Voter hands card to Judge or Inspector –Judge/Inspector inserts PEB –Judge/Inspector chooses the correct precinct iVotronic prompts for confirmation –Judge selects proper ballot style Next screen is the ‘Ballot Selection Menu’ –Match the Clerk’s card to ballot style found on the screen (see next slide for an example screen shot) –Voter can now vote –Judge/Inspector steps aside for confidentiality

37 37 Questions on Election Day? Call iVotronic Ballot Sample iVotronic screen shot of the “Precinct Menu” (actual screen shot may vary) Precinct All of this information is on the card provided by the Clerk Precinct Page 1 of 1

38 38 Questions on Election Day? Call iVotronic Ballot Sample iVotronic screen shot of the “Ballot Selection Menu” (actual screen shot may vary) Ballot Style All of this information is on the card provided by the Clerk to the voter BALLOT SELECTION MENU BS #1 BS #2 BS #3 BS #4 Page 1 of 1

39 39 Questions on Election Day? Call Voting on the iVotronic Instruction screen explains how to vote on the iVotronic Voter touches the screen and ballot appears Voter makes their candidate selections and scrolls through their ballot Voter presses the “VOTE” button at the top of the screen when they’ve finished their selections iVotronic will confirm the voter’s selection iVotronic gives voter a review screen and asks voter to confirm selections Voter must not leave polling site without confirming selections or else the ballot must be cancelled

40 40 Questions on Election Day? Call Voting on the iVotronic To cancel a ballot on the iVotronic… –Inspector/Judge inserts the PEB –iVotronic will prompt you to make a selection to cancel –iVotronic will confirm that you want to cancel –iVotronic will ask a reason for the cancellation Ballot CANNOT be cancelled once it has been cast by the voter

41 Questions on Election Day? Call Absentee Ballots Receiving Absentee Ballots –Delivered throughout the day  Double-check the names on checklist match the Ballots/envelopes delivered to the precinct Processing Absentee Ballots Voting Absentee Ballots

42 Questions on Election Day? Call Absentee Ballots Processing Absentee Ballots –Find name in Poll Book –Compare signatures (envelope vs. Poll Book) –Circle ABS in the Poll Book –Print voter’s name

43 Questions on Election Day? Call Seven Steps for Voting Absentee Ballots 1.Open Absentee Ballot Envelope 2.Remove Ballot 3.Check for signature and seal of the Circuit Court Clerk 4.Check for initials of absentee board 5.Place Ballots in M-100 Uncounted Ballot Storage Bin 6.When done processing Absentee Ballots, Judges should remove Ballots and scan into the M-100 face down 7.Pack applications and empty envelopes in the Absentee Carrier Envelope found in Poll Kit Make sure all Absentee Ballots are removed from the envelopes and voted

44 Questions on Election Day? Call Signature and Vote Count Log Tracks the number of ballots delivered and issued throughout the day and compares it to the number of signatures in the Poll Book Clerks are responsible for completing the log each hour –Form is found in the Inspector Binder –Totals should be cumulative, not incremental

45 45 Questions on Election Day? Call Provisional Ballots When to issue a provisional ballot: –Voter’s name is not in Poll Book Call FIRST Certificate of Error issued if voter was accidentally omitted from the Poll Book (see scenarios) –Voter was unable or declined to show photo ID card –Voter’s signature does not match the Poll Book –Voter was unable to present additional documentation confirming their identity and current residence –Voter will not be at least 18 by general election –Voter is not a U.S. citizen

46 46 Questions on Election Day? Call Provisional Ballots Provisional Ballot Kit –Found in the Inspector’s Poll Kit –Contains: 20 provisional ballot envelopes 20 provisional ballot labels 20 sets of instructions (PRO-9) for the voter Use voter’s correct M100 ballot –There is no ‘special’ provisional ballot

47 47 Questions on Election Day? Call Provisional Ballots Steps to complete provisional ballot –Inspector hands instruction sheet to voter –Challenger/Inspector and voter fully completes the PRE-4 and PRO-2 Found on the front and back of the ballot envelope –Clerks determine the proper ballot style for the voter –Clerks initial the back of the ballot –Judge or Inspector instructs the voter to complete the ballot and seal it in the Provisional Ballot Security Envelope

48 48 Questions on Election Day? Call Provisional Ballots Steps to complete provisional ballot, con’t. –Voter returns to the Clerks’ table –Voter signs the envelope –Judge or Inspector places a seal on the envelope –Inspector places the sealed envelope in the plastic carrier bag found in Poll Kit Make sure precinct is noted on the envelope!

49 49 Questions on Election Day? Call Provisional Ballots After Election Day… –Voters casting a provisional ballot due to ID issues have until noon, Fri., Nov. 14 to bring ID to County Clerk’s Office Clerk’s Office location: City-County Building 200 E. Washington St., Room W-122 –Bi-partisan Election Board reviews the provisional ballot envelopes and determines whether the ballots inside are to be counted during the election certification period

50 50 Questions on Election Day? Call Troubleshooting Voter not in Poll Book Name change No photo ID Signs Poll Book before ID confirmed Voter moves Credentials

51 51 Questions on Election Day? Call What if? Michael Missing shows up but he is not in the Poll Book. He has lived at his current address for 50 years. What should you do? –Call and press 1 –Voter Registration can look up his information

52 52 Questions on Election Day? Call What if? If Michael is in the wrong location… –New Precinct Maps County adopted new precinct maps in December 2007 –Before: 917 precincts –Now: 590 precincts Make sure the maps found in the Inspector’s poll kit are posted in the polling location –Provide Michael with his correct polling location, which Voter Registration should provide to you over the phone

53 53 Questions on Election Day? Call What if? If Michael was accidentally left off of the poll book… –Voter Registration will give you a Certificate of Error number –Clerk notes the number in the Poll Book –Voter casts a regular ballot

54 54 Questions on Election Day? Call What if? If Michael insists on voting in the precinct… –Clerks provide Michael with a provisional Ballot

55 55 Questions on Election Day? Call Susie Rich is flashing her new diamond wedding ring and informs everyone of her new name at the Clerks’ table. What should you do? –Find Susie in the Poll Book under her old last name –Susie completes the Name Change Affidavit (VRG- 4/12) found in the Inspector Binder –Susie signs the Poll Book with her new name –Allow Susie to vote What if?

56 56 Questions on Election Day? Call Problem Paul appears at the Poll site and has forgotten his photo ID. What should you do? –If Paul does not want to come back with his photo ID, he can cast a provisional Ballot. Paul has 10 days to bring his ID to the Election Board located in Room W-122 in the City-County Building, 200 E. Washington Street If he does not bring an ID to the Election Board within 10 days, his vote will NOT be counted –If he leaves to go get his ID, he should NOT sign the Poll Book If he accidentally signs the Poll Book, he needs to vote by provisional Ballot and follow the instructions above What if?

57 57 Questions on Election Day? Call Eddie Excitement is a first time voter and enthusiastically signs the Poll Book before the Precinct Election Board realizes he does not have proper ID. What should you do? –Because he signed the Poll Book, Eddie MUST cast a provisional Ballot What if?

58 58 Questions on Election Day? Call Marcia Moves-A-Lot appears at the Clerks’ table with her current ID but mentions that she no longer lives at the address on the Poll Book and forgot to change her registration. Does she qualify to vote? –Ask when and where the voter moved –Use the flow chart found on page 20 of the Secretary of State’s Handbook What if?

59 59 Questions on Election Day? Call Robert Reporter walks into the polling location and shows his proper credentials to the poll workers. He asks for a public count of the machines. What do you do? –As long as he has the proper credentials, you can provide this information to him What if?

60 Questions on Election Day? Call Review and Reminders Helpful Tips and Reminders Early Voting Arrive at 5 Patience! Other Resources Questions?

61 Questions on Election Day? Call Review and Helpful Reminders Long lines –Separate the Poll Book into two sections: A-L and M-Z Both clerks can check in voters Make sure both Clerks (or Judges/Inspector) are initialing the back of the ballots –Assistant clerks and voter assistance tables may be set up in large polling locations with multiple precincts

62 Questions on Election Day? Call Review and Helpful Reminders Long lines, con’t. –Remember, anyone entering or standing in the chute at 6 p.m. votes! –Stay positive and keep ‘em voting! If there is an issue with a voter, ask them to stand to the side while the Judge/Inspector helps them and continue processing the other voters

63 Questions on Election Day? Call Review and Helpful Reminders Credentials –Every non-voter entering the polls should have a credential issued by their party chairman or the Election Board –Secretary of State may issue credentials to members of the national media; they are official and can enter the polling location Exit polling –Instructed to stay outside the chute –Can speak to voters exiting the polls –Voter does not need to respond

64 Questions on Election Day? Call Review and Helpful Reminders New Precinct Maps –917 precincts in 2007; 590 in 2008 –New polling locations and voters may be confused –Call if voter is not in your Poll Book Double check uncounted storage bin BEFORE shutting down voting equipment –Don’t forget to process all absentee ballots

65 Questions on Election Day? Call Review and Helpful Reminders Ballot Issues –Separate ballot styles before polls open –Double check the ballot before handing it to the voter –Put two sets of initials on the back of ballot Judge or Inspector can also initial the ballot –More ‘split’ precincts requiring separate ballots Poll book identifies any precinct split with letters ‘A,’ ‘B’ or ‘C’ –Ballot style key found in ballot case to match ward, precinct and split to its ballot style Ballot style found in the upper right corner of the ballot Look for name of ward and precinct on the back of ballot to confirm ballot style

66 Questions on Election Day? Call Early Voting If you’re not working in your home precinct, be sure to vote absentee –To vote by mail Applications must be received by midnight, October 27 Ballots are due by 6 p.m. Election Day

67 Questions on Election Day? Call Early Voting If you’re not working in your home precinct, be sure to vote absentee –To vote in the Clerk’s Office, Monday through Friday – 8 a.m. to 5 p.m. Saturdays: 10/25 and 11/1 – 11 a.m. to 7 p.m. Sundays: 10/26 and 11/2 – 11 a.m. to 7 p.m. Last Day! Monday, Nov. 3 – 8 a.m. to Noon –Location: City-County Building, 200 E. Washington Street, Room W-122

68 Questions on Election Day? Call Early Voting If you’re not working in your home precinct, be sure to vote absentee –Early Voting at Satellite Locations North: J. Everett Light Career Center (campus of North Central High School), 1901 E. 86 th St. South: Southport Community Center, 6901 E. Derbyshire Rd. Begins Thurs., Oct. 23 Ends Sun., Nov. 2 Hours: 11 a.m. to 7 p.m. each day, including both weekends

69 Questions on Election Day? Call Arrive at 5 a.m. Before Election Day… –You should receive a call from your Inspector Arrive at 5 a.m.!! –ALL Poll workers should arrive at their polling location at 5 a.m. Election Day –If your Inspector does not arrive, call immediately Bring your lunch

70 Questions on Election Day? Call Patience! Expect and prepare for increased voter turnout As Clerk, make sure you are processing voters efficiently Don’t sacrifice accuracy for speed

71 Questions on Election Day? Call Resources Marion County Election Board Web site –www.Indy.Gov/Election08www.Indy.Gov/Election08 –Training materials and videos Secretary of State’s Web site –www.IN.gov/SOS/elections Election 2008 Hotline –327-VOTE –Connects you to either Voter Registration or Election Board

72 Questions on Election Day? Call Before Election Day, call the Election Board – On Election Day, call the Inspector Hotline –Direct access to Voter Registration –Direct access Election Board hotline operators to help with legal questions, machine problems, etc. Questions?


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