SECTION 4: Section 4: Closing the Vote Center Declare the Polls Closed 98. Closing Assignments Nightly 99

Transcription

1 SECTION 4: Closing the Vote Center Section 4: Closing the Vote Center Declare the Polls Closed 98 Closing Assignments Nightly 99 Nightly Close: Job 1: ICX Tablets 100 Job 2: Processing Ballots Job 3: Close Laptops/Printers Job 4: Roster of Voters/Table Materials/Site Specific Equipment 107 Transport Van Ballot Drop-off Site 108 Closing Assignments Election Night 109 Election Night Close Job 1: Close and Pack ICX Tablets/Printers 110 Job 2: Processing Ballots 110 Job 3: Close and Pack Laptops/Printers 111 Job 4: Pack Election Materials/Signs/Site Specific Equipment 111 Job 5: Pack Standard/Accessible Voting Booths 111 Secure the Vote Center 112

2 Declare the Polls Closed Each Day - Declare the Polls Closed (EC 14401) THE POLLS ARE NOW CLOSED! At the daily designated closing time an Election Officer will announce out loud: THE POLLS ARE NOW CLOSED! Station an Election Officer at the end of the line to tell late arrivals that the polls are closed. All voters in line at the time of closing will vote a regular precinct ballot. Do not close down equipment until the last person leaves. If you have a late arrival that insists on voting after 8:00 p.m. (on Election Night only, allow them to vote a Provisional Ballot. Note the time the voter entered the Vote Center on their Provisional Envelope (EC 14402). The door to the Vote Center may be closed, but the public is allowed to witness the closing process. IF YOU HAVE ANY QUESTIONS OR NEED CLARIFICATION ON PROCEDURES: CALL PRECINCT OPERATIONS AT (916) WE ARE HERE TO HELP YOU!! 98

3 Closing Assignments - Nightly Check your Vote Center Guide Binder to see if your site will move equipment nightly or change rooms. If equipment movement is required, see the Equipment Site Instructions in your Vote Center Guide Binder. 1-2 Officers 1 Close polls on ICX tablets Power off ICX tablets and printers 2 Officers 2 Blue ballot bag Pink VBM bag Spoiled ballots Surrendered ballots 1-2 Officers 3 Power off laptops Power off Ballot Printer and Regular Printer 1 Officer 4 Clean up and replenish election material on tables Roster of Voters/Forms Bag Bring in outside equipment Election Officer Training Manual 99

4 Job 1 Close ICX Tablets - Nightly Close 1 Close the Poll and Power Off the ICX Tablet/Printers Step 1 Insert the Poll Worker Card Enter the Administrator Login PIN then tap the Login button. Your Inspector has your PIN. Step 2 Tap the Close Poll button. Step 3 Tap the Yes button to proceed with closing the poll. Step 4 Tap the Power off button when it appears on the screen. Step 5 Press the power button on the ICX printers to turn them off 100

5 Job 2 Processing Ballots - Nightly Close 2 Blue Ballot Bag When the Vote Center is closed and all voters have left, two officers break the Pull Tite lock seal, separate, and count the Vote Center ballots. Log the number of Vote Center (paper and ICX), CVR, and Provisional ballots. Return all the counted ballots to the blue ballot bag and secure with Pull Tite lock seals, one through the zippers and canvass tab and one through the closed ballot slot as shown. Record the new seal # on the Vote Center Vote by Mail and Vote Center Ballot Transport log. Place broken Pull Tite in used Seal Bag. Place log into the Roster of Voters/Forms Bag for nightly return. Pink VBM Bag Break the Pull Tite lock seal. Close the zippered slot on the top. Secure the three zippers with a new Pull Tite lock seal. Place broken Pull Tite in Used Seal Bag. Log the new Pull Tite lock seal # on the Transport log. Spoiled Ballots Count all the spoiled ballots from the Spoiled Ballots bag. Record the count on the front label on the bag. Seal and place the Spoiled Ballots bag in the Roster of Voters/Forms Bag. Surrendered Ballots The surrendered ballots go in the Surrendered Bag and do not need to be counted or logged. Place the Surrendered Bag into the Roster of Voters/Forms Bag. If you need more bags, call Precinct Operations at (916) Election Officer Training Manual 101

6 Job 2 Processing Ballots - Nightly Close 2 Complete the Vote Center Vote by Mail and Vote Center Ballot Transport Log by listing your Vote Center Name, Vote Center number and the date. List the number of pink VBM bags and blue ballot bags. Record the number of Vote Center, CVR, and Provisional ballots being returned. Record the new Pull Tite seal numbers. A Vote Center Ballot Transporter will verify and initial that the serial numbers are correct and locks are intact Place broken Pull Tites in Used Seals Bag. Vote Center Vote by Mail and Vote Center Ballot Transport Log Statewide Direct Primary Election - June 5, 2018 Vote Center Name: Vote Center # Date: Vote by Mail Ballots LOCK SEAL NUMBER # of Bags Leaving the Vote Center Vote Center Initials Qty: # of Bags Received by VRE IS LOCK INTACT? Transport Van Time IS LOCK INTACT? VRE Time IS LOCK INTACT? YES NO Initials Recv'd YES NO Initials Recv'd YES NO Qty: Vote Center Ballots LOCK SEAL NUMBER # of Bags Leaving the Vote Center Qty: # of Bags Received by VRE Ballot Counts Vote Center IS LOCK INTACT? Transport Van Time IS LOCK INTACT? VRE Time IS LOCK INTACT? VC CVR Prov Initials YES NO Initials Recv'd YES NO Initials Recv'd YES NO Qty: Ballot Transporter 1 OATH I, (please print) do solemnly swear (or affirm) that I will support and defend the Constitution of the United States against all enemies foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitiution of the State of California; that I take this obligation freely, without mental reservation or purpose of evasion; and that I will and faithfully discharge the duties upon which I am about to enter. Executed on, 2018 at Sacramento, California Signature Ballot Transporter 2 OATH I, (please print) do solemnly swear (or affirm) that I will support and defend the Constitution of the United States against all enemies foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitiution of the State of California; that I take this obligation freely, without mental reservation or purpose of evasion; and that I will and faithfully discharge the duties upon which I am about to enter. Executed on, 2018 at Sacramento, California Signature The two officers who will be transporting the ballot bags and Roster of Voters/Forms Bag will print, date, and sign their names and bring the above form to the Transport Van Ballot Drop-off Site they have been assigned to. 102

7 Job 3 Close Laptops - Nightly Close 3 Close Ballot Printing Laptop Check your Vote Center Guide Binder to see if your site will move equipment nightly or change rooms. Before closing down the Ballot Printing laptop, print the Daily Report to show how many ballots were manually printed that day. Remove the blank ballot paper and place back in the Black Ballot Stock Bag. Verify there is regular copy paper in Tray 1. From the Ballot Printing laptop go to Reports and then select Daily Report from the file menu. From the Daily Print Report select PDF. Print the report. Place the report in the Roster of Voters/Forms Bag Election Officer Training Manual 103

8 Job 3 Close Laptops - Nightly Close 3 Exit the EVS program by selecting. To shut down the computer: 1. Select Windows Start Menu 2. Select Power 3. Select Shut down Close Check-In Laptops To exit the voter file on the Check-In laptops: 1. Right click with the mouse on the Windows Start Menu 2. Point the mouse to Shut down or sign out 3. Point to Sign out and click To power off the Check-In laptops: 1. Select Windows Start Menu 2. Select Power 3. Select Shut down Close ICX Laptop Exit the ICVA program by selecting To shut down the computer: 1. Select Windows Start Menu 2. Select Power 3. Select Shut down 1 2 in upper right corner of the screen

9 Job 3 Ballot Printer - Nightly Close 3 Once the remaining blank ballot stock is removed from the manual feed tray in the printer, place the paper back in the Black Ballot Stock Bag along with the smart phone loose on top. Secure the Black Ballot Stock Bag with a Pull Tite. Complete the Vote Center Ballot Stock Access Log. Page of Vote Center Ballot Stock Access Log Statewide Direct Primary Election - June 5, 2018 Vote Center Name: Vote Center #: Start Date: End Date: Date Name of Clerk Breaking Seal Activity Description Boken Pull Tite Seal Number# New Seal # for Securing Ballot Stock Name of Clerk Securing New Seal Comments Start of Day- Setup Printers Start of Day- Setup Printers Start of Day- Setup Printers Start of Day- Setup Printers Start of Day- Setup Printers Start of Day- Setup Printers Form Instructions : The Black Ballot Stock Bag must be secured with a tamper evident pull tite seal when the Vote Center is not operating. When access is needed to open the Vote Center, log the date, name of the person breaking the Pull Tite Seal, and the seal number. Broken seals will be kept in the Used Seals Bag. At the end of the day, the person placing the seal to secure the Black Ballot Stock Bag will record the seal # and record their name. Use "Comments" to record situations, i.e., "Seal was broke when I arrived", "Seal was missing when I arrived", "Seal does not match from day before", etc. If any of these suspicious situations arise, call Precinct Operations immediately at (916) This log and the Used Seals Bag will stay at the Vote Center and be returned on Election Night in the Roster of Voters/Forms Bag. Inspector Smart Phone Secure the smart phone in the Black Ballot Stock Bag nightly. Election night it will be returned to the Transport Van Ballot Drop-off in the Roster of Voters/Forms Bag. Election Officer Training Manual 105

10 Job 3 Ballot Printer - Nightly Close 3 Press the power button to turn off the Ballot Printer. Two people will repack the Ballot Printer into its case. Refer to unpacking procedures on page 28 for the Ballot Printer. Secure the Ballot Printer case with a blue tamper evident seal and complete the Vote Center Ballot Printer Storage Location Log. 1 Page of Vote Center Name: Vote Center# Date Name of Clerk Breaking Seal 5/26/18 Joe Smith Activity Description Start of Day Access Ballot Printer Location Vote Center Ballot Printer Storage Location Access Log Statewide Direct Primary Election - June 5, 2018 Maple Neighborhood Center 777 Place Voided Seal Here After Entering Storage Location, I IIIIII IIIII IIIIIIIII IIIII IIIIIIIII IIIII IIII IIII : Start Date: End Date: New Seal Number for Securing Ballot Printer Location 5/26/18 6/5/18 Name of Clerk Placing New Seal Susie Jones Comments 5/27/18 Emma Stanley Start of Day - Access Ballot Printer Location 11i' \., l (,i" " ' ) 'l,, \ Y.l..j, '(1,.,, 1 ' ' - \, iu -'I, l,,.,, I IIIIII IIIII IIIIIIIII IIIII IIIIIIIII IIIII IIII IIII Joe Smith Start of Day - Access Ballot Printer Location Place Voided Seal Here Start of Day - Access Ballot Printer Location Place Voided Seal Here Start of Day - Access Ballot Printer Location Place Voided Seal Here Form Instructions: The location of the Ballot Printer must be secured with a tamper evident seal when the Vote Center is not in operation. This could be an equipment cabinet, door(s) to a room, or the ballot printer case. Daily, when access is needed to open the Vote Center, the voided seal must be adhered to this log and the date and name of the person breaking the seal recorded. At the end of the day, the person placing the seal to secure the Ballot Printer location, records the seal number and their name. Use "Comments" to record situations, i.e., "Seal was voided when I arrived", "Seal was missing when I arrived", "Seal does not match from day before", etc. If any of these suspicious situations arise, call Precinct Operations at (916) immediately. This log will stay at the Vote Center and be returned on Election Night in the Roster of Voters/Forms Bag. 106

11 Job 4 Table Materials/Site Specific - Nightly Close 4 Clean up any trash or items that are not designated for the election tables. Replenish any supplies that have run out or have a low supply. Call Precincts if you are in need of more supplies at (916) Make sure everything is neat and tidy for the Officers the next day. Refill the Regular Printer with paper stock. Place any items left behind by voters in the Items Left at Vote Center bag. Roster of Voters/Forms Bag - Nightly The following forms and/or bags should be inside the Roster of Voters/Forms Bag, Seal bag with blue tamper evident seal and returned to your assigned Van Drop-off Site nightly (look in your Voter Center Guide Binder for your Van Drop-Off location): Used Roster Sheets Spoiled Ballot Bag (counted) Surrendered Ballot Bag CVR/Provisional Log Oath/Payroll Form Used Seal Bag (Pull Tites) Ballot Printer Report Completed - Voter Registration Forms (VRF), Liability Forms, Voter File Correction Forms, and Emergency VBM Applications. Do not seal the Ballot Transport Log inside the Roster of Voters/Forms Bag. The Ballot Transport Log is handed to the Transport Van Ballot Drop-off staff. Site Specific Equipment - Nightly Bring in any equipment issued to your Vote Center for outside or for parking. Wire frames signs and posters do not have to be taken down nightly. Place inside the Vote Center neatly and out of the way for the opening Officers to find in the morning. Election Officer Training Manual 107

12 Transport Van Ballot Drop-off Site Every night after closing your Vote Center, two officers will return the pink VBM bag, blue ballot bag, and the Roster of Voters/Forms Bag to your assigned transport van ballot drop-off site. The ballot transporter at the van site will have the Mileage Reimbursement Claim forms for the driver of the vehicle used to return the bags. The driver will complete the form nightly. Mileage reimbursement will occur after the Election. Transport Van Location Name: Mileage Reimbursement Claim Statewide Direct Primary Election - June 5, 2018 Date Vote Center Name Vote Center # Miles Driven from Vote Center to Transport Van Driver Name (Print) : Mileage is reimbursed at $.53/mile Address: Signature: 108

13 Closing Assignments - Election Night 1-2 Officers 1 Record public counter numbers from ICX tablets on ICX Activation Card Log Close the polls on the ICX tablets Power off ICX tablets and printers Repack ICX tablets, printers, and booths 2 Officers 2 Blue ballot bag Pink VBM bag Spoiled ballots Surrendered ballots 1-2 Officers 3 Power off laptops Power off Ballot Printer Power off Regular Printer Repack laptops and printers 1-2 Officers 4 Repack Supplies Bag Repack Table Materials Bag Roster of Voters/Forms Bag 1-2 Officers 5 Repack standard and accessible voting booths Election Officer Training Manual 109

14 Closing the Vote Center Election Night 1-2 Refer to the Nightly Closing procedures for shutting down equipment and Opening procedures for steps to packing all the equipment and materials to be picked up. The Roster of Voters/Forms Bag, the pink VBM bag with ballots secured inside, the remaining empty pink VBM bags, and the blue ballot bag are all returned to the Transport Van Ballot Drop-off Site on Election Night. Job 1 - ICX Tablets/Printers 1. Record public counter number of each machine on ICX Activation Card Log 2. Close the polls on ICX tablets 3. Power down all ICX s and printers 4. Repack ICX s into their cases 5. Repack ICX printers 6. Repack ICX accessible booths 7. Keep all equipment grouped together for pick up Job 2 - Processing Ballots - Blue Ballot Bag 1. Break Pull Tite lock seal. 2. Separate and count VC ballots, CVR envelopes, and Provisional envelopes 3. Record counts on Vote Center Ballot Transport Log 4. Place all ballots back into blue ballot bag 5. Secure with a Pull Tite lock seal 6. Place broken Pull Tite in Used Seal Bag 7. Record count of Vote Center Ballot Transport Log Job 2 - Processing Ballots - Pink VBM Bag 1. Break Pull Tite on pink VBM bag 2. Close top zipper slot 3. Secure 3 zippers with a new Pull Tite lock seal 4. Place broken seal in Used Seal Bag 5. Record on Vote Center Vote by Mail and Vote Center Ballot Transport Log Job 2 - Processing Ballots - Spoiled Ballots/Surrendered 1. Count Spoiled Ballots and add number to label on Spoiled Ballots bag 2. Seal Spoiled Ballots bag with blue tamper evident seal 3. Place Spoiled Bag and Surrendered Bag (no counting) into Roster of Voters/Forms Bag 110

15 Closing the Vote Center Election Night 3-5 Job 3 - Check-In Laptops/ICX Activation Station/Regular Printer 1. Exit all programs on laptops 2. Power down laptops and regular printer 3. Repack laptops into ICX printer cases 4. Repack the Dymo s into their original boxes and place in box 5. Place the Regular Printer in its own box. Job 3 - Ballot Printer 1. Print Daily Report and place in Roster of Voters/Forms Bag 2. Exit the EVS program on the laptop 3. Shut down computer 4. Turn off the printer 5. Return any unused ballot paper to the Black Ballot Stock Bag and seal with Pull Tite 6. Complete Vote Center Ballot Stock Access Log 7. Repack the Ballot Printer and seal with a blue tamper evident seal 8. Complete Vote Center Ballot Printer Storage Location Access Log Job 4 - Election Materials/Signs/Site Specific Equipment 1. Take down all signs - inside and out 2. Bring in parking signs and/or equipment 3. Repack the Signs Bag and the Site Specific equipment 4. Repack all election table materials into the Table Materials Bag 5. Repack the Supplies Bag 6. Put all completed forms and bags into the Roster of Voters/Forms Bag 7. Place the Table Material and Supplies Bags into the Roster of Voters/Forms Bag Job 5 - Voting Booths/Tables 1. Take apart and pack standard and accessible voting booths 2. Pack the two Mity Lite tables into their boxes On Election Night any remaining pink VBM bags and the smart phone will be returned to the Transport Van Ballot Drop-off Site. Place the smart phone in the Roster of Voters/Forms Bag. Election Officer Training Manual 111

16 Closing the Vote Center Election Night Secure the Vote Center Voting Equipment Ready the Vote Center equipment for pickup by packing and grouping all the equipment together. Place equipment (including any tables and chairs belonging to the Elections Office) out of the way. Clean up after yourselves. Do not leave trash, food, drinks, sodas, etc, at the Vote Center. Use trash containers for disposing of litter. Return tables and chairs to the same location as you found them. Before locking and securing the Vote Center, check that everyone has their purse, lunch bag, eyeglasses, keys, books, food, cell phone, and any other items brought with them. Lock any auxiliary facilities made available to you, such as the restrooms or kitchen. Lock the facility in the manner you have been instructed by the site contact. Please remember, we are guests at these facilities. It is important that we remain welcome for future elections. 112