Election Officials School of Instruction: June 2 & 3, 2016

Welcome toPrecinct Election Officials School of Instruction Elections Training June 2 & 3, 2016

AGENDA • Opening the Polls/Arranging the Polling Place • Accessibility/Setting up Election Equipment • Guidelines on Election Day • Polling Place Assignments • Closing the Polls • Emergencies

Opening the Polls • All precinct election officials (PEOs) should be at the polling place one hour before the polls open. If anyone is missing, call the Auditor’s Office as soon as possible to ask for a replacement. • Administer the oath. (Refer to Tally Book) • Arrange the polling place. • Set up the election equipment.

Arrange the Polling Place Posting Posting Voting Booth Voting Booth Voting Booth Voting Booth Voting Booth Ballot Scanner Voter Assistance Poll Watchers Ballot Distribution Election Register Voter Sign-In Posting Posting Entrance Exit

Opening the Polls cont…OVO Optical Scanner & OVI Voting Interface • Unisyn OVO (OpenElect Voting Optical Scan) Ballot Scanner. • Unisyn OVI (OpenElect Voting Interface – ADA Device.) • For set up of OVO & OVI, follow the Unisyn instruction sheet located in the Kit. • Unisyn OVI voter interface device must be set up and operational per Iowa Code.

Opening the OVI Machine When you first open theOVI machine, this tape will print out. • Sign and place this tape in the MACHINE TAPE envelope in your Tally Book.

If a Voter wants to use the OVI for voting…. Take the following steps when a Voter wants to use the OVI to Vote: 1. Key in the password 123456A on the keypad. 2. Key in the Ballot Style number listed on the sheet (00100, 00200, etc...) Remember the Republican ballot style number is different from the Democrat ballot style number. Now the Voter is ready to make his choices on the screen.

After a voter votes onthe OVI Machine… OVI • The machine will print out a tape like this…this is the Voter’s “Actual Ballot”. • The Voter takes this “Actual Ballot” to the OVO machine, slides it in the scanner between the two red arrows. Now their vote has been scanned and counted.

The Cage • Items contained: • OVO Scanner • OVI Device • Printer Case • Orange Bag • Extra Paper • Ground Signs • Portable Voting Booths • Gray Tub for Signage • Unused Ballots

Opening the Polls cont… • Postings – Post the following on the walls inside the polling place. • Sample ballots of each ballot style (both front and back if a two-sided ballot) • “Instructions for Voters” sign posted inside each voting booth. • Polling place identification & polling hours sign. • “Iowa Voter Identification Requirements” sign. • “Voting Is Your Right” sign. • Signs for posting are located in the gray colored tub that is stored in the cage.

Opening the Polls cont… • Accessibility – Check to make sure the route(s) to be used by voters are accessible, both inside and outside the building. Provide chairs at accessible voting booths. If possible, set up a separate table for voters who need extra help.

Accessibility(Entering the Polling Place) • Post all outside Precinct signs including “Vote Here” directional ground signs as provided by the Auditor’s Office. • Facility Access Door: • If door is hard to operate, prop door open. • Make sure the facilities outside entrance lights are on. • Post the Precinct Map on the exterior of the polling place access door.

Accessibility(Inside the Polling Place) • Safety • Check that all lights are on. • Remove loose rugs. • Secure cords. • Post voter directional signs. • Keep a clear path inside the voting precinct. • Provide seating for disabled or elderly voters to sit when completing paperwork or waiting in line. • Voters • Select two PEOs to help voters who request help in completing their ballots. For partisan elections, there must be one Republican and one Democrat. (Refer to Tally Book.) • Ask voter if they would like assistance – don’t assume they need it. • List any forms that need filling out (i.e. voter requesting assistance).

Opening the Polls cont… • Set out and secure the ballots. Check the number of ballots against the number(s) listed on the Ballot Record and Receipt and verify quantities for each ballot style. Call the Auditor’s Office if the number does not match. Set the ballots in a secure place so that only the PEOs have access to the ballots. • Open one packet of each ballot style to distribute to voters. Count the ballots as you open each packet and call the Auditor’s Office if the number does not match. Do not open more than one packet of each ballot style at a time and do not leave the ballots in the cage.

Opening the Polls cont… • Synchronize watches. The Precinct chairperson should determine and announce the clock to be used for the official times for opening and closing the polls. Use a wall mounted clock in the polling place if operational and time correct. This clock will be visible to the public. • Open on time. Unlock the doors on time even if the election equipment is not functional or ready. Do not ask a voter to return at a later time. Use emergency procedures if necessary.

OVER VOTES An over vote happens when you vote for more candidates than the number of candidates you are permitted to vote for in a particular office race. If a voter has over voted a ballot, the scanner will reject the ballot initially. If this happens, ask the voter to review the ballot and offer to help. Explain that if they over voted, the over voted race won’t count. If errors are found, mark the ballot as spoiled and have the voter complete a new ballot. Then re-insert the new ballot into the scanner. UNDER VOTES Under voting means that the voter has not cast any votes for a particular office. Unlike over voting, you have the right to under vote if you choose to do so. No ballot or vote will be canceled as a result of an under vote. Ask the voter to review the ballot to make sure it is filled out correctly. Offer to help them. If the voter says the ballot is fine, then retry the ballot in the scanner. The scanner should accept the ballot. Otherwise, spoil the ballot and let the voter cast a new ballot. OVO Scanner

Provisional Ballots Provisional Ballot Envelope There is either a challenge or some question as to the voter’s eligibility to vote. The provisional voting process acts as a safety net that protects both the voter’s right to vote and the integrity of the election process. • Voters must cast a Provisional Ballot for the following reasons: • When they cannot prove they are qualified to vote. • When the voter does not have an ID or proof of residence. • When they requested an absentee ballot but cannot surrender it at the polls and PEO’s cannot confirm that the Auditor has received the absentee ballot. • When their qualification to vote is challenged at the polls and the challenge was not withdrawn.

Surrendered & Spoiled Ballots Surrendered & Spoiled Ballot Envelope • If voter spoils a ballot, have the voter mark the ballot “spoiled.” • Have the voter insert the spoiled ballot into the envelope. All spoiled ballots go in this envelope. • “Three strikes, you’re out.” The voter is not allowed any more than three (3) spoiled ballots. • Surrendered absentee ballots turned in at the polls are also placed in this envelope. The word “Void” in addition to “SA” or “SB” with the corresponding computer number should be written on the ballot. Once surrendered, then the voter may vote a regular ballot.

General Guidelines on Election Day • Do: • Call the Auditor’s Office for any situation about which you are unsure or for which you cannot find the answer. • Report any activities that you believe or think may be illegal. • Treat each voter with courtesy, fairness and respect. • Ensure that each person who is eligible to vote has the opportunity to vote. • Inform voters that someone is available to help them, if they wish. • Familiarize yourself with the location of restrooms and telephones in the polling place. • Tell other PEOs if you are experiencing health problems or if you have any special needs to be accommodated. • Bring meals and snacks or arrange for someone to bring them to you. • Encourage and express appreciation to other PEOs. • Tell each voter, “Thank you for voting.”

General Guidelines cont… • Don’t: • Read newspapers or news magazines or play a television or radio at the polling places. • Wear campaign buttons or stickers or allow poll watchers to wear them in the polling place. (A voter can wear such items as long as the voter does not linger in the polling place or solicit votes.) • Answer voters’ questions on candidates or public measures, or spell names of write-in candidates for voters. • Discuss politics or candidates in the polling place. • Count on being able to go home at any point during the day. • Assume anything based on a voter’s race, gender, language, disability or appearance. • Comment on or disclose any vote cast by a person you are helping.

General Guidelines cont… • Ballot Security. You must guard the ballots at all times. It is illegal to take a ballot from the polling place (except for curbside voting). Precinct election officials shall order the arrest of any person doing so. • Secrecy of Voting Process. Never reveal how any person voted and do not permit voters to show or discuss their ballots with others.

General Guidelines cont… • Political Signs, Materials or Campaigning • Signs within 300 feet of the polling place door are prohibited by law during voting hours. • Signs or bumper stickers larger than 90 square inches on cars or trucks parked within 300 feet of the polling place are prohibited. • The law provides an exception for signs on private property that is not a polling place. • If anyone in or near the polling place (within 300 feet of the door) is interfering with voters or soliciting votes, asks the person to stop. • If you have questions or problems, call the Auditor’s Office.

General Guidelines cont… • Poll Watchers/Observers - A poll watcher is a person who has official permission to be at the polling place on Election Day. Poll Watchers are also called observers or challenging committees. Categories of poll watchers include: • Political parties • Non-party political organizations • Non-partisan candidates • Groups supporting or opposing public measures • Educational programs

General Guidelines cont… • Exit Polling: • Exit polls may occur in close races or in highly publicized contests and may be conducted by the media or by political or interest groups. • Those conducting surveys or exit polls are not permitted inside the polling place. This means they may not be inside the building in which the polling place is located, including the entryway. • Those conducting exit polls must remain outside the building regardless of existing weather conditions. However, they may be closer than 300 feet from the door.

General Guidelines cont… • Media. Members of the media are common visitors to polling places. Although the law does not specifically allow or prohibit members of the media in polling places, general guidelines include: • Allow members of the media to be inside the place to take photographs or film the activity, but do not allow the media to interfere with the voting process. • Restrict a media interview with a voter until the voter has cast the ballot and only outside the polling place. • Answer questions from or provide comments to the media only if authorized to do so by the County Auditor. Otherwise, refer the individual to the County Auditor and provide the telephone number.

Polling Place Assignments • As a Precinct Election Official, your oath binds you to be impartial, to prevent fraud and abuse, to ensure the integrity of the election process, and to protect the privacy and security of each person’s vote. Always be professional, courteous, and unbiased. • There are several distinct jobs in a polling place on election day. Depending on the number of PEOs in your precinct, you may have more than one assignment. Cross-training workers to perform different jobs is critical to deal with unplanned absentees. Below are typical types of roles performed by the PEO’s: • Chairperson/Vice-Chairperson • Election Register/Computer Operator • Ballot Distribution and Voter Instruction • Handicapped Voter/Curbside Voter Assistance • Special Situations • Voter/Precinct Observer

Polling Place Assignments cont…Chairperson The Chairperson is in charge of the polling place and responsible for the conduct of the election. Chairperson responsibilities include: • Ballots, Supplies, and Equipment: • Verify Precinct kit contents before election day. • Review and be familiar with kit supplies as well as election equipment operation. • Return ballots and supplies after the election. • Precinct Election Officials: • Obtain the names and telephone numbers of PEOs who will be working the election from the Auditor’s office and assign job responsibilities to PEOs.

Closing the Polls • Close the polls at the designated time. Never close the polls early, even if you believe no one else will come. • Secure the polling place. Anyone inside the polling place at the time the polls close must be allowed to vote. Close the doors but do not lock them. • Public Canvass. Anyone may watch but no one except the precinct election officials may handle the ballots or interfere with the count. • Close the election equipment. Follow the Unisyn OVO & OVI Scanner/Interface instructions. • Transmit/Call results to the Auditor’s Office.

CLOSING THE OVI INTERFACE • Follow these two steps when closing • down the OVI Voting Interface. The • Unisyn Instruction Card is located • in your Precinct Kit. • Make sure the close • report is signed and • placed in envelope • located in the Tally • Book.

Count the Write-In Votes • Tabulating devices count the votes, including write-ins votes (where the voting target is marked) as they are inserted into the machine. • If you used the emergency ballot box, remove any ballots from the emergency ballot box and insert them into the tabulating device. If a ballot is rejected, try again. • All printed tapes from the tabulation equipment, including the printed write-in report tape, (OVO & OVI machines) must be placed in the envelope located in the Tally Book.

Closing down the Election cont… • The Chair and one worker record votes from the Write-In tape in the Tally Book. Take NOTE: Other workers can: • Close down the Express Voter computers. • Start arranging the room to it’s original condition. Top half of tape are the DEMOCRAT VOTES. Bottom half of tape are the REPUBLICAN VOTES. • Start with the US Senator race and determine if there are any write-ins for that office. • Record these Offices on the APPROPRIATE Republican or Democrat Write-In sheets.

ELECTION SUMMARY REPORT The OVO Scanner will print out an Election Summary Report when the machine is closed for voting at the end of night. The report should be placed in the Tally Book envelope with all other machine tapes.

RECORD IN THE TALLY BOOK… On the “Ballot Record & Receipt” page the # voted and counted.“Public Count” number should match Express Voter counts and Eligibility Slips.

WRITE-IN REPORT TAPE Record the office name and the number of write-ins that were voted for in that office. Remember: Democrats are listed on first half of the tape and Republicans are listed on second half of tape.

CERTIFICATE OF WRITE-IN VOTES RECORD the write-ins on these sheets located in your Tally Books. Pay attention to the number of votes each office received. Count the votes that each person gets per office. Don’t combine votes for each office in the vote totals in the Tally Book. Your pages should look like this (without the color.)

THE TALLY BOOK TALLY BOOK • Be sure to record any name that is written in, even if it is “Mickey Mouse”, “Anyone but you”, “Jack of all trades” etc… • Be sure the Tally Book Certificate of Write-In Votes balances with the OVO Write-In tape. • Be sure to sign all areas of the Tally Book that requirePEO signatures.

Closing the Polls, cont…Refer to the Ballot Record and Receipt form and the Certificate of Election Officials page in the Tally Book • Voted & Counted ballots, Spoiled Ballots and Provisional Ballots – On the Ballot Record and Receipt form located in the Tally Book, enter the total for each type of ballot. Place the ballots in their corresponding envelope and then into the Blue Nylon Bag for return to the Courthouse at the end of election night. • Unused/Not Voted ballots – Carefully count all ballots that have not been given to voters and enter the total for each ballot style on the bottom section of the Ballot Record and Receipt form located in the Tally Book. SpoiledBallots TALLYBOOK SpecialPrecinct Ballots Precinct#14

Closing the Polls, cont… • Take down signs, voting booths, etc. Make sure facility is left in the same condition as when you arrived. • Follow the “End of Night Checklist.” Take theTM (thumb drive) out of the OVO Ballot Scanner, place the TM in the small silver pouch and then into the Blue Poly envelope • Complete the PEO claim form located in the Blue Poly Envelope. • Place the Blue Poly Envelope in the Blue Nylon Bag. If you are returning the Blue Nylon Bag on election night, please bring it to the Courthouse no later than 10:15 p.m. Otherwise, you may bring the Blue Nylon Bag to the Election Annex the next day (Wednesday) by noon.

Compartmentfor TM LCD Screen (covers compartment)

Be a Team Player on Election Day • Regardless of your assignment on Election Day, Election Officials need to work together in order to facilitate a successful election. • As a Precinct Official, don’t be afraid to speak up when you see a task or procedure being done incorrectly. • If you are not sure how to complete a task, ask your fellow PEO’s for assistance, refer to the Official Iowa Precinct Election Guidebook, or call the Auditors Office for instruction.

Emergencies • Equipment not working – Notify Auditor’s Office. • Injury/Illness of voter – Dial 911 for help as needed. Notify the Auditor’s Office. • Injury/Illness of PEO – Dial 911 for help as needed. Notify the Auditor’s Office. Auditor’s Office will find staff to continue work at the polls. • Severe weather – Policy will be located in the Precinct Election Official Guidebook – Appendix F. In all emergencies, secure voted and unvoted ballots!

Election Officials School of Instruction: June 2 & 3, 2016